Let me ask you a slightly uncomfortable question.

Do you know which AI tools your team is using at work… and what they’re putting into them?

Most business owners I speak to think they do. And then we dig a little deeper.

Generative AI tools like ChatGPT and Gemini have slipped into everyday work incredibly fast. They’re great for productivity. Drafting emails. Summarising documents. Brainstorming ideas. Solving problems faster.

The trouble is, they’ve arrived so quickly that governance hasn’t kept up.

A recent report looked at how businesses are using GenAI, and the findings are eye-opening. 

AI usage in organisations has surged. The number of users tripled in just a year. 

People aren’t just trying it out either. They’re relying on it. Prompt usage has exploded, with some organisations sending tens of thousands of prompts every month.

At the very top end, usage runs into the millions.

On the surface, that sounds like efficiency. 

Underneath, it’s something else entirely.

Nearly half of people using AI tools at work are doing so through personal accounts or unsanctioned apps. 

This is called “shadow AI”. It means staff are uploading text, files, and data into systems the business doesn’t control, can’t see, and can’t audit.

That’s where the risk creeps in.

When someone pastes information into an AI tool, they’re not only asking a question. They’re sharing data. 

Sometimes that data includes customer details, internal documents, pricing information, intellectual property, or even login credentials. Often without you realising it.

According to the report, incidents involving sensitive data being sent to AI tools have doubled in the last year. The average organisation now sees hundreds of these incidents every single month.

And because personal AI apps sit outside company controls, they’ve become a significant insider risk. Not malicious insiders, necessarily. Well-meaning people trying to get their job done faster.

This is where many businesses get caught out. They assume AI risk looks like hacking from the outside. 

It can look like an employee copying and pasting the wrong thing into the wrong box, at the wrong time.

There’s also a compliance angle here. 

If you operate in a regulated environment, or handle sensitive customer data, uncontrolled AI use can put you in breach of your own policies, or someone else’s regulations, without anyone noticing until it’s too late.

The warning is blunt: As sensitive information flows freely into unapproved AI ecosystems, data governance becomes harder and harder to maintain. 

At the same time, attackers are getting smarter, using AI themselves to analyse leaked data and tailor more convincing attacks.

So what’s the answer?

It’s not banning AI. That ship has sailed. And it’s not pretending it’s harmless either.

The real answer is governance.

That means deciding which AI tools are approved for work use. Being clear about what can and cannot be shared with them. Putting visibility and controls in place so data doesn’t quietly drift where it shouldn’t. And making sure your team understands the risks, not in a scary way, but in a practical, grown-up one.

AI is already part of how work gets done. Ignoring it doesn’t make it safer. Governing it does.

We can help you put the right policies in place and educate your team on the risks of AI. Get in touch.

The post It’s time to govern your team’s AI use appeared first on Sussex Tech Support.

Have you ever wondered what your browser is doing in the background while you work?

Most people think of a browser as a simple window to the internet. But a new wave of AI browsers is changing that idea completely. 

These tools are clever, fast, and can automate tasks that used to take minutes, or even hours. 

And that sounds great… until you realise they might also be quietly collecting or sending data you’d never normally share.

New technology is wonderful. But we know how quickly something helpful can become something risky when it’s used in the wrong way. Or without the right safeguards. 

AI browsers are a perfect example of that.

AI browsers (such as Microsoft Edge with Copilot, OpenAI’s ChatGPT Atlas and others) are designed to boost productivity by doing more than displaying websites. They can read what’s on the page, summarise it for you, translate it, gather data, and even take actions automatically. 

But here’s the problem: They can also be tricked.

Researchers found that the default settings in many AI browsers prioritise a smooth user experience over strong security. In other words, the browser is designed to be helpful first and safe second.

And that’s where things get messy for businesses.

Because these browsers don’t just display your data. They often send what’s on your screen to a cloud-based AI system so it can understand, summarise, or interact with it. That might include sensitive emails, financial information, client details, internal documents, or anything else an employee happens to have open at the time.

