Last week I ran a workshop and realised something.

Smart, capable founders are confusing using AI with actually having an AI strategy.

And they have no idea it's costing them.

I'm not here to make you feel behind. But once you see the difference between these two things, you literally cannot unsee it. Which is actually brilliant, because it means you can start building proper strategy today.

Let me show you what I mean.

What Most People Are Doing (And Why It Doesn't Work)

Using AI looks like this: you need a caption, you open ChatGPT, you ask for it, you get an answer, you tweak it, you post it. Done.

You need to write an email? Same thing. New tool drops? You sign up, play with it for 20 minutes, forget it exists.

It's reactive. It's task-based. It's vibes.

Here's what's actually happening underneath: AI is just a tool you pick up and put down. It's not connected to anything bigger. It's not part of a system. It just sits there waiting for you to need it.

The problem? This doesn't compound.

Every time you use AI, you're starting from scratch. There's no momentum. There's no "this feeds into that, which feeds into this." So you're not actually seeing ROI on AI—even though you use ChatGPT daily. You're just busy.

And here's the sneaky bit: when AI is just a tool, you're constantly second-guessing yourself. Should I use AI for this? Which tool? Am I doing this right? There's no clear intention. It's all vibes.

What an Actual AI Strategy Looks Like

An AI strategy means you've thought about three specific things.

1. Where does this fit in my business?

And this is the key: it doesn't go everywhere. It's not random.

You've looked at your workflows, your tasks, your pain points. Then you've decided AI goes here, here, and here—for specific reasons. To solve specific problems.

For me, my podcast gets transcribed, then an automation generates show notes and social media carousels that auto-post. I'm not touching any of it.

For my discovery calls, when someone books in, it triggers an automation that researches their business, pulls together what they've told me, and briefs me on what to ask next.

That's not using AI. That's embedding it into how the business actually runs.

2. What does AI do versus what do I do?

This is huge. With a strategy, you're crystal clear on the handoff.

AI does the first draft. I do the strategy. AI pulls the data. I make the decision. AI interviews me. I provide the insights.

You're not asking AI to replace your thinking. You're using it to augment specific parts of your process. There's a clear division of labour and you know what it is.

3. How does it connect?

This is where it gets exciting.

With a strategy, your AI tools talk to each other. They feed into each other. There's flow.

After I do corporate training, I grab the transcript. An automation pulls out what we covered, then creates an interactive pack for the attendees based on that exact transcript.

One input, multiple outputs, minimal manual work.

That's the difference. When AI is just a tool, it's transactional—like a vending machine. You put something in, you get something out. When you have a strategy? AI becomes infrastructure.

How to Know If You're Actually Using Strategy (Or Just Busy)

Let's be honest. Here are the signs you're still in "using AI" territory:

Sign 1: You're constantly trying new tools, but nothing sticks. Every week there's a new shiny thing. You sign up, play with it, forget about it. Your tech stack is chaotic. You feel behind because there's always something new.

That's not strategy. That's shiny object syndrome dressed up as staying current.

Sign 2: AI is scattered across your business like confetti. A caption here, an email there, brainstorming somewhere else. But nothing connects. It's not woven through like a thread.

Sign 3: Your workflows haven't actually changed. Your core processes look the same as they did two years ago. You've just added AI as an extra step in some places.

Sign 4: You can't clearly articulate how AI helps your business. If someone asks, "How do you use AI?" and you're like "Well, I use ChatGPT for captions and emails," that's a sign. With strategy, you can explain it precisely: "AI handles X, Y, and Z. It saves me this much time. It's embedded in these workflows."

Sign 5: AI feels overwhelming, not empowering. This is the big one. Without strategy, AI is just another thing to keep up with. You feel like you're doing it wrong. With strategy? AI feels like leverage. It feels exciting because you know what you're using, why, and how it fits.

The Framework: From Using AI to Having Strategy

Okay, here's how you actually build this. I use this framework with my clients.

Step 1: Audit where you're spending time

I know it doesn't sound sexy, but you have to audit first.

Where are you spending the most time? What tasks are repetitive? What's draining you? What do you wish someone else could do?

Write it down. Messy is fine. Just get it out of your head.

Step 2: Identify the repeatables

Not everything needs AI.

