Whether you’re a manager looking to optimize team performance or a sales leader aiming to streamline operations, AI business assistants can transform how you approach your day-to-day work.
In this article, you’ll learn the benefits of using an AI business assistant, the best assistants to choose and how to use them in your business today.
How AI business assistants are changing the way we work
AI is helping businesses of all sizes save time and boost revenue, whether that’s by analyzing sales data or automating follow-up emails.
In just a couple of years, we’ve gone from simple workflow automation to advanced AI-powered tools. Profits increase when you produce more goods or deliver a better service in less time, so almost every business is interested in finding ways to scale.
In Pipedrive’s State of Sales and Marketing 2024 report, 35% of respondents already use AI tools in their operations, increasing to 42% for smaller businesses.
People have grown familiar with smart home technology and AI personal assistants (like Amazon Alexa or Apple’s Siri voice assistants). Now, salespeople can take advantage of similar sales technologies in the workplace, including AI business assistants.
What is an AI business assistant? An AI business assistant uses artificial intelligence to automate routine sales tasks like scheduling meetings, following up with leads and analyzing customer data to help sales teams focus on closing deals.
Improved machine learning and natural language processing (NLP) allow virtual assistants to understand and respond to people without requiring specific complex commands. Generative AI tools like ChatGPT also help create content, including audio and video.
As a result, AI business assistants can handle the following use cases.
Lead generation and sales support
An AI business assistant supports sales teams by automating lead generation and follow-ups. With access to your customer relationship management (CRM) data, it also:
Identifies qualified leads in minutes by analyzing engagement patterns (e.g., prospects who opened emails three or more times)
Automates follow-ups with personalized messaging (e.g., I noticed you viewed our pricing page)
Recommends next best actions based on deal history (e.g., schedule a demo – 80% of similar deals closed after this step) to increase chances of successfully closing the sale
Your sales team can focus on building relationships while your AI assistant handles data analysis and routine outreach.
Customer support
AI-powered chatbots have transformed customer support, from routing tickets to troubleshooting common issues. AI virtual assistants also:
Use NLP to understand customer issues and take appropriate action (e.g., diagnosing the problem, authorizing returns or escalating to a human support agent)
Operate 24/7, so customers get real-time help any time of day or night
Summarize past interactions (e.g., purchase history, previous conversations and support tickets) to add valuable context
Example: Klarna uses an AI assistant to help with customer service. In its first month, it handled 2.3 million conversations, doing the equivalent work of 700 full-time agents while maintaining customer satisfaction scores.
Customer support teams use AI business assistants to tackle routine requests. They also offer insights to handle complex issues and help customers more quickly and effectively.
Team collaboration
AI business assistants help teams work together by tackling admin tasks and improving communication between departments. An AI assistant can:
Use data from one team to optimize another team’s performance (e.g., prioritizing sales leads based on an email marketing campaign)
Coordinate tasks and deadlines (e.g., following up with leads, creating sales collateral, etc.)
Analyzing conversations with tools like Zoom AI and Fireflies to identify key points and next actions
Using an AI assistant across your organization breaks down silos and ensures every team works together for optimal results.
The top benefits of using an AI business assistant
Even though AI is a relatively new technology, many sales managers and other department leaders already use AI business assistants to optimize operations. Here are some tangible benefits of using AI to assist your business.
Enhanced productivity
Productivity is key to a company’s continued growth and long-term success. AI assistants handle time-consuming, repetitive work typically found on a sales manager’s to-do list.
Your AI business assistant can schedule meetings, review emails and complete data entry on your behalf. In turn, you can focus on strategic goals and creative problem-solving.
In addition to routine automation, AI business assistants provide instant access to actionable insights, enabling faster and more informed decision-making. They track deal progress, flag potential bottlenecks and make recommendations to keep workflows on track.
For example, a sales team using an AI assistant could receive real-time updates on deal status, including suggestions for the next best action to close a high-priority lead.
According to research from Goldman Sachs, AI is likely to significantly impact productivity, with an average increase of 25% (based on academic papers and economic studies).
Improved engagement
AI business assistants enhance engagement and nurture relationships by delivering personalized customer experiences and streamlining communication.