If the AI assistant sees it, there’s a chance that data has already left your computer and been processed elsewhere.

This becomes even more concerning when you realise that some of these browsers can perform actions on their own. They can navigate websites during logged-in sessions, interact with content, and complete routine tasks. 

That’s brilliant for efficiency, but it also means they could be tricked by a malicious webpage and convinced to hand over information without the user even noticing.

The warning is clear: AI browsers can expose businesses to unnecessary risk if they’re not configured and used correctly.

So, what do you need to think about before rolling them out?

Start with the basics: Understand where the data goes. 

Many AI browsers don’t allow you to keep the AI processing local on the device. Instead, everything is sent to the provider’s cloud service. 

That means your cyber security and data protection policies need to cover this. Especially if you work with sensitive information, regulated data, or anything involving clients.

It’s also important to think about how staff will use these browsers day-to-day. 

Even if the browser itself meets your security standards, an employee could easily introduce new risks by doing something as simple as opening an AI sidebar while sensitive information is visible on another tab. 

The AI doesn’t know what’s private, it processes what it can see.

And then there’s the temptation issue. 

Because these tools can automate boring tasks, some employees might try to use them to get through mandatory training or compliance activities. It’s easy to forget that an automated click-through isn’t the same as a trained, security-aware human.

None of this means AI browsers are bad. Far from it. 

They’re powerful, exciting tools with real business benefits. But like any emerging technology, they need guard rails.

If you decide to allow AI browsers in your business, make sure your staff understand how they work. Help them see that anything open in their browser could potentially be sent to the AI service. 

Encourage them to avoid using AI functions while viewing highly sensitive data. And make sure your IT team can centrally manage security settings so that convenience never comes at the expense of safety.

We’re still in the early days of AI browsers. Their risks aren’t fully understood yet, and the default settings often favour convenience over protection. Use them responsibly, after proper risk assessments and training.Before you adopt an AI browser across your business, take the time to make sure you’re doing it securely. If you need help with that, get in touch.

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Have you ever wished your computer just understood what you were trying to do, instead of making you dig through menus and search results to get there?

Microsoft’s working on it.

In the latest Windows 11 preview, there’s a new feature being tested called Ask Copilot. It’s taking centre stage right on your taskbar. 

Traditionally, when you search from the Windows taskbar, you’re using a basic search box that looks for files, apps, and settings. 

With Ask Copilot, that same box is getting a big upgrade. 

It now uses AI to understand what you’re looking for, and to guide you directly to the right place. Or help you achieve what you’re trying to do.

For example, you might type “open the invoice template I used last month”, or “connect to the projector”, or “how do I split this PDF?” 

Instead of just showing you a list of results, Copilot can act. It can open the file, adjust the setting, or generate a quick answer. 

It’s the same idea as the search you’re used to, but far smarter and more helpful.

You’ll also see helpful icons beside the new Ask Copilot box. These give one-click access to Copilot Vision (for understanding on-screen content) and voice commands (so you can talk instead of typing).

Now, if that sounds a bit too AI-heavy for your liking, it’s ok, it’s opt-in. 

You’ll only see Ask Copilot if you turn it on in your Settings (under Personalisation > Taskbar > Ask Copilot). 

For everyone else, the normal search stays exactly as it is.

Microsoft is quick to point out that this doesn’t give Copilot any extra access to your data. It only uses the same tools as regular Windows Search. It’s not secretly scanning your files or peeking at private content.

The benefit for your business? 

Time and focus. 

Instead of your team getting sidetracked hunting for documents, adjusting settings, or Googling how to do something simple, Copilot helps them get it done instantly. 

It’s another small step toward a more streamlined, productive workday. The kind where technology quietly helps rather than hinders.

Right now, Ask Copilot is just being tested in preview builds. But I think we’ll see a rollout soon.

Would you switch on Ask Copilot when it arrives? Or stick with classic search for now? Either way, the choice (for the moment, at least) is yours.

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How do you really know if your people are making the most of AI at work?

