The Impact of Generative AI on Flemish SMEs

From reducing administrative burdens to enhancing customer interactions, Generative AI opens up a world of new opportunities. In this blog, we share valuable insights, showcase real-world applications, and highlight the current challenges Flemish SMEs face when adopting this emerging technology.

Generative AI, best known through tools like ChatGPT, enables machines to create text, images, and other content based on human prompts. While many businesses start using ChatGPT for basic tasks like drafting emails or summarizing documents, the real potential goes far beyond these entry-level use cases. At Studio Fledge, we support Flemish SMEs in exploring and leveraging these broader possibilities through inspiration sessions, workshops, and hands-on Proof of Concepts (PoCs). Our goal is to make Generative AI tangible, practical, and immediately valuable.

Moving Beyond the Basics

For many companies, ChatGPT is their first encounter with Generative AI. Employees and leaders use it to generate content, answer questions, or save time on daily tasks. However, the use often stays superficial, while more advanced applications are well within reach. Some examples:

• Creating private “GPTs”
• Searching and comparing structured and unstructured documents (e.g., PDFs, Excel)
• Generating output in various formats such as CSVs, tables, or even images
• Exploring alternative AI tools like Google Gemini or Anthropic Claude
• Applying prompt engineering techniques for better results
• Using AI as a smart search interface

Although ChatGPT is a highly versatile tool, we often notice that businesses have unrealistic expectations about its capabilities in specific operational contexts. Since GPT models are trained on vast amounts of general data, they aren’t inherently suited for addressing company-specific queries. However, there are effective ways to tailor Generative AI to organizational needs. One powerful method is Retrieval-Augmented Generation (RAG), which allows secure integration of internal company data, enabling the model to generate responses that are accurate and context-aware. Need help setting this up? That’s where we come in.

Microsoft CoPilot: A Gateway to Enterprise AI

The integration of Microsoft CoPilot into the Office 365 suite marks a key entry point into Generative AI for many companies. By embedding AI functionality directly into familiar tools such as Word, Excel, and Outlook, Microsoft has made the technology more accessible than ever. However, in practice, many organizations find that the initial results don’t fully meet their expectations.

This is often due to two key factors: limited employee adoption and a lack of readiness in the underlying document and permission structures. Without proper content governance and implementation, even the most powerful tools can fall short. That said, with the right foundations in place, CoPilot can deliver meaningful productivity gains and streamline everyday tasks.

Microsoft continues to invest significantly in the evolution of CoPilot, and we anticipate that its capabilities and adoption will expand rapidly in the near future.

Currently, Microsoft CoPilot enhances productivity across the Office ecosystem with features such as:

• SharePoint: create, edit, and intelligently search pages and sites
• Teams: generate meeting summaries and action points in real-time
• Word: assist with writing, editing, summarizing, and formatting documents
• Excel: analyze data, identify trends, and produce polished visualizations
• PowerPoint: design and format presentations using natural language prompts
• Outlook: draft and refine emails with AI-generated suggestions
• OneNote: organize, improve, and navigate notes more efficiently

With proper training and a structured approach, companies can turn CoPilot into a powerful digital assistant - one that not only saves time but actively enhances the quality of work.

Practical AI Use Cases for Flemish SMEs

For many small and medium-sized enterprises, the world of AI still feels unfamiliar. While there’s a general awareness that AI holds great potential, the question remains: where do you start, and how can you create real value?

We believe that every company should begin by seeking informed guidance on the opportunities and challenges of this rapidly evolving technology. A logical next step is to experiment using accessible tools like ChatGPT or Microsoft CoPilot, and to define a few targeted, high-impact use cases.

We notice that business leaders don't always fully understand the possibilities and applications of AI in their organizations. There is a misconception that it is still too early to take steps in this direction, or that it involves expensive and complex integrations. The opposite is true: there are a huge number of low-effort opportunities to improve small parts of business processes, often leading to a high return. The technology is now so accessible that we can achieve excellent results even with small development projects. – Tom Celis, Head Of Studio Fledge

At Studio Fledge, we've invested in a dedicated AI environment designed to rapidly and affordably develop custom prototypes. This allows us to demonstrate, in a hands-on way, how AI can generate immediate value, tailored to the specific needs and context of Flemish SMEs.

Below, we highlight several concrete examples that illustrate this approach in action.

Automation and Efficiency

One of the most immediate and impactful areas where AI can support SMEs is automation. By streamlining repetitive and time-consuming tasks, Generative AI enables teams to work more efficiently and focus on higher-value activities. These improvements don’t require large investments or complex systems, just smart use of the right tools.

Here are some concrete, real-world use cases where AI is already driving measurable efficiency gains:

DOCUMENT GENERATION

Automatically generating documents such as quotes, reports, or contracts, is often one of the first practical applications of AI within SMEs. Tools like Microsoft CoPilot offer a helpful starting point, but they frequently fall short when it comes to creating more complex content or capturing the right tone and structure using simple prompts. To overcome these limitations, we develop custom workflows tailored to each client’s needs. For example, we build chatbots that generate documents based on predefined templates and historical examples. These solutions rely on Large Language Models (LLMs) and are powered by interactive Q&A sessions with users, combined with relevant company data. The result: high-quality, consistent documents produced in a fraction of the time.

