Why business owners need to take control of AI in their businesses

Written by Phil Webb from Vu Ai Agency

For many business owners, the question isn’t whether to use AI, it’s how.

The challenge is that, while leadership teams are still exploring what’s possible, staff are often already using AI tools to complete their work more efficiently.

That’s not necessarily a bad thing, but without a plan, it can lead to risks around data security, inconsistent practices, and missed opportunities.

The hidden gap between leadership and staff

Right now, in many businesses, there’s a disconnect.

Owners are asking, “Should we be using AI?”

Staff are quietly thinking, “We already are.”

Whether it’s using tools to draft emails, write reports, or manage admin, employees often look for shortcuts to make their work easier.

However, here’s the challenge: business leaders usually lack insight into the information being shared, its intended destination, or its level of security.

Ignoring AI doesn’t make it go away; it just means you’re not in control of how it’s used.

A practical example: The property brochure process

Let’s take a simple, real-world scenario.

Current process

A new property comes onto the market, and your team needs to create a brochure. Typically, this involves:

Manually filling in numerous boxes of information, including address, location, and key property details

• Researching and writing content about local amenities
• Looking up EPC (Energy Performance Certificate) data
• Uploading and formatting property photos
• Generating a Google Maps link
• Collating everything into a branded brochure

This process can take hours of admin time, involves multiple systems, and relies heavily on individual employees to get it right.

New process with a tailored platform

Now imagine a different approach. A bespoke platform is created specifically for your business:

• The user uploads a property photo and address
• With one click, the system fetches EPC data, pulls images, integrates Google Maps, and generates local information
• Content is automatically written, images are formatted, and everything is compiled into a fully branded brochure

Time saved: hours. Accuracy improved. Consistency guaranteed.

This isn’t about replacing staff; it’s about giving them better tools so they can focus on higher-value work rather than repetitive admin.

Start by understanding what’s already happening

Before jumping into new platforms or tools, the first step is simple: find out how your staff are already using AI.

• What tools are they using?
• What data are they sharing?
• Where are the risks, and the opportunities?

Once you understand this, you can decide whether to improve existing processes, build something bespoke, or introduce safer, controlled solutions.

Why taking control matters

By proactively shaping how AI is used in your business, you can:

• Keep data secure, ensuring sensitive information stays protected
• Ensure consistency, so everyone works to the same standards
• Support your staff, helping them work smarter, not harder

The businesses that thrive in the coming years will be those that safely embrace innovation and create processes that make life easier for their teams.

Final thoughts

AI isn’t a future problem; it’s part of today’s workplace. If business owners don’t take the lead, decisions will be made for them, sometimes by accident.

By understanding how AI is already being utilised and introducing smarter, safer systems, you can reduce risk, enhance efficiency, and free your team to focus on what truly matters.