When a new technology drops, I’ve noticed that people generally take one of these three stances.
One group celebrates the technology, and spends their time and effort arguing why it is going to obliterate all professions.
Another group bashes the new technology and goes on to prove how it’s going to be bad for humanity, potentially ending the human race as we currently know it.
The third group are the adopters who could not care less about all these debates. They’re more pragmatic and straight to the point. They see opportunity and seize it. All they care about is using any new tool for their own, and others’, benefit if it means that it will save them more time and money in the long run.
A similar thing is happening with artificial intelligence (AI) and all the new apps and tools that use AI to provide a service.
If you care more about how these tools could make your workday easier, then this article is for you.
Read on to learn about how AI could help you carry out the boring tasks more efficiently, allowing you to focus on what you really want to do.
In a report by the Small Business and Entrepreneurship Council (SBEC), nearly 48% of small businesses have already adopted AI tools in their practices.
Not only that, it also states that 93% of small business owners think that using AI helps them cut costs.
As I researched for this post, I found several articles on the topic, all of which were quite good, and I'll be sharing links to some of them here. However, many of the tools they recommended seemed less helpful for small and micro business owners who prefer simplifying rather than complicating their operations. Therefore, I focused on keeping things straightforward wherever feasible. If you feel I didn't do well in this regard, please don't hesitate to let me know.
This article won't be an exhaustive list of all available tools. Rather, my aim is to offer a select few curated tools that can streamline your business operations. Most of the tools I mention here, I've personally used, and with proper calibration, they can be adapted for a wide range of tasks.
In this article, we’re going to explore how AI tools and automation can make your life as a small business owner much easier, using a fitness coach as our recurrent example. Imagine you’re just starting your coaching business and trying to grow it. We’ll walk through different scenarios where AI can step in to help you out.
Whether it’s organising your workout plans, figuring out your business strategy, creating engaging content, or automating routine tasks, we’ll see how AI can be your secret weapon for success.
So, let’s jump in and discover how these tools can save you time and energy while boosting your business!
Imagine you have a brilliant idea for your microbusiness while you’re out for a walk. Instead of scrambling to jot it all down later, picture using an AI transcription tool to capture your thoughts instantly. Whether it’s crafting an email, drafting a blog post, or outlining a new product strategy, these tools can transform your spoken words into clear, coherent text in seconds.
One such tool, AudioPen, acts like a personal assistant for entrepreneurs on the go. You simply speak into your phone, and the app processes and refines your words into polished text, ready to be sent or shared. This can be a game-changer for solo business owners, allowing them to streamline their communication and stay productive even outside the office. Why? Because it:
Use case example:
For instance, let’s say you’re a fitness coach who often brainstorms workout plans and wellness tips during your daily walks or in between gym sessions. Instead of struggling to remember these ideas later, you can use AI transcription tools like AudioPen to capture and refine your thoughts instantly. This ensures that when you return to your workspace, you have clear notes ready to guide your coaching sessions and content creation process.
By leveraging AI transcription tools like AudioPen, microbusiness owners can maximise their time, productivity, and creativity, all with the convenience of a digital assistant in their pocket.
Note on the side, OpenAI recently launched their new GPT version GPT-4o where the O stands for omni, because now it not only supports text and images but audio as well. So if you have a GPT plus subscription (20$/month), you may also start using it for audio transcriptions, translations, etc.
Exciting times ahead, yes. But if you want to survive in this AI frenzy, one rule of thumb is to try and adapt but without falling into the trap of shiny objects. Try and figure out what your current problem is, then figure out whether or not a particular AI tool will solve it cost-effectively.
Let’s be real—creating business plans or refining strategies isn’t exactly thrilling. Some even question their value when survival in the market feels more urgent.
Enter AI tools, which save time and assist in key business tasks.
Many small business owners struggle to dedicate time to crafting business plans, developing marketing strategies, or enhancing financial literacy.
Not having enough resources, time, or know-how can hold back important parts of growing a business. But with AI tools, things can get a lot easier. They can be very helpful with tasks like business planning, risk understanding, client acquisition, and cash flow optimisation.
You don’t necessarily need complex tools, even simpler ones can be effective.
For instance, turning to ChatGPT can provide insights into crafting a business plan, understanding risks, acquiring new clients, and optimising cash flow, among other things.
So say you’re a fitness coach starting a coaching business but feel overwhelmed by where to begin or what strategies to employ. Here's how you can use ChatGPT to get started.
Business Planning with ChatGPT:
This approach extends beyond business plans. ChatGPT can assist in strategy development, meeting preparation, and report writing. It acts as a helpful assistant for tedious tasks and a brainstorming partner to refine ideas, enhance business acumen, clarify goals, and execute strategies efficiently.
