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AI Use Cases for Business Teams

Practical examples of how teams can use AI safely and effectively at work 

 

AI delivers the most value when it's applied to real tasks that slow teams down - not abstract experiments. From drafting documents and analysing data to managing communication and reporting, AI and automation can remove hours of manual work when introduced in a safe, governed way.

 

This page brings together practical AI and automation use cases by department, with real example prompts your teams can use today - all designed to work within secure, business-grade AI tools such as Microsoft Copilot.

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How High is Your Shadow AI Risk?

Start With Work, Not Tools: Why Use Cases Matter

Many AI initiatives fail because they begin with technology rather than real business problems. Successful organisations start by identifying repetitive, time-consuming tasks and introducing AI where it delivers immediate, measurable value.

Clear use cases help organisations:

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Reduce manual effort without disruption

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Build confidence through quick, low-risk wins

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Improve consistency and quality of work

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Avoid Shadow AI by giving teams safe alternatives

Discover how Apex Delivers True AI Value with Microsoft Copilot

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Use Cases for Secure AI by Department

Designed for Exploration and Action

 

All examples assume secure, governed AI usage and are suitable for business environments. No company documents, data or information should be uploaded, pasted into or provided to free or public AI tools.

 

If using Microsoft Copilot, your AI tools will be integrated into your environment, so you can avoid having to upload documents by completing Copilot prompts within the appropriate app, for example if using a Word document, you can use Copilot integrated into the Word app to type your prompt.

growth

Leadership and Senior Management Prompts

wrench (2)

Operations and Administration Prompt

money

Finance and Accounting Prompts

cogs

Marketing and Communications Prompts

monitor (3)

IT and Technical Prompts

teaching (2)

Human Resources and Recruitment Prompts

maintenance (1)

Administration and Business Support Prompts

cooperation

Sales and Business Development Prompts

Leadership and Senior Management

➜ "Using the attached document [upload board report/strategy document], create a one-page executive summary suitable for senior leadership. Focus on key outcomes, major risks, opportunities, and any decisions that require leadership input. Use clear headings and concise language."

 

➜ "Review the document stored in SharePoint [insert document link] and extract the five most important insights for the leadership team. Present these as bullet points with a short explanation of why each insight matters."

 

➜ "Take the attached report [upload PDF or Word document] and rewrite it as a board-level briefing. Assume the audience has limited time and needs clarity, not detail. Highlight implications rather than operational detail."

➜ "Analyse the data in the attached spreadsheet [upload Excel file]. Summarise overall performance, identify key trends, and highlight any unusual results or variances that may require leadership attention."

 

➜ "Based on this performance dashboard [paste link or upload file], explain the results in plain English for a non-technical audience. Focus on what has changed, why it may have changed, and what actions could be considered."

 

➜ "Review the performance data from the past three months [attached report documents]. Create a short insight summary outlining successes, risks, and priority focus areas for the next quarter. Also compare to industry standards from this reference: [insert web link]."

➜ "Using the meeting objectives below [paste notes or attach document], create a structured agenda with clear discussion topics, time allocations, and desired outcomes for each item."

 

➜ "Summarise the meeting notes from today's Teams meeting [upload transcript document] into a clear list of decisions made, actions agreed, and owners for each action."

 

➜ "Draft a professional follow-up email based on these meeting notes [paste notes]. Include key decisions, next steps, and deadlines in a clear, concise format suitable for sending to all attendees.

Operations and Administration

➜ "Draft a clear internal update explaining the following change [paste details or attach document]. Use a professional but approachable tone, explain what is changing, why it matters, and what employees need to do next."

 

➜ "Rewrite the attached message [upload email or document] to be more concise, consistent, and suitable for a company-wide audience."

 

➜ "Create a reusable communication template for this scenario [describe scenario], including placeholders for dates, responsibilities, and next steps."

➜ "Using the process described in this document [attach notes or workflow], create a step-by-step standard operating procedure suitable for day-to-day use."

 

➜ "Rewrite this procedure [upload document] so it can be easily followed by a new starter with no prior knowledge of the process."

 

➜ "Summarise this workflow [paste process or link] into a checklist that can be used during daily operations."

➜ "Summarise the following operational updates [paste notes or attach report] into a handover summary highlighting priorities, risks, and outstanding actions."

 

➜ "Create a weekly operations report based on this information [attach data or notes], focusing on progress, issues, and upcoming priorities."

 

➜ "Rewrite this operational update [upload document] so it is suitable for senior management review."

Finance and Accounting

➜ "Review the attached financial report [upload spreadsheet or PDF] and explain the main variances and trends in plain English, suitable for non-finance stakeholders."

 

➜ "Summarise key financial movements from this data [attach spreadsheet], including possible causes and areas that may require further investigation."

 

➜ "Create a short financial performance summary for leadership using the attached figures [upload data], focusing on risks, opportunities, and overall health."

➜ "Draft a management accounts narrative based on the attached figures [upload spreadsheet], explaining performance against budget and forecast."

 

➜ "Review this forecast [attach document], and summarise key assumptions, risks, and potential impacts."

 

➜ "Create commentary suitable for a board pack using the attached management accounts [upload file]."

➜ "Analyse the attached spreadsheet [upload Excel file] and explain what the data shows, why it matters, and what decisions it may inform."

