AI for SMEs: How to use artificial intelligence practically, safely and without prior knowledge

Why AI is becoming increasingly important for SMEs

Growing data volumes and rising customer expectations

More and more data is ending up in your company - from emails to orders, Social Media right through to customer data. At the same time, today's customers expect quick responses, customized offers and smooth service. Without support, it will be difficult to evaluate this flood of data in a meaningful way and respond quickly to requests. AI helps you to recognize patterns, sort inquiries automatically and provide the right information at the right time. This allows you to keep pace with rising expectations, even as a small company.

Competitive advantages through automation

Many tasks in the company are recurring and time-consuming - such as answering standard inquiries, maintaining data or creating reports. AI-supported automation relieves you of these routine tasks. This allows you to focus more on what really matters: Your customers and the growth of your business. By relying on automation early on, you can react faster, reduce errors and set yourself apart from competitors who still do everything by hand.

Time and cost savings in everyday life

AI solutions are becoming cheaper and easier to use. This means that you no longer have to spend a lot of money or hire expensive specialists. Many tools can be used directly and save you a lot of time in everyday life - for example in scheduling, customer service or accounting. Less manual work also means fewer errors and less stress. This leaves more time for new ideas and important tasks without affecting your budget.

Easy ways to get started: no-code platforms like make.com

What is a no-code platform and how does it work?

No-code platforms are tools with which you can use digital Processes and automation without having to program it yourself. Instead of writing code, you use a graphical interface in which you click together building blocks. For example, you can specify: "When a new email arrives, automatically save the attachment in my cloud folder." make.com is one of these platforms. There you can connect different apps and services by creating scenarios. The system then does the work in the background and performs the tasks automatically.

Examples of typical automation in everyday SME life

There are many everyday tasks in small and medium-sized companies that can be automated with no-code platforms such as make.com. These include, for example, automatically transferring online orders to an invoice template, sending order confirmations to customers or synchronizing contacts from different sources. The automatic sorting and filing of email attachments or the creation of regular reports from various data sources are also typical use cases. This saves you time and reduces sources of error because less work has to be done manually.

Advantages: No programming knowledge required, fast implementation

The big advantage of no-code platforms is that you don't need any prior technical knowledge. You don't have to write a line of code and can still automate complex processes. This not only saves time, but also money because you don't have to hire external developers. Many automations can be set up in just a few minutes and are ready to use immediately. This allows you to react quickly to new requirements and adapt your processes flexibly without having to wait a long time for IT support.

AI agencies: support with automation

When is it worth working with an AI agency?

Working with an AI agency is particularly worthwhile if your company does not have its own resources for the development and implementation of AI solutions. As soon as you realize that standard tools such as no-code platforms are reaching their limits or individual requirements arise, an agency can help. External support is also useful if processes are very complex or you need special integrations. An agency has the necessary expertise and can help you avoid mistakes and reach your goal faster. You will benefit from the experience of an agency, especially when introducing new technologies or in the event of uncertainties surrounding data protection and the EU AI Act.

Typical services of AI agencies for SMEs

AI agencies offer a wide range of services tailored specifically to small and medium-sized enterprises. These include the analysis of business processes, the identification of automation potential and the development of customized solutions. Agencies often also take on the integration of AI tools into existing systems, train employees in the use of new applications and offer support in the event of technical problems. Many agencies also support you in complying with legal requirements, for example in connection with the EU AI Act. The aim is always to make processes more efficient and simplify everyday life in the company.

Tips for choosing the right agency

When choosing an AI agency, you should pay particular attention to experience in the field of automation and previous references. Ask whether the agency has already worked with companies of a similar size or in a similar industry. Clarify in advance which services are included in the offer and how the collaboration will work. Transparent prices and clear communication are important so that there are no nasty surprises later on. Also make sure that the agency is up to date with the latest technology and is familiar with legal requirements such as the EU AI Act. An initial consultation will help you get a feel for how the agency works and clarify any unanswered questions.

EU AI Act: What you need to know as an SME

Main features of the EU AI Act and why it is relevant for SMEs

The EU AI Act is a new law that regulates the development and use of artificial intelligence in Europe. The aim is to minimize risks and ensure the safe use of AI systems. The topic is important for SMEs because AI solutions are increasingly being used in everyday life - for example for automation, customer service or data analysis. The Act specifies the requirements that AI systems must meet in order to be used in the EU. Small companies are also affected as soon as they use AI applications in their operations or develop their own solutions. It's not just about big tech companies, but about everyone who uses AI in their day-to-day business.

What are the obligations for small businesses?

As an SME, you must pay particular attention to whether the AI systems you use are classified as "high-risk AI". High-risk systems are subject to stricter requirements, for example in terms of documentation, transparency and monitoring. However, there are also obligations for less critical applications: You must ensure that AI systems function correctly, do not promote discrimination and protect user privacy. You are also obliged to inform users about the use of AI - for example, if a chatbot is used in customer service. For many standard applications, it is sufficient to carefully select the providers and check their declarations of conformity. Nevertheless, you should familiarize yourself with the basic rules to be on the safe side.

Practical tips for implementing the requirements

There are some practical steps you can take directly to implement the requirements. First, check which AI applications you are using and whether they fall under the regulations of the EU AI Act. Ask providers to confirm that their tools comply with the legal requirements. Document how and where AI is used in the company - this will help in the event of queries or audits. Ensure that employees know how to use AI systems and what they need to look out for. Use simple checklists to regularly review the most important points. If there are any uncertainties, it may be worth working with a specialized AI agency. This will ensure that your company complies with the requirements without any unnecessary effort.

Start with the right tools - without having to turn everything upside down

You don't have to turn your company completely upside down to make good use of AI. It's enough to start with small steps and select the right tools to suit your daily routine. Many solutions such as no-code platforms or specialized AI tools can be integrated quickly and automate recurring tasks with just a few clicks. It is important that you consider in advance where automation will be most beneficial and which processes can be easily implemented. This will keep your day-to-day business stable while you introduce targeted improvements.

Get support - make faster progress together

Especially when it comes to more complex requirements or legal issues such as the EU AI Act, external support is worthwhile. AI agencies help you to analyze processes and find suitable solutions without you having to struggle through all the details on your own. They have experience, know the latest developments and can provide you with targeted advice. This saves time, reduces errors and ensures that your company stays on the right track. Don't be afraid to ask questions or accept help - it will pay off in the end.

Stay curious and stay on the ball

AI is constantly evolving and new tools and possibilities are constantly coming onto the market. It's worth checking back regularly to see what's new and how other companies are using AI. Subscribe to newsletters, attend webinars or exchange ideas with others to stay up to date. If you keep introducing small improvements and remain open to new ideas, you will benefit the most in the long term. In this way, AI will gradually become an integral part of your company - without stress or excessive demands.