For example, AI tools analyze customer data to anticipate needs, tailor recommendations and respond with relevant, timely information. AI-powered assistants generate personalized email campaigns or recommend products based on browsing history, so every interaction feels unique and valuable.
In one case, a bank made several changes to improve customer engagement, including using AI-powered speech and sentiment analysis. Cost-to-serve dropped by 20% while incidence ratios on assisted channels fell by up to 30%, leading to a better employee and user experience.
Note: AI assistants should augment your teams, not replace them. While AI can handle many repetitive or data-heavy tasks, it’s no substitute for the empathy and creativity that come from a human connection.
By performing routine work, AI empowers teams to invest time in building stronger, meaningful relationships.
Optimized sales processes
AI excels at analyzing data to detect patterns and draw insights. By assessing historical sales data, customer behavior and engagement scores, an AI business assistant can rank leads based on their likelihood to convert. Sales teams can then focus on the most promising opportunities, saving time and increasing efficiency.
Sales forecasting is another key benefit. Machine learning models can analyze historical sales data to predict future performance, helping managers allocate resources more effectively and plan strategically.
As CTO at Pipedrive Agur Jõgi says in the 2024 State of Sales and Marketing report, AI tools hold tremendous potential for sales professionals:
For example, an AI assistant identifies patterns showing when a deal is at risk of stalling, enabling proactive measures to keep the pipeline moving.
Using an AI business assistant that integrates with your CRM system gives you a comprehensive view of your sales process and shows you where to make changes.
The 5 best AI business assistants to get the most out of your work
Whether you want to streamline your sales, automate various tasks or analyze your data, there’s an AI tool for you.
Here are the five best AI business assistants to maximize your productivity and efficiency.
1. Pipedrive’s AI Sales Assistant
Pipedrive’s AI Sales Assistant is a comprehensive tool designed to streamline your sales process, uncover actionable insights and win more deals. The assistant continuously analyzes your sales data to offer personalized recommendations and next-best-action strategies tailored to the sales team.
The tool adapts, learning your team’s sales patterns and preferences to deliver precise guidance. By tracking sales performance and deal progress, the Sales Assistant shows managers how the team is doing and what areas need attention.
Pipedrive offers an AI CRM with a Sales Assistant that guides you through each stage of your sales funnel and provides tailored advice.
Key features include:
Win probability prediction
Team performance tracking
Activity reminders
Personalized productivity tips
Instant insights
Adaptable AI that learns your team’s sales behaviors
Deal velocity tracking
Pipedrive’s AI Sales Assistant is available in Professional plans and above at no extra cost.
Note: Pipedrive is also trialing an AI deal summarization tool, currently in beta, that gives users a snapshot of all their deals and relevant information.
2. Pipedrive’s AI email generator and summarizer
Spend less time in your inbox and more time on meaningful sales tasks with Pipedrive’s AI email tools.
Pipedrive’s AI email writer eliminates writer’s block by creating high-quality, personalized sales emails based on your prompts. Whether you need to write a cold email or follow up with a potential customer, the AI writing assistant helps you create a custom email for the occasion.
Meanwhile, Pipedrive’s email summarizer condenses lengthy email threads into concise summaries. You see each thread’s participants and the themes at a glance, along with the customer sentiment and any action items.
Together, these tools save your teams hours of manual work, keeping you on top of your inbox and communicating effectively with customers.
Pipedrive’s AI email creation and summarization tools are available in the Professional plans and above at no extra cost.
3. Pipedrive’s AI Marketplace search and SmartApps recommendations
Pipedrive’s Marketplace has over 500 apps to power up your CRM, helping with every stage of the revenue cycle, from attracting new leads to customer support. Using the AI Marketplace search ensures you find the best app for your needs.
Since it has OpenAI’s natural language processing technology, users can search for tools in Pipedrive’s extensive Marketplace using everyday speech without knowing technical terminology.
For example, you can ask for “apps that can create and send custom proposals” or “project management apps with time tracking”, and the search engine will get to work.
If you’re unsure what software you need, the personalized SmartApps recommendations suggest apps tailored to your business’s unique requirements. By looking at your company size, industry and existing integrations, the AI recommendations will uncover new tools to optimize workflows, save time and boost revenue.
Pipedrive’s AI Marketplace search and SmartApps recommendations come with all Pipedrive plans.
