As 2026 approaches, we asked eight industry experts which affordable AI tools will become essential for small business productivity.
What’s Happening: As 2026 approaches, small businesses face growing pressure to adopt AI tools that deliver genuine productivity gains. Industry experts predict a shift from generic chatbots toward specialised, context-aware automation that removes busywork whilst preserving human connection and trust.
Why This Matters: Experts warn that businesses choosing generic solutions over specialised, trust-first automation risk falling behind competitors who invest in systems tailored to their specific workflows and strategic goals.
As 2026 approaches, we asked industry leaders a critical question: which affordable tools, AI applications or automation solutions will become must-haves for small businesses seeking productivity gains?
Their answers reveal a sector moving beyond basic AI toward specialised systems that understand business context, embed trust and enable teams to focus on high-impact work. The consensus points away from generic chatbots and toward tools that remove friction whilst strengthening human connection.
Andrew McCarthy, Notion
Andrew McCarthy, General Manager for Australia, New Zealand, South East Asia and India at Notion, argues the challenge extends beyond simply adopting new technology.
“For small businesses seeking real productivity gains in 2026, the must-haves aren’t just adopting the latest AI tools, it’s being smart about creating systems that close the gap between AI aspiration and actually reaping the outcomes benefit,” he states.
The real productivity killer isn’t lack of AI. “Right now, teams are held together by ‘spreadsheets and human glue.’ The real productivity killer isn’t a lack of AI, it’s tool fragmentation. Small, nimble teams have an opportunity to outpace large companies by investing time in operational flows that remove busywork,” McCarthy explains.
Generic AI chatbots frustrate users through repetitive context setting. “The standalone AI chatbot is proving to have growing frustrations with generic outputs and repeat context setting. The next wave of adoption we are seeing here are end-to-end workflows that combine automation removing admin work and AI that acts in your company’s own context. Small businesses should prioritise building systems where they can enable AI to easily search across your internal sources like your company’s source of truth, chat, emails etc, eliminate hallucination risks and enabling teams to shift from doing work to simply describing the outcomes they want,” he states.
The opportunity centres on freeing time for meaningful work. “This change is for making room to allocated time on your life’s work. If the bottleneck on ambition is time, then operating with AI agents is what enables small businesses to focus on high-impact work that truly drives their mission forward. This operational smoothness is the key to unlocking the ambitious growth small teams are capable of in 2026. I’m excited to see where this leads us,” McCarthy explains.
Felicia Coco, Pressto AI
Felicia Coco, Founder at Pressto AI, observes businesses graduating toward specialised tools that provide capabilities once reserved for well-funded competitors.
“Businesses are graduating from basic AI like ChatGPT to specialised tools that elevate capability. In 2026, AI will augment business services that were once too costly or time-intensive for small operators,” she states.
Access to professional services through AI will transform operations. “This shift will give small businesses access to capabilities once reserved for cashed-up brands. Can’t afford a lawyer on retainer? Need help with customer service or a press release? There’s specialised AI for these tasks, and they’ll be essentials in the SMB toolkit. Small Language Models (SLMs) trained on niche data will outperform LLMs for specific, high-value tasks,” Coco explains.
Brand presence represents a particularly valuable application. “SLMs will have outsized impact on areas like brand presence. Reputation drives revenue, yet few owners have time to nurture it or justify the cost. That’s about to change. New tools will make DIY brand-building, including public relations, simple for anyone. They won’t just automate admin; they’ll act as always-on extensions of the business,” she states.
Her own company exemplifies this shift toward accessible expertise. “That’s what we’re building with Pressto AI: models trained on a decade of world-class PR work so small businesses can craft and pitch agency-quality stories without a PR background. Tools that elevate brand voice, turn expertise into polished assets and handle the research. The must-have tools won’t just save time; they’ll level the playing field and help smaller businesses compete for attention normally reserved for bigger players,” Coco explains.
Christopher Melotti, Christopher Melotti Consulting
Christopher Melotti from Christopher Melotti Consulting emphasises understanding business processes before selecting tools.
“In 2026, the landscape of AI tools and automation is diverse and, admittedly, a bit overwhelming for small businesses. There isn’t a one-size-fits-all solution, and it really comes down to understanding your unique business processes first. Once you do that, you can find the AI tools that best align with your needs,” he states.
General-purpose tools provide solid foundations whilst businesses evaluate specific needs. “Of course, general-purpose tools like ChatGPT and Perplexity are fantastic starting points and probably essential for most small businesses. But the real key is to stay open-minded and focus on AI that truly serves your business goals, rather than just adopting tech for tech’s sake,” Melotti explains.
