AI tools are increasingly being used to increase efficiency, automation and customer satisfaction. At the same time, the market for AI applications is growing steadily and already offers an unmanageable number of options. Finding the right tool for specific company requirements is therefore becoming increasingly challenging and I am constantly being asked how to find the right AI tool for my own company.

This step-by-step guide provides a comprehensive structure to simplify the selection process – from needs analysis and market research to the final decision. The overview makes it easier to specify the requirements, systematically compare the tools and take into account important factors such as data protection and user-friendliness.

How do I find a suitable AI tool?

The process of selecting the right AI tool begins with a thorough needs analysis. This is where the company’s specific goals, challenges and improvement requests are defined. The SMART method and suitable KPIs are used to make the objective clear and measurable. Once the requirements have been defined, comprehensive market research follows: suitable tools are identified and filtered using targeted Google searches, comparison portals and provider websites. A list of potential tools is drawn up and systematically documented in a table in order to directly compare the functions, advantages, disadvantages, costs and data protection aspects.

The next step is to check the range of functions, using test versions or demos to better assess user-friendliness and suitability. Data protection and security are essential factors – specific questions to the providers, checks of certificates and reviews on comparison portals help here. With the information on the shortlist, contact meetings are then held and individual offers are obtained. Finally, a cost-benefit analysis is carried out, supplemented by feedback from colleagues and the network. The final decision is documented and a clear recommendation for the optimal tool is made.

This process ensures that the AI tool meets both the specific requirements and the long-term goals of the company.

Step-by-step guide to selecting the right AI tool for companies in detail

Step 1: Needs analysis

• Clarify objectives: First of all, the objectives are clearly defined, i.e. which problems are to be solved or which improvements are to be achieved. It is necessary to determine the objective in detail:
  • Hold stakeholder discussions: It is recommended to hold discussions with the relevant stakeholders in the company, such as the department heads or team members who will later use the tool. These discussions help to identify current challenges and optimization potential.
  • Analyze current processes: Existing work processes should be examined to uncover bottlenecks or inefficient workflows. For example, a high manual processing time for emails can serve as a starting point for automation.
  • Specify goals: The goals are formulated clearly and precisely, e.g. increasing efficiency by reducing the processing time for customer inquiries by 30%, automating recurring tasks or increasing customer satisfaction.
  • Apply the SMART method: Goals should be specific, measurable, achievable, relevant and time-bound (SMART). An example of a SMART goal is: “Reduce the average response time to customer inquiries from 24 hours to 4 hours within the next 6 months.”
  • Define key performance indicators (KPIs): The relevant key performance indicators (KPIs) are defined in order to be able to measure the success of the AI tool later on, e.g. processing time, number of automated tasks or customer satisfaction.

This approach ensures the definition of clear and measurable objectives that help to evaluate the success of the project and select the appropriate AI tool.

• Understanding users: It’s crucial to know who will be using the tool – whether it’s specialist departments, the IT team or even customers directly.
• Check data availability: The quality and quantity of available data play a major role, especially with AI tools.

Step 2: Market overview and pre-selection

1. define requirements for the tool

• List requirements: A list of the most important requirements is created to determine what the AI tool should do. Examples include: “The tool should analyze customer data” or “The tool should automatically respond to customer requests”.
• Prioritize requirements: The requirements are prioritized according to importance. What is indispensable and what is merely “nice to have”? This makes it easier to decide between different tools later on.

2. research tools on the market

• Use Google search: It is recommended to start a simple Google search, e.g. for “AI tool for customer service” or “AI tools for SMEs”. The names of frequently mentioned tools should be noted.
  • Define search terms (keywords): Precise terms should be chosen that describe the need, such as “AI tool for customer service” or “chatbot software for SMEs”.
  • Use targeted filters and options: Adding the current year (e.g. “best AI tools for marketing 2024”) ensures that current results are taken into account.
  • Analyze search results: The relevant tools mentioned in several articles should be noted. It is important to use reliable sources such as tech magazines or well-known software blogs.
  • Use Google News and images: Google News and Google Images offer additional insights into current reports and visual comparisons of the tools.
• Use comparison portals: Comparison portals help to get an overview of available AI tools. User reviews, price overviews and feature comparisons are often available.
  • Find suitable comparison portals: A Google search for “software comparison portal AI tools” or “best comparison portals for software” provides suitable results.
  • Check ratings of the portals: Comparison portals should have good ratings themselves, which can be checked through sites like Trustpilot.
  • Use industry-specific portals: For specific industries such as banks, industry-specific comparison platforms can be helpful.
• Recommended comparison portals: Suitable portals include:
  • G2: Provides extensive user reviews and detailed feature comparisons.
  • Capterra: Enables clear comparisons and juxtapositions of tools.
  • Trustpilot: Ratings and testimonials from users that give an impression of customer satisfaction.
  • SoftwareAdvice: Gives recommendations based on specific requirements.
  • GetApp: Filter options by region or industry are available here.

