Picking an AI tool for your business is less about which model is smartest and more about whether it fits your work, your data and your risk appetite. This guide gives you a repeatable way to evaluate any AI tool in an afternoon.
1. Start with the job, not the tool
Write one sentence: “We want AI to help [team] do [task] so that [outcome].” For example, “help associates summarise discovery documents so first reviews take half the time.” Everything else is judged against this.
2. Shortlist three tools
Browse the right category or profession, pick three tools with a free plan or trial, and check each one's SafeScore before anyone uploads real data.
3. Score each tool on six criteria
| Criterion | What to check | Weight |
|---|---|---|
| Fit and quality | Run the same five real tasks (with dummy data) on each tool. Score accuracy and how much editing the output needs. | 30% |
| Data privacy | Does it train on your data? Is there a DPA? How long is data kept? See the tool's “Is it safe?” page. | 25% |
| Security | SOC 2 or ISO 27001, SSO, admin controls, audit logs. | 15% |
| Cost | Price per user at your real usage, including limits and add-ons. | 10% |
| Integration | Works with the apps you already use (email, documents, CRM). | 10% |
| Vendor stability | Who is behind it, how long they have existed, support quality. | 10% |
4. Run a two-week pilot
- Pick three to five users and one measurable goal (time saved, error rate).
- Use a business plan with training switched off.
- Collect feedback at the end: keep, change or drop.
5. Approve and record
Send the vendor the AI vendor questionnaire, record the decision in your AI risk register and add the tool to your approved list. Follow the AI tool approval process for the next request.
Red flags
- No privacy policy, or one that says your content trains the model with no opt-out.
- No company name, address or contact behind the tool.
- Pricing that only makes sense for a single user while you plan to roll out to a team.
- Claims of “100% accurate” or “no hallucinations”.
Frequently asked questions
Should we use one AI tool for everything?
Usually one general assistant plus a few specialist tools works best. Approving fewer tools makes governance easier.
Are free AI tools safe for business?
Free plans often allow the vendor to use your inputs for training and lack admin controls. Use them only with public information, and move to a business plan for client or company data.