14 Critical Steps for Texas Businesses to Take Before Implementing AI

In the Lone Star State, businesses are always looking for ways to stay ahead of the curve, and implementing artificial intelligence (AI) is quickly becoming a competitive necessity. However, before Texas businesses dive into the world of AI, there are critical steps that must be taken to ensure a successful integration. From cybersecurity audits to setting clear expectations, this guide outlines 14 essential steps your Texas business should consider before pulling the trigger on AI.

AI can be a powerful tool for businesses, but before you start to implement this technology, there are a few things you should make sure are done first. AI introduces a lot of complications, and while some in the tech industry are advising businesses to forge ahead as fast as possible, you never want to be reckless when it comes to your business technology.

Remember that AI isn’t a magical miracle worker—it isn’t going to replace a human on its own, and it’s not going to suddenly solve all of your operational problems, especially without putting in a lot of time and effort.

Let’s take a look at where your businesses should start.

Phase One - IT Housekeeping

Step 1: Audit Your IT Infrastructure

A huge chunk of work to do before implementing AI is going to involve some general housekeeping. 

Before introducing AI into your business operations, it's imperative to perform a thorough IT infrastructure audit. This means checking hardware, software, networks, and all other IT assets. This step ensures that your existing systems can support AI technologies and identifies any upgrades needed for a smooth implementation, but more importantly, you need to make sure your base IT is covered and secure before you start implementing something as complex as AI.

Step 2: Invest in IT Maintenance

Regular IT maintenance is crucial for keeping systems up-to-date and running smoothly. This includes regular security patches and updates, which are vital for protecting your AI systems from new threats. Neglecting IT maintenance can lead to vulnerabilities that could be exploited. If someone isn’t managing this for you, implementing AI systems on top of everything will only make things messier.

Step 3: Conduct a Cybersecurity Audit

Cybersecurity should be top of mind, particularly when dealing with AI. A cybersecurity audit will identify potential vulnerabilities within your system and recommend necessary security measures such as firewalls, antivirus software, and security patches and updates. It’s crucial to protect sensitive data before integrating AI, as these systems often require access to large sets of information.

Step 4: Implement Firewalls and Antivirus

To protect against external threats, ensure that firewalls and centralized antivirus software are in place and being maintained. These security measures will act as the first line of defense for your AI systems, preventing malicious attacks from compromising your data and operations.

Step 5: Data Backup Strategies

Backing up your data is a non-negotiable step before implementing AI. In the event of a data breach or system failure, having a reliable data backup system will allow you to restore information quickly and minimize downtime. You should always redundantly store your data. We recommend keeping an onsite backup and a secure offsite backup.

Step 6: Embrace Strong Authentication Methods

Implementing strong authentication methods such as two-factor authentication (2FA) adds an extra layer of security. As AI systems often handle sensitive data, making sure that only authorized personnel have access is crucial for maintaining data integrity.

Second Phase - Your Data

Popular AI tools like ChatGPT use massive swaths of the Internet to learn from. This means they have access to accurate information just as much as they have access to misinformation. Depending on how you are implementing AI, you might be having the AI “learn” from your company data.

For instance, if your CRM has a new AI addon to subscribe to, it might index and learn from all of the information you have in your CRM. Depending on how robust that data is, it might be able to see every time a client had an interaction with you, and help with lead scoring or find other patterns. The point is, if your data isn’t accurate, the AI isn’t going to have much to work with. Depending on how the AI tool is implemented and what its capabilities are, it might be limited in what it can do. For instance, that AI feature in your CRM probably can’t read your emails or other documents. It’s only going to rely on the set of information it has access to.

Step 7: Prune and Clean Data

AI systems are only as good as the data they're trained on. Therefore, it's essential to prune and clean your data before AI implementation. Remove any irrelevant, outdated, or incorrect information to prevent the AI from learning from flawed data, which could lead to inaccurate results.

Step 8: Ensure Data Governance

Data governance is the management of data's usability, security, availability, and integrity. Establishing a strong data governance framework before implementing AI ensures that the data your AI solutions will use is accurate, consistent, and secure, thus making the AI more effective and trustworthy.

Third Phase - Define Goals and Set Expectations

Step 9a: Define Clear Goals

Before embarking on your AI journey, define clear and measurable goals. What do you want to achieve with AI? Is it to improve customer service, streamline operations, or enhance decision-making? Having specific objectives will guide your AI implementation strategy and help measure success.

Step 9b: Set Realistic Expectations

AI can bring significant improvements to your business, but it's not a silver bullet. Set realistic expectations about what AI can do for your business within a given timeframe. Understanding AI's capabilities and limitations will help manage stakeholders' expectations and lead to a more successful rollout.

Fourth Phase - Prepare Your People

Step 10: Train Your Team

AI implementation is not just a technical change but a cultural one, too. Train your team on how to use AI tools effectively and safely. They should understand how AI will impact their roles and the value it brings to the business.

Step 11: Data Privacy Compliance

Ensure that your AI solutions comply with data privacy laws and regulations. In Texas, businesses must adhere to data protection laws that govern the collection, use, and sharing of personal information. Non-compliance can result in hefty fines and damage to your business’ reputation.

Step 12: Foster Marketing and Sales Collaboration

AI solutions often bridge the gap between marketing and sales, so fostering collaboration between these departments is key. Encourage teams to share insights and feedback on AI tools, and involve them in the implementation process to ensure that the AI meets their needs and enhances their workflows.

Step 13: Define KPIs to Measure AI Impact

After implementing AI, it's vital to track its impact on your business. Define Key Performance Indicators (KPIs) that align with your initial goals. Monitoring these KPIs will help you understand the effectiveness of your AI solutions and guide any necessary adjustments.

Maintenance Phase

After implementation, it’s a good idea to continue measuring and adjusting your strategy. You might discover additional ways AI can streamline your operations, or you may need to temper your expectations or change how you are doing certain things. Either way, continuing to put time and effort into refining and adjusting new technology solutions will continue to ensure they are effective for you.

Step 14: Regularly Reassess and Adjust Your AI Strategy

AI is a rapidly evolving field, and your business' needs will likely change over time. Regularly reassess your AI strategy to ensure it continues to align with your business objectives and incorporates the latest technological advancements.

Get a Free IT Consultation to Help Prepare Your Business for New Technologies

Taking the time to prepare your Texas business for AI implementation is a wise investment. By following these 14 critical steps, you can pave the way for a successful AI integration that enhances your business operations, improves security, and drives growth.

This type of work is what we provide to central Texas businesses each and every day. If your business is looking to implement new technologies or trying to streamline its operational processes, a good place to start is a free consultation with Capstone Works. You can schedule a meeting with us here, or give us a call at (512) 343-8891 to get started.