Bede Hackney, Zoom
Bede Hackney, Head of ANZ at Zoom, highlights how cloud-based AI democratises access to enterprise-grade capabilities.
“Cloud based AI tools allow SMEs to have access to the same modern productivity and customer centric technology as enterprises, so they can compete on a level playing field. It’s crucial they harness these because those same modern tools will allow enterprises to be more nimble, which is traditionally one of the advantages SMEs enjoyed,” he states.
Truly agentic AI removes repetitive work whilst strengthening relationships. “In 2026, SMEs can easily tap into AI tools that take on repetitive tasks so business owners and employees can focus on creativity, strategy, and human connection. Tools like AI Companion, that are truly agentic, help users get more done, get better results, and strengthen colleague and customer relationships,” Hackney explains.
Customer experience improvements drive measurable business outcomes. “From a customer experience perspective, SMEs can embrace intelligent AI that can determine when a virtual agent should engage, which type (scripted bot, agentic model, or voice assistant), and when to hand off to a human based on a cost-impact-experience balance. This in turn will improve customer satisfaction and word-of-mouth, ultimately driving more revenue,” he states.
Nirit Peled-Muntz, HiBob
Nirit Peled-Muntz, Chief People Officer at HiBob, argues the most valuable tools will strengthen trust alongside automation.
“As small businesses look to boost productivity in 2026, the must-have tools won’t just be the ones that automate tasks; they’ll be the ones strengthening trust and supporting more human-centred leadership,” she states.
AI assistance should enhance connection rather than replace it. “We’re entering an era where AI is baked into everyday workflows, and the most valuable solutions will be those helping leaders stay connected, empathetic, and transparent as their teams navigate constant change. AI-powered assistants streamlining admin, personalising communication, or surfacing real-time insights will become essential,” Peled-Muntz explains.
Responsible AI principles matter as much as functionality. “But just as important are tools embedding responsible AI principles. Clear explanations, bias prevention, and ethical decision-making logic will be key to greater productivity, enabling people to understand how technology is influencing their work. Technology should serve people, not replace them, and small businesses have a real opportunity to lead with this mindset,” she states.
Trust-first leadership combined with accessible automation unlocks sustainable gains. “When leaders use AI to create clarity and psychological safety, teams feel grounded and empowered. The businesses that pair accessible automation with trust-first leadership will be the ones that unlock meaningful, sustainable productivity gains,” Peled-Muntz explains.
Mike Reddie, Okta ANZ
Mike Reddie, Vice President and General Manager at Okta ANZ, identifies trust as the emerging differentiator between merely capable AI and genuinely valuable tools.
“In 2026, the biggest productivity gains will come from AI tools that streamline day-to-day work, from customer engagement to workflow automation and decision support. But as AI becomes embedded in core processes, the real differentiator won’t just be capability; it will be trust. Organisations will increasingly choose AI tools that make identity front and centre, verifying who, or what, is accessing systems and ensuring every automated action is accountable. The most valuable AI will be both easy to adopt and secure by design,” he states.
Christina Kosmowski, LogicMonitor
Christina Kosmowski, CEO at LogicMonitor, envisions organisational structures adapting to AI-first workflows that fundamentally change how businesses operate.
“In 2026, the old-school organisation chart gets benched. Hierarchies built for human workflows will give way to AI-first networks, where people and intelligent agents team up and execute in real time. Think less playbook and more quarterback-on-the-fly. Information moves at the speed of intent. Decisions that used to take quarters now happen before the next timeout. The companies that win won’t be organised by function, they’ll be built for foresight. Every team will be connected by data; every action will be shaped by intelligence; and the best leaders will see the play before it happens,” she states.
John Harding, Konica Minolta Australia
John Harding, General Manager of Managed Services at Konica Minolta Australia, focuses on practical implementation that removes friction from daily operations.
“SMEs increasingly look for tools that remove manual effort and create clearer visibility across operations, and accessible AI and automation platforms will play an essential role in this. Tools that help consolidate information, streamline workflows, and improve decision-making will offer particular value, as will cloud-based productivity suites and workflow platforms, especially as more SMEs recognise the benefits of moving away from fragmented systems that slow teams down. These technologies continue to become more cost-effective, easy to integrate, and aligned to the way smaller businesses work. The focus will shift toward implementing practical tools that reduce time, duplication, and complexity,” he states.
The expert consensus points toward a transformation beyond simple task automation. The AI tools becoming essential for small businesses in 2026 will remove friction, embed trust, preserve human connection and enable small teams to execute with capabilities previously reserved for much larger organisations. Businesses selecting tools based on genuine workflow improvements rather than technological novelty position themselves to capture productivity gains that translate into competitive advantage.
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