You’ve rolled out Microsoft Copilot. 

You’ve talked about how it can save time. How it can boost productivity. And how it can make day-to-day tasks easier. 

But how can you tell if your team is actually using it? Or if it’s quietly gathering dust on their desktops?

That’s exactly what Microsoft’s new Copilot Dashboard feature, called Benchmarks, is designed to reveal. 

It lives inside Viva Insights (part of Microsoft 365) and gives you a clear picture of how your employees are using Copilot. And how that compares to others.

Benchmarks can show how many people in your organisation actively use Copilot, which apps they’re using it in, and how often they come back to it. 

But it doesn’t stop there. 

It can also compare your company’s usage with other similar businesses. Those of the same size, in the same industry, or even in the same region. 

In other words, you’ll be able to see whether your team is leading the AI charge… or falling behind it.

Now, that may sound like a privacy concern. The idea of your company data being compared against others might raise an eyebrow or two. But Microsoft insists it’s handled safely. All the external data is anonymised, aggregated, and run through mathematical models to protect privacy.

From a business point of view, it’s a clever move. 

Many companies have been slow to fully adopt AI tools, even though the benefits are clear. A recent study found that only about 5% of AI pilot programs ever make it beyond the testing stage. Mostly because businesses struggle to adapt their processes and culture. 

Microsoft’s Benchmarks tool could change that by showing you exactly where adoption is stalling.

Of course, this new visibility might make some employees uneasy. No one wants to feel like their AI habits are being watched. But this is about progress, not punishment. If you can see which teams are using Copilot effectively (and which aren’t), you can identify where extra support or training is needed.

So, is your team using AI well? Soon you won’t have to guess. Copilot will tell you.

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How do your team really feel about using AI at work? 

Are they excited? 

Nervous? 

Maybe a bit of both?

A new study has revealed just how widespread AI has become in the workplace. And how mixed people’s feelings still are about it. 

Four in five workers now use some kind of AI tool in their day-to-day role. More than half are using AI assistants regularly to save time. But that doesn’t mean everyone’s comfortable with it.

Some employees worry they’ll be seen as lazy or untrustworthy for leaning on AI. Others feel judged or second-guessed by colleagues when they do. 

It’s a strange situation. People trust AI to help them, but they don’t always trust how others will react to them using it.

The truth is, AI is here to support people. It’s important to see AI as a partner. A tool to help us focus on what we do best. To focus on strategy, creativity, and problem-solving.

But for that to happen, people need to feel confident using it. And that’s where many businesses are falling behind. 

Only one in three workers have had any formal AI training. Most are figuring it out by trial and error. And that can lead to uncertainty, mistakes, and mistrust. 

Managers tend to feel more confident (around 70%), but that confidence drops sharply among junior staff, where only about a third feel the same way.

So what’s the solution? 

Like many other things, it starts with culture. Business owners and managers need to create an environment where experimenting with AI is encouraged, not judged. 

Show your team that using AI tools isn’t cheating. It’s smart working. 

Give them opportunities to learn, whether through formal training, internal workshops, or simple “show and tell” sessions where people share how they’re using AI to make their jobs easier.

AI confidence doesn’t happen overnight. But when people feel supported and trusted they’re far more likely to embrace it. That’s when you start to see results, like better efficiency, more creativity, and a team that’s ready for whatever the future of work brings.

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Ever found yourself juggling between Gmail, Outlook, and a dozen browser tabs just to find one email or check a meeting time?

It’s the kind of digital chaos most of us have learned to live with… until now.

Microsoft’s AI assistant, Copilot, is about to make life a lot easier. Thanks to a new Windows update, Copilot can now connect directly to your Gmail and Google Calendar, as well as your Microsoft accounts like Outlook and OneDrive.

That means, if you choose to turn it on, Copilot can search across both ecosystems to help you get things done faster.

Can’t remember when you last emailed a client? Just ask, “When did I last speak to Sarah?” Copilot will find it. Even if that message was buried in Gmail.

