Start with one AI assistant
Pick either ChatGPT or Claude as your main writing and thinking assistant. Both are capable of drafting emails, summarizing notes, and explaining concepts. Using one consistently is better than jumping between several.
Add your existing systems
Your agency management system and CRM already hold your client data. Look at whether they include built-in AI features or integrations. Many platforms are adding features like email drafting or note summaries, and using what you already pay for is the easiest win.
Simple automation
Tools like Zapier or Make can connect forms, email, and spreadsheets. For example, a new quote request from your website could automatically create a CRM entry and send a confirmation email. Start with one automation that removes a repetitive step.
Scheduling and communication
- An online scheduling link so clients book reviews without phone tag
- A texting platform that supports consent and opt-outs
- Saved AI-drafted templates for your most common replies
Rules for safe use
Write a short internal policy: what client information can and can't go into AI tools, who reviews AI-drafted messages, and how to store templates. This protects clients and keeps your team consistent.
Build gradually
Add one tool at a time, use it for a few weeks, and only then add the next. The goal is a system your team actually uses every day, not a pile of subscriptions nobody opens.
Want This Set Up For You?
AI Business Growth configures ChatGPT, Claude, and simple automations for service businesses, then trains your team to use them. Start with a free evaluation, or see how we approach AI for insurance agencies.
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