Look at your list and circle the things that happen over and over. The things that follow a similar pattern each time.

These are your AI opportunities.

Content creation. Client email responses. Proposal writing. Meeting prep. Follow-ups. That's the stuff.

Notice: this isn't the creative, strategic, one-off work. This is the repeatable stuff that's probably already templated in your head.

Step 3: Pick one area to start

Don't try to automate your whole business at once. That's how you end up overwhelmed with half-built systems.

Pick one area. Maybe it's content. Maybe it's client onboarding. Maybe it's admin. Just one.

Step 4: Design your workflow before you pick tools

This is where most people go wrong. They find something cool and try to fit it into their business. That's backwards.

Instead, map out how you want the workflow to go first.

What's the input? What triggers it? What are the steps after that? What's the output? Who does what?

Then figure out what tools support that workflow.

Workflow first. Tools second.

Step 5: Build, test, refine

Build the thing. Use it for real. Notice what works, what doesn't.

Here's the thing: even if AI only gets you 80% of the way and you have to edit it, that's still a win. A week ago you were doing it manually.

Your first version won't be perfect. That's fine. The strategy evolves.

Step 6: Document it

Once something's working, write it down.

How does it work? What are the steps? This is how you go from "thing in my head" to "actual system that could run without me thinking about it."

Then pick the next area.

What Happens When You Actually Have Strategy

Things start compounding.

Your content workflow saves you five hours a week. Your client onboarding saves you three hours per client. Your sales prep makes your calls better, which improves your close rate and your confidence too.

Each system frees up time and energy, which you can invest into building the next system or, you know, living your life.

And here's the best part: you stop feeling behind. You're not chasing every new tool, every update. You're not second-guessing yourself. You're clear on what you use, why you use it, and how it fits.

When the new tool drops, you're like: Cool. Does it fit my strategy? No? Ignore it. Yes? Let me explore that when I have an hour.

Using AI keeps you busy. Having a strategy makes you effective.

Build Your AI Strategy This Year

If you're reading this and thinking "Okay, I need to actually build my AI strategy," that's exactly what we do in the AI Dream Team Workshop.

It's not just "here's how to use ChatGPT." It's about figuring out where AI actually fits in your business and what those systems need to look like.

We look at your workflows, identify the opportunities, build some GPTs, and think through what makes sense for you specifically.

By the end, you won't just be like "oh, I use AI." You'll have AI embedded in how your systems run. You'll have strategy. You'll be confident.

It's two sessions of two hours each, with implementation time in between.

Honestly? If one system saves you a few hours a week or improves how you serve your clients, it pays for itself fast.

Here's your action this week:

Do that time audit from Step 1.

Where are you spending your time? What's repetitive? What's draining you?

Don't try to solve anything yet. Just get it on paper. Brain dump it. That's it.

You can't build a strategy if you don't know what you're working with.

FAQs

What's the difference between using AI and having an AI strategy?

Using AI means opening a tool when you need something, getting a task done, then closing it. It's reactive and task-based. Having an AI strategy means you've intentionally embedded AI into specific workflows so it's systematic, connected, and compounds over time. With strategy, AI becomes infrastructure—not just a tool you pick up and put down.

How do I start building an AI strategy for my small business?

Start with Step 1: audit where you're spending time. List your repetitive tasks, what's draining you, and what you wish someone else could do. Then identify which tasks repeat (these are your AI opportunities), pick one area to start, design your workflow before choosing tools, build and test, then document it. Then repeat with your next area.

Can I use AI for everything in my business?

No. AI strategy isn't about automating everything—it's about being intentional. You're looking for the repetitive, templatable tasks that follow a pattern. Not the creative, strategic, one-off work. Focus on the repeatable stuff first and build from there.

What if AI only gets me 80% of the way?

That's still a win. If a week ago you were doing it manually and now you're only spending 20% of that time editing, you've freed up significant capacity. Your first version won't be perfect—the strategy evolves as you test and refine.

How do I stop feeling behind with all the new AI tools?

When you have a clear AI strategy, you're not chasing every new tool. You're clear on what you use, why, and how it fits your business. When something new comes out, you ask: does it fit my strategy? If no, you ignore it. If yes, you explore it when you have time. That's the difference between being busy and being strategic.