Choosing the Right AI Tools for Your Business

AI is rapidly changing the way businesses work. From drafting emails and analysing data to summarising meetings, automating workflows and building applications, the opportunities are exciting. 

At TechPath, we’re seeing more customers exploring AI. Some are just getting started, while others are already using multiple AI tools across their organisation. 

But with so many products, subscriptions and capabilities available, how do you know you’re making the right choices? 

Here are some important things to consider, whether you’re starting your AI journey or already fully embracing it. 

1. Don’t choose AI just because everyone is talking about it 

Many people select an AI tool because a friend recommended it, they heard about it on a podcast or they saw an advertisement. Others tried AI in its early days, found it underwhelming and haven’t revisited it since. 

AI has evolved considerably, so it’s worth taking another look. 

Rather than starting with a particular product, start by identifying what you want to achieve. Are you looking to improve productivity, analyse information, automate repetitive tasks or build new business applications? 

Start with the business problem, not the AI product. 

2. Understand the total cost of ownership 

AI pricing can be complicated. Different products offer different plans, usage limits, token-based pricing and business licensing options. 

When assessing the cost, consider more than the monthly subscription. Factor in additional usage, integrations, training, support and ongoing management. 

It’s also worth reviewing your existing subscriptions. Some businesses are paying for separate applications to record Teams meetings, summarise discussions or perform other tasks that may already be available through their existing Microsoft 365 or Copilot licensing. 

Specialist tools still have their place, but it’s worth understanding what you already have before paying for more. 

3. Protect your business data 

One of the biggest risks with AI is employees sharing information without fully understanding where it goes or how it’s handled. 

Uploading company documents, customer information, financial reports or source code into an unapproved AI service could expose confidential information, breach internal policies or conflict with customer and supplier agreements. 

Before adopting a solution, consider how your data is stored and processed, whether it can be used to train models, who can access it and whether the service meets your security, privacy and contractual requirements. 

Different AI products and subscription plans offer different protections. 

It’s equally important to establish clear guidelines so employees understand which tools are approved and what information they can safely share. 

4. Already using Microsoft 365? Start by reviewing Copilot 

For many TechPath customers, Microsoft 365 is central to daily operations, with applications such as Outlook, Word, Excel, PowerPoint, Teams, Loop, Planner and Forms. 

Microsoft Copilot is often a logical starting point because it can bring AI capabilities into familiar applications and help employees work more efficiently. 

Depending on the product and licence, Copilot can assist with drafting emails, summarising meetings, analysing information and creating presentations. 

Some Microsoft AI offerings also provide access to models from different providers, depending on the specific feature and plan. 

Before purchasing another AI application, review your existing Microsoft licensing and understand what capabilities are already available. Copilot is not a single product with identical features across every subscription, so choosing the right option matters. 

5. Training is often the missing piece 

One of the most common challenges we see is that businesses have access to AI but their employees don’t know how to use it effectively. 

Having a Copilot licence doesn’t automatically translate into improved productivity. People need to understand how to ask better questions, provide useful context, verify results and apply AI to everyday tasks. 

At TechPath, we run TechTalk sessions to help customers build their AI knowledge. Our current series includes a two-hour session focused on using Copilot in practical, everyday work. 

We can also deliver workshops onsite at your organisation, or your account manager can arrange one-to-one education. 

Sometimes, getting more value from the tools you already have is better than purchasing another subscription. 

6. Building applications with AI? Don’t overlook security 

We’re seeing exciting innovation as users employ tools such as Claude Code to build applications, connect systems through APIs and automate workflows. 

These tools can help bring ideas to life faster than ever. However, an application that works isn’t necessarily one that’s secure, reliable or ready for business use. 

Before deploying an AI-built application, consider: 

• Data access: Can users see only the information they’re authorised to access, particularly sensitive data such as wages, costs and profitability? 
• Security: Are authentication, permissions and API credentials managed securely? 
• Hosting and backups: Is the application hosted appropriately, monitored and backed up? 
• Source code and documentation: Is the code stored in a business-controlled location so it can be maintained and developed further?
• Ongoing support: Can someone else take ownership if the original developer leaves? 

Encouraging innovation is important. Putting the right safeguards in place helps ensure those great ideas become dependable business solutions. 

7. Establish some simple AI guidelines 

As AI becomes part of everyday work, businesses should establish clear expectations around its use. 

This doesn’t need to be complicated. Start by deciding which tools are approved, what information can be shared, who can authorise new applications and when AI-generated work needs human review. 

It’s also worth reviewing access permissions across Microsoft 365. AI can make existing information easier to find, so inappropriate access to company documents can become a bigger concern if permissions aren’t managed properly. 

The goal is to encourage people to explore AI confidently while keeping the business in control. 

Taking the next step with AI 

AI offers enormous opportunities to improve productivity, simplify processes and develop new capabilities. The key is choosing the right tools, protecting your information and ensuring your people know how to use them.

At TechPath, we’re excited to see what businesses can achieve with AI. Whether you’re just getting started, looking to get more from Copilot or exploring AI-powered applications, we’re here to help you navigate the options.

Through TechAI, we help businesses harness AI, automate processes and unlock insights from their data to improve productivity and achieve better business outcomes. Get in touch with TechPath for a conversation about your AI journey.

Chek out our recent blog article: AI for Business: 10 Questions Every Business Should Ask