INTELLIGENT DOCUMENT SEARCH

A frequently requested application of AI is the ability to search internal company documents, whether within platforms like SharePoint or as an enhancement to existing document management systems. When supported by a well-organized folder structure and rich metadata, AI-powered search bots can understand natural language queries and deliver accurate answers based on company data. Instead of manually browsing through folders, employees can simply ask a question and receive either a direct response or a link to the most relevant document, saving valuable time and improving information access across the organization.

MAIL TRIAGE

General inboxes (such as info@company.com) often receive a high volume of emails every day. Many of which need to be routed to the right department quickly. Traditionally, filtering was limited to sender addresses or subject lines, which rarely provided enough context for accurate sorting. Generative AI changes this. By interpreting the content of each email, AI can classify messages and automatically forward them to the appropriate team such as sales, support, or finance. This not only reduces manual workload but also ensures faster response times and more consistent follow-up, improving both efficiency and customer experience.

CONVERTING DOCUMENTS INTO STRUCTURED OUTPUT

Many organizations rely on documents like PDFs, Excel sheets, or Word files that follow inconsistent formats, making them difficult to process automatically. To address this, we develop solutions that extract and transform data from these non-standardized files into structured, machine-readable formats such as tables, CSVs, or database entries. These systems use AI to interpret the content and structure of each document, enabling faster processing, better data consistency, and smoother integration with internal tools or workflows. This is especially valuable for companies that regularly handle invoices, forms, or reports in varying layouts.

UNLOCKING VIDEO DATA 

For a training center, we created an AI-powered application that makes video content searchable and accessible through a chatbot interface. Users can quickly find relevant information by asking questions, and the tool responds with both a textual answer and direct links to the precise moments in the video where the content appears. This approach significantly improves user experience by enabling fast, targeted access to valuable knowledge embedded within large volumes of video material, saving time and enhancing learning outcomes.

TENDER EVALUATION

One innovative application we developed is a tender evaluation tool that helps businesses assess the feasibility of responding to a tender. By analyzing factors such as the company’s context, core activities, financial constraints, and specific awarding criteria, the tool generates tailored recommendations. This supports decision-making by providing clear, data-driven insights on whether and how to proceed with a tender opportunity.

AUTOMATING INTAKE PROCESSES

For a company specializing in rehabilitation aids, we created a prototype to automate intake conversations using speech-to-text technology. This AI-powered solution converts spoken input into structured data, categorizes the information, and integrates it directly with the company’s ERP system for seamless processing. Beyond data capture, the tool can offer guidance on next steps, timelines, and detect missing information enhancing registration accuracy and efficiency. This approach is highly adaptable and can be applied across various sectors, including patient intake in healthcare, customer complaint handling, and work order registration in field services.

Innovative Solutions

Generative AI is a catalyst for innovation, enabling organizations to explore new products and services like never before. Many companies are experimenting with AI-driven applications to broaden their offerings and stay competitive.

The technology accelerates the prototyping process, allowing developers to quickly build and integrate AI models into existing software solutions. Additionally, a wide range of AI-powered tools now support the creation of diverse content including designs, written materials, and videos, empowering businesses to produce high-quality creative assets efficiently and at scale.

Challenges and Investments

Implementing Generative AI involves important investments. For SMEs to fully leverage its potential, they need the right infrastructure, tools, and expertise. This includes upgrading hardware and software, as well as committing to ongoing employee training and education.

Adopting AI solutions comes with a learning curve, and integrating these technologies into existing workflows can be complex. However, companies that dedicate the necessary time and resources will benefit from significant long-term gains in efficiency, innovation, and competitiveness.

Step-by-Step Implementation: The Key to Success

Our experience demonstrates that a gradual, step-by-step approach is the most effective way to adopt Generative AI. By starting with small-scale experiments and collaborating with AI experts to develop prototypes, growing companies and SMEs can explore AI’s potential incrementally, minimizing risks while maximizing learning.

This method not only uncovers valuable use cases tailored to the business but also helps employees build confidence and familiarity with the technology, laying a strong foundation for broader adoption.

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AI is here to stay, and an increasing number of companies are recognizing its potential. However, many organizations are still not fully aware of both the opportunities and challenges it presents. While tools like ChatGPT and Microsoft CoPilot enable rapid adoption, those without a clear understanding of AI’s capabilities risk facing unmet expectations.

The good news is that AI has become highly accessible and affordable, empowering companies to quickly experiment and identify where this technology can truly add value. We’re witnessing a growing number of Flemish SMEs harnessing Generative AI intelligently, and this momentum is set to continue.

For this reason, we strongly encourage businesses to thoroughly educate themselves about AI and to develop a well-defined adoption strategy tailored to their unique needs.

If you’d like to explore a specific use case, see a demo, or receive personalized advice, please don’t hesitate to reach out. We’re here to help you unlock the full potential of AI for your organization!

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