HI

AI is great—until you find yourself uploading the same files and typing the same prompts over and over again. That’s where custom AI assistants come in. Platforms like ChatGPT (custom GPTs), Claude (Projects), and Google Gemini (Gems) let you create AI helpers that remember your instructions, so you don’t have to start from scratch every time.

For small business owners, this is a game-changer. Instead of treating AI like a one-off tool, you can build a personalised AI assistant that actually understands your business, remembers your preferences, and helps with marketing, customer service, admin, and even big-picture strategy. 

And the best part? You don’t need to be a tech expert to do it.

What can an AI sssistant do for you?

Most business owners have dabbled with AI—maybe using it to draft emails, brainstorm ideas, or summarise reports. But doing everything manually means wasting time re-explaining things and rewriting prompts. A custom AI assistant takes all that hassle away.

If you do a lot of marketing, AI can help draft blog posts, social media content, newsletters, and slide decks. It can also tweak long-form content into shorter pieces or create customer-friendly summaries. And if you’re sick of answering the same customer questions, AI can automate responses for FAQs or initial inquiries.

For troubleshooting, AI assistants are like a live help desk. Whether it’s handling tech issues, answering financial queries, or managing customer support, an AI assistant can provide instant answers. It can also help you build a knowledge base, so you don’t have to hunt for information when you need it or add it to your website.

An AI assistant can organise your tasks, prioritise emails, and extract key action points from meetings to make you more productive. No more wasting time sifting through notes—you get straight to what matters. It can even help with workflow automation, keeping you and your team on track without constant back-and-forth emails.

And if you’re looking for a fresh perspective, AI can act as a business coach. It can challenge your ideas, refine your strategy, and even simulate customer or investor reactions before you make a move.

Once you start using a custom AI assistant, you’ll see the difference. Less admin. Less repetition. More time for the work that actually grows your business.

How to build your own AI assistant

You don’t need to be tech-savvy to set this up. Follow these steps, and you’ll have your own AI assistant working for you in no time.

1. Pick the right platform

Different AI platforms have different strengths. ChatGPT (Custom GPTs) is great for brainstorming and conversations. Claude (Projects) is better at writing with a more natural tone. Google Gemini (Gems) works well if you already use Google Docs or Gmail. If you’re not sure where to start, pick the one that fits into your existing workflow.

I’ve created a writing assistant for myself in ChatGPT stocked with examples of past articles and blogs. If you can describe a project in plain language or write a job description you have what it takes to create a valuable custom AI assistant.

2. Start with basic AI prompts

Before you dive into building an assistant, test out some AI chats. Give detailed instructions, then refine the responses. If the AI doesn’t get it right the first time, guide it with feedback like, “Make this sound friendlier” or “Keep this concise.” Once you’re happy with the results, you’re ready to create your assistant.

3. Write clear instructions

Your AI assistant is only as good as the instructions you give it. Think of it like training a new team member - you need to spell things out.

Tell the AI who it is. You might say, “You are a no-nonsense business strategist who helps small business owners make smart decisions.” Explain what you want it to do, like “Your job is to draft emails, suggest business strategies, and help with financial planning.” Finally, set the tone. You could say, “Keep responses professional but friendly, and always use plain English.” This helps your assistant respond consistently the way you want it to.

4. Upload background files

Most platforms let you attach files so the AI can refer to them. Instead of explaining things over and over, upload past reports, sales data, brand guidelines, or anything else that helps the AI understand your business. It’s like giving it a manual to work from.

5. Test, Adjust, Improve

Your AI assistant won’t be perfect straight away. Start using it for real tasks and see how it performs. If it’s not quite right, tweak the instructions and provide feedback. Over time, it will improve - just like training a team member.

Why this matters for small business owners

Your time is valuable. A custom AI assistant takes tasks off your plate and helps you make decisions faster. Instead of spending hours drafting emails, managing admin, or figuring out what to prioritise, your AI can do it for you.

For business owners already experimenting with AI, this is the next step—moving from occasional use to full integration. And for those who haven’t tried AI yet, this is an easy, structured way to start without the overwhelm. Is it time to build your own AI assistant?

If you find yourself doing the same tasks repeatedly, struggling to stay on top of admin, or needing faster decision-making, setting up an AI assistant could be a game-changer. It’s a simple, low-effort way to boost efficiency, reduce hassle, and free up time for what really matters.

Noel Guilford