AI in SMEs: 3 practical examples
A quote needs to go out, the project requires a task list, and once it's finished, the team still needs instructions. Three examples show how AI can provide initial drafts and how you can turn them into an organized order using Exxas.
1. Turning keywords into a quote
An IT service provider is setting up new computer workstations for a client. The services have been discussed: preparing the computers, installing the agreed-upon programs, and then checking that everything works. Now, a clear text for the quote is needed.
For the quote text, the clarified services are sufficient as keywords to start with. The AI should use these to create a description that a client without IT expertise can also understand.
You can try this AI prompt
Write a factual quote text of no more than 100 words for a client without IT expertise. Services: prepare computer workstations, install agreed-upon programs, and check their functionality. Use Swiss spelling. Do not add any services, prices, deadlines, or warranties. List any unclear information as follow-up questions.
Before the text is added to the quote, the responsible person reviews it:
- Are all agreed-upon services described correctly?
- Has the AI added any services or promises that were not discussed?
- Does the client understand what they are receiving?
- Have open questions been clarified and quantities and prices checked?
They then copy the corrected text into the quote in Exxas. There, they add services, quantities, and prices. Quote templates as well as existing customer, product, and pricing data support this work.
2. Turning the order into tasks
The client accepts the quote. Now, the project manager must determine what needs to be done, in what order, and who will take on the work. An initial checklist can be prepared with AI.
A checklist as a starting point
Create a short project checklist: prepare new computer workstations, install agreed-upon programs, and check functions. Structure it into preparation, implementation, and completion. Mark assumptions and open questions. Do not invent any deadlines or responsibilities.
The project manager compares the list with the order: Is anything missing? Which work must be done first? Who has the time to take it on?
Only after this review do they enter the tasks into Exxas and add those responsible and deadlines. They set time and cost budgets for the project. Employees can then track their time against the respective project phases and tasks.
More about project planning in Exxas
3. Turning notes into a guide
After the setup is complete, the specialist documents how they tested the programs. These notes are intended to help the team with similar future assignments. AI can be used to draft an initial guide from these notes.
Preparing verified notes in a clear format
Write a short step-by-step guide for new employees based on these verified notes: [Notes without confidential information]. Use only the provided information. Highlight any missing details. Do not invent testing steps or button names.
The specialist reads the guide from the perspective of a new team member. If it simply says "check function," the crucial explanation is missing: What exactly is being checked, and how can you tell if it is working correctly?
They add these details and test the described steps. The finished guide is then saved as a knowledge article in Exxas, where the team can access it for the next assignment.
More on service and knowledge in Exxas
When is AI actually helpful?
Start with a small, recurring task. Use an AI tool that has been approved by your company and do not enter any confidential customer data.
Evaluate the total effort involved: compiling information, reading the draft, correcting errors, and finalizing the result. A quickly generated draft only saves time if the review and implementation process also works well. For some tasks, an existing template is already sufficient.
In this example, responsibility remains with the team: they review the proposal, plan the work, and approve the guide. Exxas connects the relevant customer information, project tasks, and knowledge articles.
See the workflow in Exxas
How does a proposal become a project, and where does the team find their tasks and guides? Let us show you these steps in an Exxas demo.