Need to plan next week’s schedule? It can check both your Outlook and Google calendars so you don’t double-book yourself.

Of course, you’re always in control. Copilot only accesses what you give it permission to. If you’d rather keep your accounts separate, that’s perfectly fine. It’ll keep working just as it always has within the Microsoft tools you already use.

But if you do choose to connect your Google account, it could be a real time saver. It’s one of the first times we’ve seen Microsoft’s technology work with Google’s instead of competing against it. If you mix and match apps from both sides, you’ll know that’s a big deal.

Away from searching and scheduling, Copilot is becoming a powerful creation tool. You can ask it to turn a few notes into a Word document, build a PowerPoint presentation, or even generate a polished PDF, all without opening a single extra app.

Longer responses from Copilot now include an “export” button so you can instantly send its output into the format you need.

The update has rolled out to Windows Insiders (Microsoft’s group of early testers) via the Microsoft Store, but it won’t stay there for long. This is clearly the direction Microsoft’s heading: Fewer apps, fewer steps, and more time to focus on actual work.

There is, however, one big question hanging over all of this. How much do you trust your AI assistant?

Linking Copilot to Gmail and your calendar means giving it access to some very personal data. Microsoft stresses that you stay in charge and your data isn’t used to train its AI, but it’s still worth thinking about before you click connect.

For many, the convenience outweighs the worry. It’s great to see we’re heading towards a world where your tools finally work together, not against each other.

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Language barriers have always limited what we can get out of online content.

Training videos, webinars, or product launches are only useful if you understand the language they’re in.

But that could soon change.

Microsoft is testing a new AI-powered audio translation feature in its Edge browser.

It can translate the spoken words in a video into another language in real time, swapping the original audio for a translated version.

Now, it’s limited to just a few languages. English, Spanish, and Korean. But it gives us a glimpse of how AI could make global content much more accessible.

Here’s how it works…

Once enabled in Edge’s settings, a small floating bar appears on supported sites (YouTube is one example).

When you start a video in another language, Edge automatically generates a translated audio track, muting the original.

The result is that you hear the video in your chosen language almost instantly.

There are some limitations right now though.

The feature requires a powerful computer. At least 12 GB of memory and a modern processor. It’s not going to run well on low-spec devices.

Accuracy can also vary, with occasional hiccups like extra voices or imperfect phrasing.

But given that this is still a preview, it’s impressive progress.

The potential here is huge.

International training materials, partner presentations, or even industry insights in other languages could become immediately useful without waiting for subtitles or professional translations.

It opens doors to faster learning, wider collaboration, and easier access to knowledge from around the world.

Real-time translation could help businesses think and work more globally than ever before.

If you’d like to learn more about the other productivity tools Microsoft offers, get in touch.

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How much do you want AI to remember about you?

That’s the question Microsoft’s beginning to answer with a big new update to Copilot.

Up until now, Copilot has been useful for quick tasks. Summarising text, drafting emails, or answering questions. But it doesn’t really hold onto much about you.

Every time you start fresh, it’s almost like meeting it for the first time. That limits how “personal” it can ever feel.

But now that’s changing.

Microsoft is adding memory management to Copilot. That means you’ll have more control over what it remembers.

You can explicitly tell it to “remember this”, and in upcoming updates you’ll get a full memory management page where you can see exactly what’s stored.

Then you can either edit or delete details whenever you like.

In other words, Copilot can build up useful context about you and your business, but you stay firmly in control of what it keeps and what it forgets.

Why does this matter?

Think about the time saved if Copilot could remember the way your team writes reports, the names of your key clients, or the formats you prefer for proposals.

Instead of re-explaining the same information repeatedly, you could just get on with the work.

And if something changes, say a client’s details or your preferred style, you can update or clear that memory instantly.

There’s another important piece to this update too: Connectors.

Copilot can already link to OneDrive. Soon it will be able to connect to Google Drive as well.

That means you’ll be able to ask Copilot to fetch documents, summarise a folder of files, or even surface insights from stored data without opening each file manually.