 

➜ "Identify trends, patterns, and anomalies in this data [attach spreadsheet] and summarise them clearly."

 

➜ "Turn this spreadsheet [upload file] into a bullet-point insight summary for management review."

Marketing and Communications

➜ "Draft a blog outline on the following topic [insert topic title or link to web page], aimed at a business audience. Include suggested headings, key points, and a clear call to action."

 

➜ "Rewrite the attached web copy [upload document] to be clearer, more engaging, and aligned with a professional brand tone."

 

➜ "Create a headline and introduction for a landing page based on this brief [paste brief or attach document]."

➜ "Turn the attached blog post [upload document or link] into five LinkedIn post ideas, each with a slightly different angle."

 

➜ "Summarise this white paper [upload PDF or link to web page] into a short email nurture sequence with suggested subject lines."

 

➜ "Create social media captions based on this campaign brief [paste brief], suitable for different platforms."

➜ "Review the attached campaign performance data [upload report or link to analytics], and summarise results for leadership."

 

➜ "Highlight what worked well and what could be improved based on this data [attach report]."

 

➜ "Create a short insights summary suitable for inclusion in a monthly marketing report based on the past three months activities."

IT and Technical

➜ "Using the attached technical notes [upload Word document or paste Teams notes], create clear technical documentation explaining how this system works. Structure the document with headings, step-by-step explanations, and a short overview suitable for internal use."

 

➜ "Review the configuration details in this document [attach file or link to SharePoint] and rewrite them as user-friendly documentation that can be shared with non-technical stakeholders."

 

➜ "Based on the information provided [paste information or attach notes], create a concise reference guide that IT staff can use for troubleshooting or onboarding new team members."

➜ "Summarise the incident described in the attached incident report [upload PDF or ticket export], including what happened, when it occurred, who was impacted, and how it was resolved."

 

➜ "Using the incident data from this ticketing system export [attach file], produce a root-cause analysis explaining contributing factors and preventative actions."

 

➜ "Draft a post-incident communication for internal stakeholders based on this information [paste notes or attach report], using clear, non-technical language."

➜ "Turn the resolution steps in this support ticket [attach ticket notes or paste text] into a structured knowledge base article suitable for internal use."

 

➜ "Rewrite this existing knowledge base article [attach document] to improve clarity and consistency."

 

➜ "Based on recurring issues outlined in these tickets [attach data or summary], create a troubleshooting guide for IT support staff."

Human Resources and Recruitment

➜ "Create a job description for the following role [paste role requirements or attach brief], ensuring it is clear, inclusive, and aligned with company values."

 

➜ "Rewrite this existing job description [upload document] to improve clarity, remove jargon, and make it suitable for external job boards."

 

➜ "Summarise this role description [attach document] into a short overview suitable for internal approval or hiring managers."

➜ "Using the onboarding checklist and policies attached [upload documents or link to SharePoint], create a structured onboarding guide for new starters."

 

➜ "Summarise key policies from the attached employee handbook [upload PDF] into a clear, easy-to-read welcome guide."

 

➜ "Create a first-week onboarding schedule for this role [paste role details], including key meetings, training, and resources."

➜ "Review the employee survey results in this document [upload spreadsheet or report] and summarise key themes and concerns."

 

➜ "Create an executive summary of employee feedback based on this data [attach file], highlighting strengths and improvement areas."

 

➜ "Draft an internal communication outlining key feedback themes and next steps, based on the attached survey results [attach document]."

Administration and Business Support

➜ "Draft an internal update explaining the following change [paste details or attach document], using a clear and professional tone suitable for all staff."

 

➜ "Rewrite the attached email [upload email document] to improve clarity, consistency, and tone."

 

➜ "Create a reusable internal communication template for this type of announcement [paste description of scenario]."

➜ "Turn the process outlined in these notes [paste notes or attach document] into a clear step-by-step guide for day-to-day use."

 

➜ "Create a handover document based on these notes [attach document], highlighting priorities, outstanding tasks, and key contacts and meetings."

 

➜ "Summarise this process [upload document] into a checklist that can be used during daily operations."

➜ "Create a weekly administrative summary based on the attached notes [upload document], highlighting completed tasks and upcoming priorities."

 

➜ "Summarise information from these emails or documents [attach files or paste text] into a clear report for management."

 

➜ "Rewrite this report [upload document] to be concise and suitable for senior stakeholders."

Sales and Business Development

➜ "Draft a sales proposal based on the attached requirements [upload RFP or brief], ensuring it clearly explains value, approach, and next steps."

 

➜ "Rewrite this proposal section [paste section text] to be more customer-focused and outcome-driven."

 

➜ "Summarise this tender response [upload document] into key selling points for internal review."

➜ "Summarise the notes from this customer meeting [paste notes or attach Teams transcript], highlighting key requirements, risks, and next actions."

 

➜ "Draft a professional follow-up email based on these meeting notes [attach notes], suitable for sending to the customer."

 

➜ "Create a CRM-ready summary from this meeting [paste notes], including opportunities and agreed next steps."

➜ "Create an account review summary based on the attached data [upload CRM report or export], highlighting performance, risks, and growth opportunities."

 

➜ "Analyse pipeline data in this spreadsheet [attach file], and summarise trends, risks, and priorities."

 

➜ "Draft a short internal update for leadership based on this account or pipeline data [upload document]."

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