Many automation tools now add AI drafts and summaries. Here is what is true now and how to test one small task this week.
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Many automation tools now use AI to draft replies, sum up documents and help with schedules. The tools are useful, but a person still needs to check the work. This week, pick one small task that repeats, test one tool on it, and measure the time you save.
What is different now
Older automation followed fixed rules. A rule is a set of steps a computer follows, like "when a form comes in, send a thank you email." Today, many tools add generative AI. The U.S. Small Business Administration (SBA) explains that generative AI, or GenAI, can create new text, images, even videos and music. It learns patterns from existing data. The words you type into it are called a prompt.
Microsoft Power Automate is one example. It is a "low-code" tool. That means you build steps with little or no programming. Microsoft says it can create intelligent automations using generative AI. Its 2025 release wave 2 plan covered features planned from October 2025 to March 2026. The wave 1 plan covered April 2025 to September 2025. As of October 2026, Microsoft says both pages are archived and no longer maintained. It points readers to its current roadmap.
Microsoft also notes two kinds of features. Some turn on automatically. Others must be turned on by an administrator, the person who manages the account. If you use this tool, check which features you actually have.
What is working for small businesses
A whitepaper reported by the U.S. Chamber of Commerce says small businesses use AI for routine tasks. These include:
- Drafting emails
- Writing marketing content
- Summarizing documents
- Managing schedules
The report says this often saves hours each week. It also says many owners are still in early stages. The biggest limit is workforce readiness. Very few employees get formal AI training. Cost, unclear return on investment and compliance risks also slow things down.
Microsoft shares some numbers too. Its 2025 Work Trend Index found that 79% of leaders say AI adoption is critical to staying competitive. But 60% say their organization lacks a clear plan to use it. A Forrester study commissioned by Microsoft found a modeled potential return of 248% over three years for Power Automate. Employees saved about 10% of their time in high-impact uses.
Another Forrester study, also commissioned by Microsoft, looked at Microsoft 365 Copilot for small and medium businesses. It found that 59% of surveyed businesses saw operating costs drop by between 1% and 20%. Keep in mind these are study results from surveyed or modeled businesses.
Steps to take this week
The SBA's advice is simple: start small. Here is a plan you can follow.
- Pick one task. Choose something that repeats often, like answering the same customer question.
- Time it now. Write down how long the task takes today. You need this to know if the tool helps.
- Try a free or low-cost tool. The SBA notes many AI tools offer basic services for free or at a lower cost. Test them to see if they add value.
- Map the steps. An upcoming SBA webinar on December 3, 2026, uses this example: a customer inquiry comes in, gets organized, AI drafts a reply, a person approves it, then follow-up happens.
- Choose where a person checks. Decide who reviews the AI's work and who handles unusual cases.
- Check again later. Microsoft suggests tracking how the tool is used and asking staff for feedback.
If you want more ideas, the U.S. Chamber has an AI Playbook with guides on tools for customer service, content and finance.
Keep a person in charge
The SBA says using AI means taking on some risk. If AI is part of software you bought, the makers are responsible for how their product uses AI. If you use free AI tools, have another person review everything the AI produces. This helps make sure the work is ethical, secure and accurate for your business.
The SBA also suggests talking with your attorney, if you have one. A lawyer can help you follow local laws. The Chamber report agrees on one key point: keep humans in the loop. Training matters too. Microsoft says hands-on training that fits each person's role works best.
How I can help
If your first test is answering new customer inquiries, I offer AI Lead Qualification and First Response, starting price $3,497. AppWT is based in Livonia, Michigan.
Have a question about anything here? Email me at sales@appwt.com or call (888) 565-0171, and I will answer it.
Sources
- AI for small business | U.S. Small Business Administration, U.S. Small Business Administration, 2025-02-14
- Overview of Power Automate 2025 release wave 2, Microsoft Learn, 2025-10-16
- Overview of Power Automate 2025 release wave 1, Microsoft Learn
- Small Businesses Are Using AI: Here's What's Actually Working, U.S. Chamber of Commerce, 2026-04-15
- Maximize Productivity with AI Automation | Microsoft, Microsoft
- Use Microsoft 365 Copilot to drive growth for businesses of all sizes | Microsoft Copilot Blog, Microsoft, 2025-01-28
- From Idea to Workflow: Building a Simple AI-Assisted Automation | U.S. Small Business Administration, U.S. Small Business Administration
- Artificial Intelligence Playbook, U.S. Chamber of Commerce
- AI Lead Qualification and First Response at AppWT, AppWT
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Frequently Asked Questions
Where should a small business start with AI automation?
The SBA says to start small. Pick one repeating task and test a free or low-cost tool on it. Measure whether it saves time.
Do I still need a person to check AI work?
Yes. The SBA says to have another person review all work from free AI tools. The U.S. Chamber report also says to keep humans in the loop for accuracy and trust.
What tasks are small businesses automating with AI?
The U.S. Chamber report lists drafting emails, writing marketing content, summarizing documents and managing schedules. It says this often saves hours each week.
Are the Microsoft Power Automate release plan pages still current?
No. Microsoft says that as of October 2026, the 2025 release wave pages are archived and no longer maintained. It points readers to its current roadmap.
Is there free training on building an AI workflow?
The SBA lists a webinar on December 3, 2026, from 11:00 a.m. to 12:00 p.m. EST. It walks through a customer inquiry workflow from intake to follow-up.
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