Artificial intelligence is revolutionizing customer relations, project management, personnel, financial processes, workflow management, and other daily operations within businesses. Rather than using several isolated apps, more and more companies are switching to all-in-one business management solutions powered by artificial intelligence which integrate automation, analytics, collaboration, and business processes.
Still, selecting the right business management platform is tough. Every business has its own specific needs, budget constraints, processes, and technology landscape. The solution that will work perfectly for an expanding startup won’t necessarily be suitable for an established enterprise.
The key is to evaluate an AI business management platform based on your organization’s actual needs rather than choosing a tool simply because it has the most AI features.
In this guide, we’ll explain the most important factors to consider when selecting an AI business management platform.
What Is an AI Business Management Platform?
AI business management platform refers to software that integrates classic business management functions and artificial intelligence.
Depending on the platform, it may assist businesses with managing:
- Relationships with customers
- Projects and tasks
- Sales funnel
- Collaboration with employees
- Financial management
- Business reporting
- Marketing campaigns
- Workflow automation
- Analysis of data
- Customer support
With AI, such features as automated data analysis, recommendations, document processing, content creation, forecasting, and workflow automation can be implemented.
Instead of compiling a weekly business report manually, for instance, an AI-based platform may conduct business data analysis and compile a report on its own.
Why Are Companies Using AI Business Management Platforms?
Modern organizations are looking for ways to reduce manual labor and derive actionable insights from their data.
By implementing an AI business management platform, companies can achieve their objectives through AI-enabled reporting and automation features.
Automate Repetitive Tasks
AI business management platforms can perform repetitive tasks, such as entering and analyzing data, generating reports, and making recommendations.
This can free up valuable time for employees and reduce the risk of human error.
Leverage AI Insights
Businesses typically have hundreds of data points related to their operations, customers, and employees. AI business management platforms can use this data to identify patterns, recognize trends, and spot areas for improvement.
Managers can use these insights to make better decisions.
Enable Scalability and Flexibility
Traditional business management platforms typically require organizations to scale their operations and increase administrative efforts in tandem.
This can become unsustainable as the workload increases.
AI-powered platforms can offer more flexibility and scalability by automating repetitive administrative tasks.
Centralize Operations
Most businesses use a variety of tools to manage different operations, such as CRM software, spreadsheets, and email clients. An AI business management platform can consolidate these tools into a single interface, where they can be enhanced by artificial intelligence.
The result is a centralized location for operations, reporting, analytics, and other business functions.
As a result, it becomes much easier to streamline operations and reduce the complexity of multi-platform management.
How to Choose the Best AI Business Management Platform
1. Define Your Requirements for the Software
Before you begin your search, it is critical to understand your requirements. Begin by identifying the problems you want to solve by adopting an AI business management platform.
Some typical issues include:
- Employees spend too much time on repetitive, manual tasks.
- Customer data is fragmented across different platforms.
- Managers need better data and reporting to make strategic decisions.
- Projects are difficult to organize and track.
- Reporting functions are time-consuming and inefficient.
- Your organization uses a variety of tools that do not communicate well with each other.
Based on the list above, define the features and capabilities you are looking for in an AI business management platform.
Next, categorize the features by importance:
- Must-have: Essential capabilities that your organization cannot live without
- Nice-to-have: Tools that would make your operations significantly better
- Wish list: Features that are interesting but unlikely to be adopted in the near future
By defining your requirements and prioritizing them, you will be able to avoid unecessary expenses and focus on the true value of an AI business management platform.
2. Assess the AI Capabilities of the Software
Not all AI business management platforms use artificial intelligence in the same ways.
At first glance, two similar platforms might appear to offer comparable capabilities, but a deeper examination will typically reveal important differences. For instance, one platform might offer AI-powered data insights, while the other does not.
To assess the true value of an AI business management platform, create a list of desirable capabilities, such as:
- AI analytics and recommendations
- Predictive analytics
- Automated reporting and document generation
- Natural language search and query
- Document scanning and analysis
- Intelligent scheduling and organization
- Customer support automation
- Task prioritization and assignment
- Forecasting and planning
Another important consideration is whether the features are offered through a centralized AI business management platform or through separate tools.
Finally, prioritize the features based on your organizational needs.
For example, if your primary concern is customer relationship management, you should pay close attention to the AI tools offered in the CRM module. On the other hand, if your organization is project-oriented, you should take a closer look at the AI features offered for project management and task prioritization.
3. See How Well the Platform Integrates With Other Applications
Modern organizations rely on a wide range of applications. AI business management software typically integrates with most platforms, but some provide much better support for popular tools, such as email clients, accounting software, and project management applications. The most important integrations typically include:
- Email tools
- Accounting and bookkeeping software
- CRM tools
- Communication and collaboration tools
- Cloud storage
- Marketing automation tools
- E-commerce tools
- HR management software
By integrating these tools with an AI business management platform, organizations can boost productivity and reduce the inefficiencies caused by fragmentation.
