Summary
Start with the single most time-consuming repetitive task, measure current time spent, use an organizational AI account with clear data rules, keep approvals with people, and measure again after 30 days.
Five steps in 30 days
- Week 1: pick one task and record weekly hours spent on it.
- Week 1: agree data rules and anonymize sensitive details.
- Week 2: write a prompt library and test on anonymized real documents.
- Week 3: run in parallel while the owner still reviews and approves.
- Week 4: measure hours saved; expand or stop.
Data safety rules
- Never put un-anonymized personal data into consumer AI tools (Personal Data Protection Law 91/2025/QH15).
- Never let AI approve payments, sign documents or make HR decisions.
- Keep prompts and outputs for important tasks.
Frequently asked questions
Does a small business need dedicated AI software?
Not yet at this stage. An organizational AI account with a prompt library is enough to test for 30 days.
What should never be delegated to AI?
Approving payments, signing documents, HR decisions and certifying figures to authorities.