4. Google Gemini
If you’re using Google Workspace, Gemini integrates with your other Google apps, including Gmail, Docs, Sheets, Slides, Drive and Chat. Previously only available with a paid add-on, Gemini features are now in all Business and Enterprise Workspace editions.
With the Gemini side panel, you get AI assistance while drafting an email or working on a document without jumping between apps.
Gemini handles everyday tasks like creating social media post ideas or taking meeting notes, while the Gmail integration finds important details hidden in long email threads. Business Standard users and above get access to Gemini Advanced for more complex tasks and collaboration.
Gemini is also behind NotebookLM, which acts as your AI research assistant. Upload the information you want to know more about, like a PDF or a collection of YouTube videos, and the Google assistant will give you instant insights. You can even listen to those insights as a podcast, where AI-generated hosts discuss the topic and answer your “phone in” questions.
5. Microsoft Copilot
For people who use the Microsoft 365 family of apps, Microsoft Copilot works alongside your favorite apps. Integrated into tools like Word, Excel and Teams, Copilot allows users to draft documents, create data visualizations and more.
Copilot’s integrations allow businesses to enhance existing workflows with minimal disruption so teams can scale productivity without steep learning curves.
For example, Copilot automates repetitive spreadsheet tasks in Excel, creates document templates in Word or shares deal information in Microsoft Teams, enabling your teams to prioritize important tasks.
Copilot also connects with Outlook to offer coaching tips and suggestions on clarity, sentiment and tone for more effective emails.
AI business assistant challenges (and how to overcome them)
AI business assistants are powerful tools, but implementing them can be challenging. Understanding these obstacles is the first step toward overcoming them and getting the most out of these tools.
Adoption resistance
Some employees fear AI tools will replace their jobs or make their roles redundant. It’s a reasonable concern – according to an analysis published by the IMF, nearly 40% of global employment is exposed to AI.
As a result, some employees may be reluctant (or even refuse) to adopt any form of AI assistance, even when it complements human efforts rather than replace them.
How to overcome it:
Communicate clearly about the purpose and scope of any AI adoption
Emphasize how AI tools handle repetitive and time-consuming tasks, allowing employees to focus on higher-value, strategic work
Start small with just one or two use cases
Offer training and demonstrate how these tools enhance productivity and make day-to-day tasks easier
Create internal advocates or champions who encourage and guide team members
While there are concerns, the future for AI in sales looks bright. In Pipedrive’s 2024 State of Sales and Marketing report, 76% of respondents had a positive outlook and felt AI can support their teams. Only 8% were concerned AI could reduce their team size.
The state of sales and marketing 2024
Data privacy concerns
AI business assistants often rely on sensitive data to deliver personalized insights and recommendations. Using sensitive data raises concerns about data privacy, security and compliance with regulations such as GDPR or CCPA.
More importantly, your customers trust you with their data. You must show you take their privacy seriously, otherwise you could irrevocably damage your business relationship.
How to overcome it:
Choose AI tools from reputable vendors with strong privacy and security measures
Ensure all data is encrypted, access is restricted and data handling policies are clear
Conduct regular audits of your AI systems to identify any potential vulnerabilities
Continue educating your team about safe data practices
Overreliance on AI
While AI assistants can significantly boost efficiency, over-reliance on automation risks losing the human touch in customer interactions or decision-making. If a customer or prospect feels they’re being “handed off” to an AI bot, relationships could suffer.
Additionally, AI isn’t perfect. Algorithms can make mistakes, especially in complex situations or tasks that require specialist knowledge. Relying exclusively on AI could lead to embarrassing errors that harm your company’s reputation.
How to overcome it:
Clearly define which tasks should remain human-led to maintain quality and trust
Use AI for routine tasks, leaving critical decisions and more high-touch interactions to your human team members
Example: Use an AI business assistant to handle frequent questions and initial responses from an approved knowledge base, then escalate complex customer queries to human agents.
How to effectively implement AI business assistants in your organization
Using AI business assistants in your organization can positively impact your operations, but only with careful planning and execution. Here’s how to implement AI tools into your business.
1. Assess your business needs
Start by identifying the challenges you want to address with an AI assistant. Are you looking to save time by automating repetitive tasks? Do you want to scale up your customer engagement? Do you want to streamline your sales process?