Over time, more services are expected to be added, giving businesses a much more joined-up way to work with their information.

These features are rolling out across the web, Windows 11, and mobile devices, with some likely to be free and others possibly reserved for Copilot’s paid tier in the future.

Copilot is moving towards being a smarter, more personal assistant that learns from you, while keeping you in the driver’s seat.

And that balance could be key.

The more Copilot remembers, the more useful it becomes. But the fact that you get to decide what it keeps means you can take advantage of that power without sacrificing control.

If you’d like to see what Copilot could do for your business, get in touch.

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What if I told you that most of the cyber attacks happening right now aren’t being run by people at all, but by artificial intelligence?

That’s the reality of where we are today.

According to new research, 80% of ransomware attacks are now powered by AI. That’s four out of every five.

And it’s not just ransomware. AI is increasingly being used to:

• Create more convincing phishing emails (messages designed to trick you into clicking a link or handing over sensitive details)
• Crack passwords at lightning speed
• Bypass CAPTCHAs (those little puzzles you solve online to prove you’re human)
• Generate fake customer service calls using deepfakes (AI-generated audio or video that mimics a real person’s voice or face)

So why does this matter for small and medium sized businesses?

The problem is speed and scale. Attackers using AI can try thousands of ways to break into a system in the time it would take a human to attempt just one.

And while a business needs to defend every possible entry point, an attacker only needs to succeed once.

That imbalance is what makes this such a big threat.

Traditional approaches to stopping malware, spotting it, removing it, and patching systems, are struggling to keep up. AI-driven attacks evolve faster than human teams can respond. That means businesses need to think differently about their defences. It’s no longer enough to rely only on antivirus software or occasional updates.

The good news is that AI is also being used on the defensive side.

Security systems that monitor for suspicious behaviour, predict likely attacks, and even set up traps for hackers are becoming more common.

But the real key is a layered approach. Strong security basics like patching and updates, combined with AI-powered defences, human oversight, and clear governance.

The reality is that AI-powered cyber crime isn’t going away. In fact, it’s only expected to grow. But with the right mindset and proactive defences, businesses don’t have to be easy targets. Acting now gives you the best chance of staying one step ahead of attackers who are relying on AI to do their dirty work.

If you need help checking your business is secure, get in touch.

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  Have you ever gone hunting through your computer’s Settings app, clicking through menu after menu, just to make one small change?

It’s frustrating, isn’t it?

You know the option is in there somewhere… but where?

Microsoft is working on making that experience a lot easier in Windows 11 by adding something new: An AI Agent built directly into the Settings app.

This isn’t a chatbot like Copilot that you open separately. Instead, it’s woven right into the search box inside Settings.

You don’t need to know the exact name of the setting anymore. You can just type what you want in plain, natural language. Something like “make the screen brighter” or “turn on voice control”. And the AI will find the right setting or even apply the change for you.

What’s clever about this is that it all happens locally on your device. Which means the AI isn’t sending your requests off to the cloud or sharing your information anywhere.

It’s powered by a small, fast language model built into the system. The results come back almost instantly. Microsoft has tuned it to focus on the settings people use most, so you’re not scrolling through a long list of irrelevant suggestions.

This might sound like a small tweak. But think about how often your team wastes time figuring out how to enable a feature or fix a basic issue.

Instead of waiting for IT support or Googling instructions, they can now ask the AI Agent in plain English and get an answer right there in seconds.

That means less downtime, fewer interruptions, and employees who feel more confident about using their PCs.

This new feature is still in testing for Copilot+ PCs through the Windows Insider Program. But it’s a glimpse of where Windows is heading: Making technology easier, faster, and more helpful for everyone.

It’s a genuine time saver that can make everyday tasks run more smoothly. And when your people can get back to work quickly without fighting with their computer, that’s a win for productivity and morale.

If you’re looking at upgrading to Copilot+ PCs or just want some advice on the right devices for your team, I’d be happy to help. Get in touch.   

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