Summary: Artificial intelligence is currently changing the landscape of business management. But with so many AI tools and frameworks, how can small business owners cut through the noise and actually benefit from AI? Here at Tuck, we’ve compiled a few AI cases and tools, recognized by our consultants, that can be easily implemented and offer time benefits.

The Realities of Implementing AI in Projects

Jessica Dene Earley described the intensity of delivering custom AI software for Vertigia: “We were trying to deliver a few spaces in like six weeks… now we’re in a refinement period.” The team found that while high-level processes exist, every use case is different. “There’s a lot of minute detail that has to be defined on top of the current state process and then figuring out the ideal custom solution,” Jessica explained. The lesson? Flexibility and ongoing refinement are essential—especially when AI models and providers can change the behavior of your solution overnight.

Frameworks vs. Reality: Why Lightweight Approaches Win

The group discussed popular frameworks like CPM AI and PMI’s new “MoRe” approach. While these frameworks offer structure, they can also overwhelm a small business owner. As Alex put it, “This is really heavy for something that needs to be lightweight and will never work if it’s not.” The consensus: tight frameworks can slow down adaptation and limit options.

Valuable AI Cases

• AI Note Takers: “The lowest-hanging fruit,” as one consultant put it. Tools like Fathom, Otter, and ClickUp AI Notetaker instantly turn meeting notes into actionable tasks, saving time and boosting accountability.
• Action Item Tool: New features can skip the summary doc and go straight to creating tasks.
• Translation and Multilingual Collaboration: AI-powered translation allows teams to collaborate across languages in real time, opening up global opportunities.
• Lessons Learned Trackers: By logging lessons from each project and using AI to surface relevant insights for new projects, teams can avoid repeating mistakes.
• Risk Analysis and Status Reporting: Dropping status reports into AI tools can help track risks and issues over time, while AI-generated summaries in tools like ClickUp keep everyone aligned.
• Resource Planning: AI can now help allocate team members more efficiently, replacing the old spreadsheet grind.

Choosing the Right AI Tool Takes Time

• Tool Comparison: Jessica noted, “I actually switched over to Google Gemini… we saw the quality of output was a bit better.” Others found Copilot or ChatGPT more accessible, depending on the task.
• Prompt Engineering: “The prompt structure is the most important thing for everything,” one consultant stressed. Clear, contextual prompts often matter more than the tool itself.
• Accessibility and Cost: For most small businesses, the best tool is the one that’s already integrated into their workflow and doesn’t break the bank. “You can have every single one of those tools… for less than $200 a month,” the group noted.
• Security and Regulation: In regulated industries, tools like Copilot offer air-gapped environments, while others may expose data to the internet. Always consider your industry’s requirements.

Humanity in AI

• Validation is Essential: “You still need a human being to verify that the information is valid,” said one participant. AI can lie confidently.
• Don’t Outsource Creativity: The group cited a striking statistic: “85% of what you build is anchored in the first idea you come up with.” If you let AI generate your first draft, you risk originality. The advice? Start with your own ideas, then use AI to clarify and go forward.
• Test: The only way to know what works is to experiment. “Just testing over and over again,” as Jessica put it, is the path to finding the right fit for your business.

AI as a Tool not a Replacement

AI is a powerful enabler for small business project management, but it’s not a swap out for human judgment or creativity. As the consultants concluded, the future may involve orchestrating a suite of AI agents—but people will always be at the center, making the final call. For small business owners, the message is clear: embrace AI for what it does best, but never lose sight of the human factor that drives real business success.

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