Key Takeaways:
Understand the importance of being curious and asking the right questions about your data.
Learn how to start tapping into AI tools to step up your data analysis.
As a small business owner, making sense of your data isn’t always easy. But that’s where AI tools like ChatGPT, Claude, and Perplexity come in.
They don’t just summarize your numbers, but help you uncover the story behind them. Patterns, gaps, customer preferences, and performance trends become easier to spot when you have a tool that can ask the right follow-up questions and help you dig deeper. Let’s walk through what it means to use AI for data analysis and how to get started the smart way.
What Kind of Data Should You Be Paying Attention To?
Start by taking stock of the data you already collect. Then, ask yourself: what data should I be collecting?
Here are six categories to keep your eye on:
- Sales and transaction history
- Website or app behavior
- Location data (especially helpful for planning expansion)
- Customer reviews and sentiment
- Seasonal sales patterns
- Customer profiles and preferences
You don’t need to be a data scientist to use AI for analysis. But the more familiar you are with what you’ve got, the better you can guide the AI in asking meaningful questions.
How AI Can Help You Interpret Data
Even if you’ve got solid reports, it’s easy to miss signals in the noise. You might overlook an emerging trend or a shift in customer sentiment simply because you’re not sure what to look for or how to ask the right question.
AI tools help with this by doing what humans don’t always have time for. They can:
- Spot patterns across time periods
- Summarize lengthy feedback
- Forecast demand
- Group customer behavior
- Flag inconsistencies in data
You can also “assign” AI different roles. Want feedback on your numbers from the perspective of a supply chain manager or investor? Ask the AI to play that role. It helps to use it at a business owner task you dislike or feel unskilled at, whether it’s financial analysis to help guide your marketing budget or deciding which products to focus your email campaigns on for the next few months.
“When using AI tools to work with data, make sure to anonymize your data. A simple way is to use ‘find and replace’ in Excel to remove names and addresses.”
– Jennifer Shaheen, Founder & President, Technology Therapy® Group
Getting Started:
Tips for Using AI With Your Data
Here’s how to set yourself up for success:
Pick a Tool That Suits You
ChatGPT, Claude, and Perplexity all have different strengths. Try a few tools to see what feels intuitive.
Clean Up Your Data First
Review for formatting issues or inconsistencies. AI can’t work with messy inputs.
Anonymize Confidential Information
When using AI tools to work with data, make sure to anonymize your data. A simple way is to use ‘find and replace’ in Excel to remove names and addresses. It’s ok to keep city, state, zip code info about customers, because this is considered anonymous info.
Start With a Clear Prompt Structure
New to prompt engineering or just want a cheat sheet? Try this prompting structure:
- Task or goal
- Role (ex: financial advisor, marketing expert)
- Boundaries or limitations
- Context
Pro tip: Use Canvas mode in ChatGPT if you get frustrated by long back-and-forth threads. It lets you edit and question specific parts of a response.
Real-World Use Cases
Here are a few tasks AI can handle particularly well for small business owners:
- Analyze customer reviews to pull out trends
- Compare year-over-year sales and suggest opportunities
- Cross-check inventory reports for inconsistencies
- Create charts or summaries to share with team members
- Spot areas where your pricing may need adjustment
More marketing tools now have AI features built into them, such as Google Analytics, email platforms like Klaviyo, and Google Workspace. But keep in mind that these features won’t give you as in-depth results/outputs as an AI tool like ChatGPT or Claude.
“More marketing tools now have AI features built into them, such as Google Analytics, email platforms like Klaviyo, and Google Workspace. But keep in mind that these features won’t give you as in-depth results/outputs as an AI tool like ChatGPT or Claude.”
– Jennifer Shaheen, Founder & President, Technology Therapy® Group
Combine Curiosity with AI Tools for Better Data Analysis
You don’t need to become an expert in everything. The best business owners ask questions, test ideas, and adapt. That’s exactly what AI is here to help with.
Remember: the smartest use of AI isn’t just to get answers. It’s to get better at asking questions. A little curiosity and the right AI tools can go a long way in stepping up your data analysis so your business can reach new heights.
Want to Learn How to Apply This to Your Own Business?
Work with a TTG mentor to learn how to apply AI and prompt engineering to your data and decision-making.
