Track AI features coming to your existing tools

The problem

You're considering building or buying an AI solution, but you suspect your existing software (CRM, accounting, Office 365, Google Workspace) might add this feature soon. Every month there are announcements about AI being added to tools you already pay for. You don't want to build something that becomes redundant when Microsoft or Salesforce releases a free update.

The solution

Create a simple tracking system for AI features relevant to your use cases. Monitor roadmaps and announcements from your key vendors, note expected release dates, and factor this into build-vs-wait decisions. This takes 30 minutes per quarter and can save thousands in wasted development.

What you get

A maintained list of AI capabilities you're tracking, which vendor might deliver them, expected timeframes, and your assessment of whether to wait. This becomes a reference for any AI investment decision and stops you from reinventing features that are weeks away from being free.

Before you start

• A list of your main software tools (CRM, email, documents, accounting, etc.)
• Identified AI use cases you care about
• Someone willing to spend 30 mins quarterly on updates

When to use this

• Before any significant AI investment decision
• During annual technology planning
• When a vendor pitches you an AI add-on
• When considering switching tools partly for AI features

When not to use this

• Your use case is highly specific and will never be productised
• You don't use mainstream software tools
• The need is so urgent you can't wait regardless

Steps

1. 1

   List your key software vendors

   Write down the main tools your organisation uses: Microsoft 365 or Google Workspace, your CRM (Salesforce, HubSpot, Beacon, etc.), accounting software, HR system, website platform. These are the vendors whose AI roadmaps matter to you.

2. 2

   List AI capabilities you care about

   From your AI wishlist or assessment, note the capabilities you might build or buy: document summarisation, email drafting, data analysis, chatbots, translation, transcription, etc. Be specific about what you actually need.

3. 3

   Research current AI features

   For each vendor, check what AI features they already offer that you might not be using. Microsoft Copilot, Google Gemini (in Workspace), Salesforce Einstein - many organisations are paying for AI features they haven't enabled. Use an LLM to help: "What AI features does [tool name] currently offer for [your use case]?"

4. 4

   Check announced roadmaps

   Search for "[vendor name] AI roadmap 2024" or check their announcement blogs. Major vendors telegraph features 6-12 months ahead. Note anything relevant with expected dates. If dates are vague, estimate based on "coming soon" vs "exploring".

5. 5

   Create your tracking sheet

   Build a simple table: Capability | Your Need | Vendor | Current Status | Expected Date | Wait or Build? Review quarterly and update based on new announcements. Share with anyone making AI investment decisions.

6. 6

   Set up alerts

   Create Google Alerts for "[vendor name] AI announcement" for your key tools. Subscribe to vendor newsletters or tech news that covers your sector. This surfaces relevant news without constant searching.

7. 7

   Factor into decisions

   When evaluating any AI project, check your tracker. If a vendor is 6 months away from offering something similar, that changes the calculation. Document this in your build-vs-wait assessment. Before enabling any new vendor AI features, check they comply with your data protection policy - especially regarding beneficiary data.

Example code

| Capability | Our Need | Vendor | Current Status | Expected | Decision |
|------------|----------|--------|----------------|----------|----------|
| Email drafting | Draft donor thank-yous | Microsoft 365 | Copilot available | Now | Wait - enable Copilot |
| Document summary | Summarise board papers | Microsoft 365 | Copilot available | Now | Wait - try Copilot first |
| Data analysis | Ask questions of data | Google Workspace | Gemini available | Now | Evaluate Gemini first |
| CRM analytics | Predict donor lapse | Salesforce | Einstein GPT beta | Q1 2025 | Wait 6 months |
| Form processing | Digitise paper referrals | Google | Document AI available | Now | Test existing feature |
| Chatbot | Answer website FAQs | Intercom | Fin AI available | Now | Evaluate Fin vs custom |
| Translation | Translate service info | DeepL | Pro available | Now | Use DeepL, don't build |
| Transcription | Transcribe interviews | Microsoft 365 | Teams transcription | Now | Already have it |
| Custom classifier | Route enquiries by type | None | N/A | Never | Build - too specific |

Note: Many vendors (Microsoft, Salesforce, Google) offer charity-specific pricing or grants.

Tools

Resources