In our previous article, we looked at how to identify what problems AI can fix for you. The next logical step from there is to identify which tools you should use. That’s easier said than done in the current environment.
A lot of tools on the market are ‘AI powered’ or ‘AI-enhanced.’ Most of the time that is hype or marketing; often it’s both. And usually, you won’t need to start with such tools, nor will you need a new AI platform. In fact, for most organisations, the AI you need is in the software you use each day.
Why Copilot is a natural starting point
Microsoft Copilot is one of the most common entry points into AI for businesses. That’s because it’s integrated into tools such as Outlook, Word, Excel, Teams and SharePoint.
So, rather than learning a completely new system, staff can use AI in applications they know. That may be drafting emails, summarising meetings, analysing spreadsheets or creating documents. It makes adoption faster and easier. It’s also more secure than relying on disconnected public tools like ChatGPT.
Understanding the different Copilot options
Keep in mind that Copilot isn’t a single product. With some Microsoft subscriptions you get basic AI features, like the ones that pop up in Word. Elsewhere, some paid licenses offer deeper integration and business-level controls, like data analysis.
What’s available depends on your Microsoft plan, and your IT environment. Some organisations have access to AI features without realising because they’re not activated. Others won’t have taken the time to explore what the tools can do.
This is where guidance becomes valuable. If you understand what you already have and how to use it, you can save time and money. As an SME, it’s very likely you won’t need to invest in anything new.
Copilot vs other AI platforms
Alongside Copilot, you’ll have heard of tools like ChatGPT, Claude or Anthropic. And depending on your mobile device, you’ll know Google’s Workspace or Apple Intelligence.
Each of these platforms uses similar underlying technology, but they differ in:
- how you handle data
- how it integrates with business systems
- what controls administrators have
- how well they fit into everyday workflows
In comparison to Copilot, there’s nothing wrong with these platforms. In fact, public tools are great for experimentation. But, enterprise tools offer stronger data governance and better integration with company information. For SMEs, that’s essential.
The challenge of multiple AI ecosystems
Given the variety of tools available, you might think that using several at once is a good idea. We often see companies using Copilot and Gemini workflows alongside staff using ChatGPT.
While the intention is honest, without a clear strategy, tasks becoming fragmented. And when they’re fragmented, they become hard to control. That in turn leads to unsecured data as well as inconsistent results. This increases risk and makes governance more complex than it needs to be.
Why standardising makes sense
Rather than spreading AI across platforms, you should have one environment. For most, standardising around Copilot and Microsoft’s ecosystem makes the most sense.
It gives you clearer controls and is consistent with your embedded security policies. It also integrates well with existing systems and comes with support. For staff it’s simpler too.
Of course, this doesn’t mean a blanket ban on other tools. Rather, it means creating a structured approach and not uncontrolled experimentation.
Getting started
Before rolling out built-in AI tools across the company, it’s important to:
- understand what features are available on your current plans
- review data permissions and access controls
- train staff on responsible use
- align AI tools with your internal policy
Taking these steps ensures AI becomes a helpful support tool rather than a new risk area.
Want help navigating Copilot and the wider AI landscape? Our free webinar that you can now watch on demand – Demystifying AI for business – explains how.
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