Artificial intelligence (AI) is no longer just a buzzword. It’s a powerful business enabler that is transforming how organizations operate, from automating routine tasks to unlocking data insights and streamlining customer service. But while the benefits are exciting, using AI tools without the right precautions can introduce new risks, especially when it comes to data privacy and cybersecurity.
In this post, we’ll walk through some of the most popular AI tools businesses are using today and offer practical tips on how to integrate them safely and responsibly into your workplace.
Must-Know AI Tools for Business
1. Microsoft Copilot
Integrated into Microsoft 365 apps like Word, Excel, Outlook, and Teams, Copilot helps employees draft content, summarize emails, analyze data, and generate reports within tools they already use daily.
Use it for: boosting productivity, reducing manual work, and accelerating document creation.
2. ChatGPT
ChatGPT, developed by OpenAI, is a conversational AI that can assist with writing, brainstorming, research, and even coding.
Use it for: customer service scripts, blog post drafts, HR communications, or internal FAQs.
3. GrammarlyGO
This AI-powered writing assistant not only corrects grammar but also helps rephrase, shorten, expand, or tailor tone across your communications.
Use it for: professional emails, social media content, and reports.
4. Notion AI
Notion’s built-in AI helps users summarize notes, write content, and automate documentation. It is ideal for teams that use Notion for project management or documentation.
Use it for: team wikis, meeting notes, and internal documentation.
5. Zapier AI
Zapier uses AI to help you automate workflows between different apps. The AI-enhanced version makes it easier to build automations just by describing what you want.
Use it for: reducing manual processes in sales, HR, and operations.
How to Use AI Tools Safely
While AI tools can streamline your workflows and enhance productivity, they also present unique challenges around security, compliance, and ethical use. Here’s how to stay protected:
1. Set Clear Usage Guidelines
Employees should understand which AI tools are approved for use and what types of data can or cannot be shared with them. This helps prevent accidental data leaks or policy violations.
2. Avoid Entering Sensitive Data
Never input personally identifiable information (PII), financial data, proprietary information, or client records into third-party AI platforms unless they are fully vetted and compliant.
3. Enable Admin Controls
Where possible, manage AI tools through centralized admin portals. This allows IT teams to monitor usage, enforce permissions, and track activity logs.
4. Vet Vendors for Compliance
Ensure any AI tool you use aligns with your industry’s compliance requirements, especially if you're in healthcare, finance, or education.
5. Train Your Team
Education is key. Regular training helps employees understand both the opportunities and limitations of AI, as well as how to use it responsibly.
AI Can Help If Used Wisely
The right AI tools can help your business run more efficiently, drive innovation, and improve decision-making. But like any new technology, they must be adopted with security and strategy in mind.
Need help deciding which AI tools are right for your organization or how to integrate them safely? Contact RCS Professional Services to schedule a meeting!