Step 3: Create a list of the generative AI tools in question

• Create a table: A table should be created in Excel or Google Sheets to present all relevant information of the tools in a structured way. The table should contain the following columns:
  • Name of the tool: The name of the AI tool.
  • Functions: The most important functions, e.g. ‘Customer data analysis’, ‘Automatic response to inquiries’.
  • Advantages: The particular strengths of the tool.
  • Disadvantages: Weaknesses or limitations of the tool.
  • Costs: License costs, support fees and hidden costs (training, updates).
  • Data protection and security: certificates such as ISO 27001, GDPR compliance.
  • Ease of use: Assessment of how easy the tool is to use.
  • Support and training: Availability of support and training.
  • Customer experiences: Summary of user reviews.
• Examples of the rows in the table:
  • Tool 1: Name: ‘ChatXpert AI’, Features: ‘Automatic customer requests’, Pros: ‘Easy integration with CRM’, Cons: ‘No offline function’, Costs: ‘€50 per user/month + training fee’, Data protection: ‘ISO 27001 certified, GDPR compliant’, Usability: ‘Intuitive’, Support: ’24/7 chat support’, Customer experience: ‘High satisfaction’.
  • Tool 2: Name: ‘DataWizard ML’, Features: ‘Data analysis’, Pros: ‘Advanced analysis features’, Cons: ‘High learning curve’, Cost: ‘€1000 annually + updates’, Privacy: ‘Data stored in the US’, Ease of use: ‘Requires training’, Support: ‘Email support’, Customer experience: ‘Complex but powerful’.

Step 4: Check range of functions

• Check functions: It is checked whether the tools fulfill all defined requirements. If a tool does not offer important functions, it is prioritized lower or deleted.
• Try out tool demos: Many providers offer free trial versions. These should be used to try out the tool and evaluate its user-friendliness.

Step 5: Evaluate data protection and security

• Clarify internal requirements: Clarify the requirements with the IT department or the data protection officer. This often includes guidelines for handling sensitive data.
• Understand the legal framework: The data protection requirements that apply to the company should be understood, e.g. GDPR. Official sources such as the website of the data protection authority provide relevant information.
• Obtain advice: If there are any uncertainties, external data protection experts can be consulted.
• Check the provider: Check security certificates such as ISO 27001 and the provider’s data protection guidelines. Ask specific questions about the data protection measures.
• Require a Data Processing Agreement (DPA): Ensure that the provider provides a DPA that describes the processing and protection of personal data.

Step 6: Make your first selection

• Use the comparison table: The comparison table is used to evaluate and prioritize the tools in order to make an informed choice.
• Obtain feedback: Collect feedback from colleagues or from the network on experiences with the tools.

Step 7: Narrowing down the selection and making contact

• Make contact with providers: After the shortlist has been drawn up, contact is made with the providers to clarify specific questions about functions and prices.
• Obtain offers: Individual offers and possible price negotiations are carried out.

Step 8: Make a decision

• Weighing up costs and benefits: The benefits of the tools are weighed against the costs, including long-term costs such as maintenance and training.
• Make a recommendation: The decision is documented and a recommendation is prepared for the team or management.

Step-by-step guide to selecting the right AI tool for companies – template for self-completion

The following is a step-by-step guide to selecting the right AI tool for companies and serves as a template for finding the right AI tool yourself.

Conclusion: choosing the right AI tool for companies

Choosing the right AI tool can be complex, but it is crucial for the long-term success of automation and efficiency measures in the company. A structured process based on clear objectives, detailed research and a systematic comparison creates the necessary basis for making an informed decision. The right preparation – from needs analysis and functional testing to the assessment of data protection and security – makes it possible to select a tool that not only meets current requirements, but is also flexible enough to accompany the company into the future.

Further questions

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