If you’re interested in detailed examples of how ChatGPT could be a useful tool to plan for your business growth, let me know, and I can dedicate an article to it. In the meantime, below is a video that could also help!
In today's business landscape, creating compelling content is important for reaching new audience and engaging with your followers.
Content marketing offers a cost-effective way to connect with people worldwide across various platforms such as Facebook, TikTok, Instagram, YouTube, Spotify, and more.
Each platform demands different types of content, ranging from text to long videos, short videos, and audio formats.
While large corporations often have dedicated teams for content creation, smaller businesses may struggle to afford freelance writers or content creators.
Fortunately, there are numerous tools available to help transform your ideas into engaging content, whether in video or text formats. Let’s simplify this discussion by focusing on a few tools and their practical applications.
ChatGPT for Content Creation:
Consider this scenario: you have a concept for an article titled “Five Must-Watch Movies Every Coach Must Watch,” but you lack the time or want to avoid writer’s block. What can you do?
You can turn to ChatGPT for assistance.
Craft a prompt such as:
“Imagine you’re a freelance writer tasked with creating an SEO-optimised article for my newsletter. I’ll share the main ideas, and I need a detailed article, engaging and relatable, free of jargon. Idea: Five must-watch movies for coaches.”
While the generated content may not be perfect, it serves as a solid foundation for further editing and customisation to suit your preferences.
It's crucial to understand that AI tools like ChatGPT are excellent assistants in content generation tasks. However, relying solely on AI-generated content may not always result in material that ranks well on search engines or resonates deeply with your audience. Readers value content that provides genuine value and insights.
So, leverage these AI tools for idea generation, structuring content, initial drafts, and more, but always inject your unique perspective and examples that resonate with your audience.
Use case for Fitness Coaching Blog:
Suppose now that you want to write an article for your coaching blog and want to create engaging content regularly. ChatGPT can assist in generating article ideas, structuring content around fitness topics, and even help with grammar and spelling checks.
I asked GPT for five possible article titles and this was its response:
Here are a few more AI tools to save you time in content creation:
While not AI-proper, making your business run smoothly often means finding ways to handle routine tasks automatically. One tool that excels at this without needing you to be a tech wizard is Zapier. It’s like having a digital assistant that can take your ideas and turn them into actions without you lifting a finger. Zapier allows you to automate your workflow without using any code, you can easily write the steps you want Zapier to do, and with its AI magic, it turns your text into a logical workflow.
Automating routine tasks can greatly benefit your business. For instance, if you run a coaching business, Zapier can help you automate lead follow-ups from your fitness program sign-ups, welcome new clients with personalised emails, streamline sales workflows like scheduling sessions and sending invoices, and improve team coordination for group coaching programs—all without needing advanced technical skills.
Zapier is designed to simplify tasks through automation. Here are some real-world examples of how Zapier can transform your daily work:
By using Zapier to automate these routine tasks, you not only save time but also reduce the chances of errors that can occur with manual processes. This frees you up to focus on more meaningful work, like growing your business or refining your customer experience.
Making effective marketing campaigns is crucial for businesses of all sizes, especially for small and micro-business owners who may not have a lot of resources or time to spare. It can be tough to run extensive campaigns or hire marketing experts with limited resources.
However, using AI-powered marketing tools can make a big difference. These tools offer smart solutions to connect with your target audience and boost conversions. Here are some ways AI can help transform your marketing efforts:
By incorporating AI into your marketing plans, you can simplify tasks, enhance targeting accuracy, and achieve better outcomes without needing a huge budget, leading to business growth and success.
Use Case: you decide to use ActiveCampaign to automate email marketing efforts. Here’s how you can use this tool:
As technology continues to evolve, embracing AI tools and automation is almost no longer a choice but a necessity for small and micro business owners aiming for efficiency, productivity, and competitiveness in today’s market.
From simplifying mundane tasks like transcription and content creation to empowering strategic decision-making and enhancing customer interactions, AI offers a lot of opportunities to transform your business operations.
By adopting AI tools such as transcription apps, AI-generated content platforms, workflow automation systems, and AI-driven marketing solutions, you can leverage technology to your advantage, saving time, reducing costs, and unlocking new levels of innovation and growth.
Remember, the key lies not just in attempting to find a balance between your needs and adopting AI tools strategically into your business processes, aligning technology with your goals and vision to grow your business.
So, whether you’re a fitness coach, freelance designer, a tradesman, a teacher, a beautician, consultant, or any small business owner, exploring AI-powered solutions tailored to your industry can unlock untapped potential and pave the way for a more efficient, competitive, and thriving business journey. Embrace the possibilities, stay curious, and keep innovating to stay ahead in the ever-evolving business landscape.
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