However, not all integrations are created equal.
Some platforms offer native support, while others require additional configuration. During the research phase, make a list of the tools your organization uses and ask about the integration options.
4. Focus on Simplicity and Productivity
Some AI business management platforms offer compelling features, but a complex interface can negate some of their advantages.
To streamline the decision-making process, consider the following questions:
- Will new users need extensive training before they can meaningfully use the software?
- What is the overall feel and intuitiveness of the interface?
- Can users customize the interface so it is easier to use?
- Is the AI functionality easy to access and deploy?
- Does the company offer training and support materials?
- Do employees need to learn programming languages in order to use AI tools?
A better-designed platform will significantly reduce the learning curve for employees.
As a result, your organization will be able to maximize the value of an AI business management platform much faster.
5. See How Much Automation You Can Get
One of the most compelling advantages of an AI business management platform is the ability to automate processes.
Review the list of automated functions provided by the vendor. Most platforms offer various AI tools, such as:
- Automated task assignment and scheduling
- Document generation and analysis
- Customer support chatbots
- Forecasting and recommendation engines
- Intelligent data analysis and insights
- Automated approvals and notifications
An effective AI business management platform should be able to automate processes within a single application, as well as across different departments. For example, here is a hypothetical workflow that involves an AI business management platform:
1. A customer submits an inquiry
2. The inquiry is converted into a customer record
3. The customer is assigned to a sales representative
4. A task is created
5. The sales rep gets a notification
6. The customer is added to the sales pipeline
The details of this particular workflow will vary depending on the industry, but the overall concept remains the same. Some platforms allow users to design their own automation rules, while others only allow IT professionals to make these changes. If your organization does not have a dedicated IT department, make sure that there are no programming or technical requirements for AI-driven automation.
6. Ensure Data Security and Privacy
Many organizations deal with sensitive data, including customer information, financial records, and employee files.
Before you finalize your decision, make sure that the provider has proper security and privacy measures in place.
Some of the security measures to consider include:
- Data encryption
- Access control and permissions
- Multi-factor authentication
- Administrator privileges
- Data retention and deletion policies
- Auditing and reporting tools
- Compliance with local regulations
If the platform uses artificial intelligence to analyze business data, ask about the data privacy and security measures described above. In addition, make sure that the vendor does not retain any data after the business relationship ends. Depending on your industry and the nature of your business, data privacy might be a deal-breaker or a relatively unimportant consideration. Consult your compliance and IT departments to review the relevant data privacy laws and regulations.
7. Compare the Scalability of Different Platforms
At this point, you should have a good understanding of the strengths and weaknesses of different AI business management platforms. Now, it is time to compare the scalability features of your shortlisted options.
A reliable vendor will provide transparency about limitations, such as the maximum number of users or the amount of data that can be uploaded. Some of the most important scalability factors to consider include:
- Number of active users
- Storage capacity
- Limitations on AI functionality
- Available integrations
- Limits on reports and analytics
- Enterprise features and support
- APIs and technical capabilities
By analyzing the scalability factors, you will be able to determine whether your shortlisted vendors can support your long-term goals.
8. Compare the Pricing Models to Determine Affordability
The overall value of an AI business management platform depends on its ability to meet the unique requirements of your organization.
At this stage, compare the pricing models of your shortlisted vendors. Keep in mind that a lower starting price does not always indicate a better value.
Some platforms charge additional fees for specialized AI features, while others offer a lower price for a limited set of tools and a higher price for advanced functions. In addition, consider the following costs:
- Subscription costs
- Costs associated with additional users
- Expenses related to AI-powered features
- Storage and data management costs
- Costs associated with integrations
- Implementation and maintenance costs
- Training and onboarding expenses
- Customization and automation costs
- Costs related to upgrades, support, and technical assistance
A free trial version can help you determine whether an AI business management platform is worth the investment. If you decide to invest in the software, make sure that you understand the total cost of ownership.
9. Determine How Customizable the Software Is
Businesses typically have to make significant process improvements before they can adopt an AI business management platform.
A good vendor will make the transition easier by offering advanced customization and configuration options.
Some of the most important customization features to consider include:
- Custom fields
- Custom dashboards and reporting
- Automation rules
- User permissions and access levels
- Custom integrations and APIs
- Custom data fields and storage options
On the other hand, a highly customizable AI business management platform can be challenging to configure and manage. This is especially true for businesses that do not have a dedicated IT department. A better alternative is to select a platform that offers a balance between customization and out-of-the-box functionality.
