“Wait... Is My Toaster AI Now?” Kosh Making Sense of Automation vs AI, and the Hype for SMBs

Maybe an AI powered toaster is not the worst thing in the world!

Last month, I noticed something odd: my calendar was rearranging meetings—before I even asked it to. Turns out, my scheduling tool had quietly activated an AI feature that was reshuffling my week based on work patterns.

That moment captured what a lot of SMBs are experiencing right now: AI is creeping in—not with a bang, but with a whisper.

But as buzz builds, it’s getting harder to tell what’s actually AI and what’s just clever branding.

Let’s clear up Automation vs AI.

Here's an audio version created with...you guessed it AI!

Not Everything Is AI (And That’s Okay)

We’ve had automation for years—rules, reminders, and “if this, then that” logic.

AI adds something new:

• It understands language

• It can learn patterns

• It can adapt

But here’s the catch: many platforms now slap on “AI-powered” like a sticker—so be wary. Ask vendors what the AI actually does. Is it generating, predicting, optimizing—or just automating?

Automation vs. AI: A Quick Guide

	Automation	Artificial Intelligence
Definition	Rule-based, rigid	Learns, adapts, responds in context
Examples	Email rules, calendar reminders	Summarizing emails, prioritizing tasks
Behaviors	Repeats a set pattern	Changes based on user behavior

Think of automation as your well-trained assistant. AI is your assistant who starts thinking ahead—and learning from what you do.

Where AI Is Already Slipping Into SMB Workflows

Here’s where we see AI quietly showing up—and making a real difference:

Email Triage and Summarization

One SMB we spoke with reduced email triage time by 20% after enabling Copilot in Outlook.

• Microsoft 365 Copilot (Outlook) summarizes email threads, suggests replies, and highlights key decisions.

• Google Workspace (Gmail) with Gemini helps prioritize emails, detect tone, and even draft responses.

• Tools like Superhuman use AI to surface priority senders based on your habits.

This is more than sorting—it’s AI learning how you communicate.

Smart Scheduling

• Reclaim.ai and Clockwise rearrange your meetings automatically based on how you work—blocking deep work time, avoiding burnout.

• These tools learn when you’re most productive and try to preserve that rhythm.

A few years ago, this was rigid automation. Today, it’s adaptive, intelligent coordination.

Smart Tools in Disguise

From CRM lead scoring to predictive maintenance, AI is quietly powering core tools:

• Salesforce Einstein helps sales teams prioritize leads.

• HubSpot AI can generate email sequences and analyze performance.

• Microsoft Excel Copilot lets you ask, “What were our top-performing SKUs last quarter?”—and it pulls the data for you.

AI doesn’t always come with a new app. Sometimes, it’s just a new layer inside tools you already use.

So... What Does This Mean for SMBs?

You don’t need an “AI transformation” project. You need a clear-eyed approach:

1. Where are our team’s repetitive pain points?

2. What’s already included in the tools we use?

3. Where can we test AI without adding complexity?

The best AI doesn’t try to replace your team. It tries to make your team feel supported, faster, and clearer.

Final Thought

AI isn’t a revolution that shows up all at once. It’s an evolution—already underway.

Think of it as a series of small upgrades, not a sudden overhaul.

The best AI is the kind you barely notice—because it’s making your workday smoother, not more complicated.

New Mexico organizations—whether you're in Albuquerque, Santa Fe, or Las Cruces—the opportunity is this: Start by understanding the difference between AI and automation, then decide how to actually make it useful for your team.

---

Disclaimer

The information contained in this communication is intended for limited use for informational purposes only. It is not considered professional advice, and instead, is general information that may or may not apply to specific situations. Each case is unique and should be evaluated on its own by a professional qualified to provide advice specifically intended to protect your individual situation. Kosh is not liable for improper use of this information.