AI Tools for Business

What it does

Google's research notebook answers questions from sources you add, with inline citations, and can turn those sources into formats such as briefings, mind maps and Audio Overviews. Google's Help pages may also call it Gemini Notebook.

Who may benefit

Owners and teams who need to understand a defined set of documents—such as policies, product material or public research—before writing or briefing others.

Three business uses

• Create an onboarding briefing from approved staff guidance and process documents.
• Compare public supplier or product documentation and ask for cited differences.
• Prepare a short audio or written overview of public research for a team discussion.

A practical first example

Add a public product guide and its support pages, then ask: “List the three setup steps a new customer must complete and cite the source for each.” Check the citations against the originals before sharing the answer.

Limitations

It is designed to answer from the sources in the notebook, so it may not know what is missing from them. Citations help you check the answer but do not guarantee it is correct. Google notes that some source details, such as comments or footnotes, may not be imported.

Privacy and security

Handling depends on whether you use a personal Google account or a Workspace account and its terms. Do not upload confidential, personal or customer material unless your organisation has approved that account and its data terms. Google says submitted feedback may be reviewed and can include related notebook content.

What it does

Copilot is Microsoft's AI assistant. Copilot Chat can help with web-grounded questions and drafting. A Microsoft 365 Copilot licence adds work-data grounding and deeper integration with supported Microsoft 365 apps.

Who may benefit

Small businesses already using Microsoft 365 who want assistance in their existing workflow and can confirm which Copilot experience their account includes.

Three business uses

• Draft a first version of a customer email or meeting agenda, then review it before sending.
• Summarise a meeting and turn agreed actions into a follow-up list where the account and app support it.
• With the appropriate Microsoft 365 Copilot licence and permissions, find themes across approved work documents or help analyse spreadsheet data.

A practical first example

In Copilot Chat, ask it to turn a non-confidential meeting note into a concise action list with an owner and due-date column. Verify the names and dates. Work files are only available to the assistant when the signed-in account, licence, app and permissions support that access.

Limitations

“Copilot” covers different products and entitlements. Free consumer Copilot, eligible work-account Copilot Chat and paid Microsoft 365 Copilot do not have the same protections or access to work data. Existing Microsoft 365 permissions still matter: overshared files can affect what a licensed assistant can find.

Privacy and security

For work information, use the organisation's approved work account and confirm that enterprise data protection applies to the experience in use. Do not assume a personal Copilot account has the same protections as an eligible work account. Review Microsoft 365 sharing permissions before enabling work-data features.

What it does

ChatGPT is a conversational assistant for drafting, explaining, brainstorming, summarising and working with supported files or tools. Its available capabilities depend on the plan and settings.

Who may benefit

Owners and staff who want a flexible assistant for repeatable writing, planning or analysis tasks and can provide a clear, non-sensitive brief.

Three business uses

• Draft customer FAQs, internal announcements or first-pass email responses from approved facts.
• Turn a project brief into a checklist, risks list or meeting agenda.
• Summarise non-sensitive feedback or tabular data and ask for themes to investigate.

A practical first example

Paste a public service description and ask: “Draft three versions of a 100-word customer FAQ answer. Do not add claims that are not in the source.” Compare each draft with the original before publishing.

Limitations

ChatGPT can invent details, misread a source or provide outdated information. A confident answer is not evidence. Check claims, calculations, citations and any advice that could affect customers, money, employment or compliance.

Privacy and security

Consumer and business plans have different data controls. OpenAI says data in ChatGPT Business is not used to train its models by default; consumer settings and plan terms differ. Use an approved business workspace for business information, review the current data controls, and avoid entering secrets or sensitive personal data.

What it does

Canva AI and Magic Studio features help generate or edit text, images and designs from prompts within Canva. Which tools and usage limits appear depends on account, plan, region and administrator settings.

Who may benefit

Small teams creating routine marketing material who want a fast starting point and can check brand, factual and rights requirements before publishing.

Three business uses

• Draft social post layouts and copy from approved campaign facts.
• Create a first-pass presentation structure from a short, non-confidential brief.
• Generate or edit a visual concept, then replace unsuitable assets and check the final design against brand guidelines.

A practical first example

Ask Canva AI for three social post concepts using your approved offer, audience and tone. Check every price, date, link, logo and image licence before scheduling a post.

Limitations

Generated copy and visuals can be inaccurate, unsuitable or similar to existing work. Canva says AI output may not be unique; review it and check the terms and licences for all elements before commercial use. Do not treat a generated design as automatically on-brand or ready to publish.

Privacy and security

Canva says use of content to improve AI features depends on your privacy settings, and some features may use inputs to improve performance. Review the account or team settings and current AI terms before uploading customer material, unreleased campaigns or personal data.