If AI saved you just 30 minutes a day, you’d get back almost 4 working weeks every year.
Let’s be honest…
Everyone seems to be talking about AI. Some people think it’s going to take over the world. Others are using it to write terrible LinkedIn posts.
At Brooks, we’re much more interested in practical things that save small business owners (and us!) time, money and headaches.
Here are 8 ways some clients are using AI that go way beyond “write me an email”.
1. Turn a voice note into a professional proposal
Hate writing proposals? Open ChatGPT, Claude or Gemini and simply speak.
For example:
“I’ve just met with a customer who wants a new website. They need five pages, online booking and some SEO work. Budget around £3,000. Create a professional proposal.”
In seconds, you’ll have a draft ready to tweak and send.
Apps to try: ChatGPT, Claude, Gemini
2. Create social media content from something you’ve already written
Most business owners don’t struggle with ideas. They struggle with finding time.
Take a customer email, blog article, or newsletter and ask AI:
“Turn this into 10 social media posts for small business owners.”
One piece of content suddenly becomes weeks of marketing.
Apps to try: ChatGPT, Claude, Canva Magic Write
3. Record meetings instead of taking notes
Imagine leaving a client meeting and already having:
✅ Notes
✅ Actions
✅ Follow-up email
✅ Summary
Meeting transcription tools can do exactly that. No more scribbled notes on the back of a receipt.
Apps to try: Fireflies.ai, Otter.ai, Fathom
4. Let AI tackle your inbox
How much time do you spend every day reading emails that don’t actually need your attention?
If your answer is “far too much”, you’re not alone.
I’ve personally used Sanebox for years, and it probably saves me several hours every week.
It uses AI to learn which emails are important and which aren’t, automatically moving newsletters, marketing emails and low-priority messages out of your main inbox.
The result?
✅ Less overwhelm
✅ Fewer distractions
✅ More time focusing on work that actually makes you money
Some tools can even draft replies, summarise long email chains and identify actions you need to take.
Your inbox suddenly starts working for you rather than against you.
Apps to try: Sanebox, Microsoft Copilot, Gmail Gemini, Superhuman
5. Build your own business procedures
If you ever say:
“Only I know how to do that.”
You’ve found a problem.
Record yourself completing a task once and use AI to turn it into a written procedure for staff.
Apps to try: Scribe, Tango, Loom+, ChatGPT
6. Analyse customer feedback
Got dozens of reviews, survey responses or customer comments?
Paste them into AI and ask:
“What themes appear most often?”
You’ll quickly discover what customers love, what frustrates them and what improvements could make the biggest difference.
Apps to try: ChatGPT, Claude
7. Create a business dashboard without being a spreadsheet wizard
This is one of my favourites.
Upload sales figures, expenses or management accounts and ask:
“Explain these numbers in plain English. What should I be worried about?”
It won’t replace your accountant, but it can help you spot trends and understand what’s happening much faster.
Apps to try: ChatGPT, Claude, Microsoft Copilot
8. Turn a brain dump into an action plan
Many business owners know exactly what they need to do.
The problem is it’s all rattling around inside their head.
Try this:
Open ChatGPT and type:
“I’m going to brain dump everything currently on my mind. When I’ve finished, organise it into priorities, quick wins and longer-term projects.”
It’s surprisingly effective.
One word of warning
AI is brilliant. But it is not your accountant, solicitor, HR advisor or business coach.
Always sense-check important advice before acting on it. Think of AI as a very enthusiastic assistant rather than an expert.
Used properly, it can save hours every week.
Used badly, it can confidently tell you complete nonsense.
And if you do find a way for AI to complete your VAT return, payroll, bookkeeping, and year-end accounts perfectly…
Please don’t tell us.
We quite like our jobs.