Understanding your goals will help you focus your efforts on the right tools for your organization’s specific needs. It will also prevent you from getting distracted by other apps that seem interesting but serve no immediate need.
For example, sales managers might prioritize tools like Pipedrive’s AI Sales Assistant to analyze deal progress and recommend next steps. Yet, customer support teams might benefit from AI chatbots to handle FAQs and improve response times.
2. Choose the right tools
Not all AI assistants are created equal. Evaluate potential options based on their features, ease of use, compatibility with your existing systems and pricing. Many AI business assistants offer free plans or limited demo versions – use them to test the tool’s effectiveness before committing.
Often, these assistants are inside larger software suites, offering a range of tools designed to work together.
For example, Pipedrive includes its AI Sales Assistant in its Professional plans and above, while its AI-powered email tools and Marketplace search features are available to all users. Combining these tools gives you a comprehensive package that integrates directly with your CRM.
By choosing an AI business assistant that’s part of a software package you’re already using, you’re more likely to be familiar with its interface and features. Using tools you’re familiar with reduces the training needed and potentially saves you money.
3. Train your team
Introducing AI assistants into your organization often requires a significant cultural shift. As we’ve seen, employees may feel unsure about how AI tools fit into their roles or worry about how they’ll impact their job security.
Providing thorough training and transparent communication can ease these concerns and pave the way for successful adoption. Offer comprehensive training sessions that show how the tools work and their practical benefits for the user.
In addition to formal training, designate internal advocates or champions to guide their colleagues and provide ongoing support. Advocates act as a bridge between employees and leadership, addressing concerns and sharing insights on maximizing AI’s potential.
AI is still a relatively new tool for most users, and with new features frequently released, it’s important to encourage a culture of experimentation. Employees should feel comfortable exploring the AI tool’s functionality and providing feedback.
Involving your team in the adoption process can improve buy-in and create an environment where AI tools are empowering rather than disruptive.
4. Monitor performance and iterate
Set clear KPIs to measure the success of your AI assistant related to the initial objectives you uncovered in the first step. Use a time-tracking tool to evaluate and reduce the time spent on non-sales tasks. To improve customer engagement, see how customer satisfaction scores have changed.
For example, in Pipedrive, you can monitor the performance of the AI Sales Assistant through metrics like the number of successfully closed deals. Its analytics features track your team’s progress and share insights on areas needing improvement, such as stalled deals and where your team should focus their efforts.
You can also use Pipedrive’s dashboards and reporting features to see how the AI Sales Assistant affected your other sales metrics, such as deal velocity, conversion rate and the total value of deals closed over time.
Regularly analyzing these big-picture metrics can fine-tune your approach and ensure you take full advantage of your AI business assistants.
What the future holds for AI business assistants
The rapid evolution of AI business assistants promises an exciting future for organizations of all sizes. As technology advances, these tools will likely become more intuitive, versatile and deeply integrated into daily workflows.
AI assistants are already moving beyond basic automation to more complex roles. OpenAI recently announced its new “Tasks” feature, which many are heralding as a vital step in agentic AI – systems capable of autonomous decision-making and actions designed to operate independently.
Future AI business assistants will go beyond just uncovering insights to actually acting on them.
For example, an AI sales assistant could identify underperforming deals, automatically adjust priorities in your CRM and create custom marketing campaigns without human intervention.
An AI could tailor training programs for your team, suggest time management strategies or help develop sales skills based on their performance.
Whether the idea of autonomous AI assistants excites you or makes you a little apprehensive, the best action is to stay current on the latest advancements.
You don’t need a computer science degree, but familiarizing yourself with the technology and its potential will help you capitalize on any new opportunities.
Email newsletters are one way to keep tabs on the latest AI news. The Neuron, Superhuman and The Rundown AI offer insights into emerging trends and real-world applications of AI in business. Sales managers who prefer podcasts might enjoy Chad Burmeister’s The AI for Sales Podcast.
Final thoughts
AI business assistants are rapidly becoming essential to every business’s toolkit, enabling managers and their teams to be more productive and effective.
Tools like Pipedrive’s AI Sales Assistant offer organizations an accessible entry point into AI while providing measurable benefits.
Keep up with the latest trends and think about how best to integrate AI technology into your workflows to unlock AI’s full potential in your business.