10. Review the Reporting and Analytics Tools
Artificial intelligence is most valuable when it can transform raw data into useful information and insights. At this point, analyze the reporting and analytics tools offered by your shortlisted vendors.
Ask yourself the following questions:
- Does the platform offer advanced reporting and analytics tools?
- Is there an option to generate custom reports?
- Can managers extract meaningful insights from the data?
- Are users given access to the reports and analytics that they need?
- Are there any limitations on reporting and analytics?
Some platforms offer a variety of visualization tools and reporting options, while others provide only a limited set of functions.
11. Try Before You Buy
Selecting an AI business management platform is not a simple process. Even if you are confident about your decision, it is a good idea to request a product demo or a free trial period. By reviewing the key features and taking the software for a test drive, you will be able to identify any deal-breakers.
For example, you could ask for a product demo that covers the following use cases:
1. Create and assign a new customer lead
2. Design and implement an automated approval workflow
3. Demonstrate an AI report generator
4. Show how the platform will integrate with your current software
5. Set up user permissions and access levels for different departments
Once you have finished your trial period or product demo, you will likely have a few more questions. These queries will enable you to identify the strengths and weaknesses of the platform.
12. Ask About Implementation and Support Services
Most AI business management platforms require a certain amount of configuration before they can be used. During this process, your organization might encounter a variety of issues. Ask about the implementation and customer support options to ensure a smooth transition.
Some of the most important questions to ask include:
- What documentation and training resources are available?
- Is there an onboarding program for new users?
- What kind of technical support does the vendor offer?
- Are there additional resources for technical and managerial staff?
- Can I get assistance with data migration and integration?
- Are there community forums or chat support options available?
- Does the company offer a service-level agreement (SLA) for technical support?
For larger organizations, it is worth inquiring about implementation partners and customer success managers. These resources can be invaluable if your organization invests in an enterprise-level AI business management platform.
13. Consider the Impact of the New Platform on Your Employees
Before you finalize your decision, make sure that your employees are aware of the upcoming changes.
An effective AI business management platform should minimize the need for manual labor and reduce administrative responsibilities. With that said, introducing a new software platform can also create disruptions.
Some common questions to consider include:
- Which departments will be affected by this new platform?
- How long will the transition period last?
- What kind of training will be available for different user types?
- Which processes will be changed or eliminated?
- Who will be responsible for managing the new system?
- How can I measure the impact of the new software?
In theory, it is possible to implement an AI business management platform across the entire organization at once. In practice, however, it is safer to start with a small group of users.
14. Avoid the Wrong Priorities
At this point, you should have a solid understanding of an AI business management platform and its impact on your organization. Based on your research, you are likely to have created a short list of potential vendors. Before you finalize your decision, make sure that you are not choosing a platform based on superficial factors, such as the total number of AI features. One vendor might advertise an extensive list of AI tools, but it might not address your organization’s true needs. By selecting an AI business management platform based on superficial criteria, you run the risk of wasting valuable time and resources.
AI Business Software Evaluation Checklist
Use the following evaluation checklist to help you make the best choice.
- Evaluation Criteria Questions to Ask
- Business needs Does this option solve our problems?
- AI capabilities Can we benefit from the AI features?
- Integrations Can we adopt this solution without disrupting our operations?
- Automation Can we automate repetitive, time-consuming tasks?
- Usability Can we make the most out of this platform?
- Security Can we protect our data with this platform?
- Scalability Can this solution support our long-term goals?
- Pricing Is this solution affordable?
- Customization Can we modify the software to suit our needs?
- Analytics Can we extract value from this software?
- Support Can we get help and guidance from the vendor?
- Team adoption Can our team realistically use this software?
Common Pitfalls to Avoid
When selecting an AI business management platform, it is essential to remain aware of the most common pitfalls.
Avoid the following mistakes, as they can severely impact your productivity and budget:
Prioritizing platforms based on the number of AI features: While it is important to carefully review the AI-enabled tools, a large feature list does not always translate into higher productivity.
Ignoring integration possibilities: Selecting an advanced AI business management platform is of little value if it is unable to integrate with your current software.
Choosing a vendor based on price alone: A lower price might seem like the best option, but it is important to carefully review the overall value.
Failing to take a trial version for testing: A trial version or product demo can help you identify potential issues.
Not discussing data governance and compliance: Ask about the data privacy and security measures.
Getting overwhelmed by the idea of AI: Start with a small pilot program to see if an AI business management platform is a good fit for your organization.
Final Thoughts
Selecting the best AI business management platform requires due diligence and careful consideration. By carefully reviewing the business needs, AI capabilities, integration options, scalability, and other key factors, organizations can make a well-informed choice. During the process, it is essential to avoid the most common pitfalls and take a realistic look at your organization’s capabilities and requirements.
