AI for Business & Productivity · Intermediate level

Intermediate level · Module 4: Choosing and Evaluating AI Tools · Lesson 1 of 3

Comparing AI Tools

Compare AI tools against what the business actually needs.

In this lesson you will

  • Write requirements for an AI tool
  • Compare tools with a scoring table

Key concepts

requirementsscoring tablefeatures vs needsdata handling

The lesson

Start with requirements: the tasks, languages, devices, number of users, data sensitivity and budget.

Score each tool against the requirements, not against its feature list. A tool with fewer features that does your main task well is the better choice.

Include data handling, offline or low-bandwidth use, support and how easy it is to leave.

Step by step

  1. Write requirements for the main use case.
  2. Shortlist two or three tools.
  3. Score them in a table.
  4. Note data handling for each.
Troubleshooting tree

Should we pay for this AI tool?

A quick decision path before committing to an AI subscription.

Did the tool do our main task well in a trial with our own staff and real tasks?
  • Yes
    Does its data policy allow the information we would put into it?
    • Yes
      Is the time saved, after checking, worth more each month than the subscription?
      • Yes
        Subscribe, starting with the smallest plan, and review value after three months.
      • No
        Stay on the free plan or keep doing the task manually; re-evaluate if prices or needs change.
    • No
      Do not use it for that data. Use it only with anonymised information, or choose a tool with acceptable data terms.
  • No
    Do not buy it on the strength of adverts. Trial an alternative or improve your prompts and templates first.

Notes

Count staff time spent checking and correcting outputs — it is the cost most often forgotten.

Practice activity

Complete a requirements-based comparison for the chosen organisation.

Expected result: A scored comparison with justified rankings.

Check your understanding

  1. What should tools be scored against?

    Show answer

    The organisation's requirements.

  2. Why consider how easy it is to leave a tool?

    Show answer

    To avoid being locked in if prices or terms change.

Taught live by an instructor — online or in person. Free course lessons are for self-study and do not lead to a certificate — see registration options.