AI is no longer a luxury reserved for large enterprises — small and medium-sized businesses (SMBs) can use AI to improve efficiency, reduce manual work, and gain insights faster. The key is having a clear roadmap that fits your business goals and resources.
Here’s a practical, step-by-step guide for SMBs to create an AI roadmap, written for non-technical decision makers.
1. Define your business objectives
Start by asking: what do you want AI to achieve? Focus on outcomes rather than technology. For SMBs, this could include:
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Automating repetitive tasks (emails, reporting, document creation)
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Improving customer experience
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Supporting decision-making with better insights
2. Map your current processes
Identify where your business spends the most time and resources. Look for repetitive tasks, data-heavy processes, and areas prone to errors. Common areas include:
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Admin and reporting
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Sales follow-ups and CRM updates
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Document management and approvals
Mapping processes helps you see where AI can have the biggest impact.
3. Assess your data readiness
Clean, organised data is critical for AI success. Ask yourself:
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Is your data structured and consistent?
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Are old or duplicate files archived?
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Are sensitive files separated from general working documents?
Learn more about data readiness and secure sharing in our cloud data sharing guide.
4. Prioritise quick wins vs long-term projects
Not all AI projects are created equal. Split your roadmap into:
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Quick wins: Low effort, high impact (email drafting, meeting summaries, workflow automation)
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Long-term projects: Require data maturity or system changes (forecasting, advanced reporting, predictive analytics)
This helps you demonstrate value early and build momentum.
5. Decide on tools and platforms
For SMBs, it’s better to start with tools that integrate with what you already use. Examples include:
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Microsoft 365 Copilot for document and workflow automation
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Power Automate for simple process automation
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ChatGPT for research, summarisation, or drafting content
6. Plan for staff adoption and training
AI only delivers results if your team uses it effectively. Provide clear guidance, training, and real-world examples relevant to your roles. Encourage experimentation in low-risk areas and share successes across the team.
7. Review, measure, and adjust
Set measurable KPIs and regularly review progress. Examples include:
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Time saved on repetitive tasks
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Reduced errors in reports
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Faster customer response times
Adjust your roadmap based on feedback and results, keeping AI aligned with evolving business goals.
At Techcare, we help SMBs build AI roadmaps that are practical, achievable, and aligned with business outcomes. From AI audits to ongoing support and training, we guide SMBs in using AI safely and effectively.
Building an AI roadmap doesn’t have to be complicated. By taking a structured, step-by-step approach, SMBs can adopt AI in a way that drives tangible business value, boosts efficiency, and supports staff rather than overwhelms them.
Read more about how AI can transform small businesses in getting started with AI guide.
