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Choosing the right AI for your business: Why it matters now more than ever

AI adoption is exploding. In the past year alone, companies have sent over 4.500 terabytes of data to AI tools—an increase of more than 3,000%. And yet, while tools like ChatGPT are widely used, they’re also among the most blocked in corporate environments. Why? Because when it comes to AI, it’s no longer just about what you use—it’s about how you use it, and more importantly, which tool you choose.

With thousands of AI tools flooding the market, the real challenge for businesses today isn’t access—it’s selection. And in our latest podcast, we dive into that exact dilemma: do you go for a Custom GPT or build your own secure Corporate Chatbot?

But let’s back up for a second.

Shadow AI: The invisible risk in your organisation

Many organisations are already using AI, just not officially. A recent study showed that 75% of knowledge workers use AI tools, and nearly half wouldn’t stop even if their employer told them to. That’s what we call Shadow AI: when employees use tools like ChatGPT, Grammarly, or Copilot on their own, without approval or oversight.

It’s easy to understand why. These tools are fast, intuitive, and help people get more done. But they also come with serious risks:

Company-sensitive data could be shared with public models (intentionally or not).
Many tools are set by default to learn from your inputs.
There’s no guarantee around data protection, traceability, or compliance.

It’s like everyone in the company is driving their own car without insurance—until something goes wrong.

“ChatGPT is both the most loved and the most blocked tool in business—what does that tell us?”

ChatGPT: Most loved, most blocked

It’s no coincidence that ChatGPT is both the most used and most restricted AI tool in businesses today. While employees love it for its speed and ease, IT and security teams often block it out of fear of data leaks and loss of control.

Some companies solve this by buying enterprise licenses, giving them a bit more control over data use. Others block access entirely. But both are just band-aids on a bigger question:

What kind of AI do we actually want to use as a company?

The answer? Consider building your own.

Instead of trying to limit AI use, smart organisations are embracing it. But, with guardrails. More and more businesses are moving toward corporate chatbots or custom GPTs: internally built tools, tailored to business needs.

Recently CROPLAND has been involved in developing an internal chatbot that provides answers based on internally curated and approved content. Employees can ask questions around the clock through a chat interface, while the chatbot retrieves relevant information from HR manuals, internal wikis, and policy documents. The underlying technology uses Natural Language Processing (NLP) to understand the questions and deliver the correct response instantly.

This is the direction things are heading: companies choosing their own AI path instead of leaving it to individual employees (and risky tools).

“The question isn’t if employees use AI—it’s whether your company is steering or reacting.”

What should your company do?

Choosing the right AI starts with a few key steps:

✅ Audit what’s already happening: What tools are employees using behind the scenes? What data is being shared?

✅ Define your needs: Do you need help with HR questions? Internal knowledge search? Automated reporting?

✅ Choose (or build) the right solution: Whether it’s a Custom GPT trained on your internal documents, or a secure corporate chatbot, the solution should match your needs and stay within your data governance policies.

✅ Train your people: AI doesn’t replace people—it helps them work smarter. But only if they know how to use it well and safely.

Listen to our podcast: Custom GPT or Corporate Chatbot?

Still unsure whether you need a ChatGPT-like tool, a fully custom solution, or something in between? When does a chatbot stop being a nice-to-have… and start being a serious business tool?

In our latest podcast, we explore the shift from personal use to enterprise-ready AI tools — and why that difference matters more than you think.

AI is here. Employees are already using it. The only question is: will you let it happen in the shadows—or will you take the lead, choose the right tools, and unlock the real value of AI for your business?

At CROPLAND, we help companies explore, test and build secure, valuable AI solutions—without the buzzwords. Ready to talk?

Want to see how other companies are turning AI ambition into real-world results? Or are you simply looking to stay up to date on the latest AI developments and news?

Follow CROPLAND on LinkedIn for ongoing insights, practical examples, and updates on how our Start AI Trajectory continues to support businesses in taking confident, strategic steps with AI.