DFW managed IT services leaders discuss SMB AI workflow automation, security, and ROI at Fulcrum Group in Keller TX.

By Steve “The Doctor” Meek | Talk To Th3 Doc Podcast | The Fulcrum Group, Inc.

🎙️Doctor’s Diagnosis: A Podcast Doc-umentary: Workflow Automation Without New Risk Episode 136

David Awad joined me to talk about a topic every SMB leader in DFW is wrestling with right now, how to use AI for real workflow wins without creating a security mess.Random reflection, I have watched enough Dallas Mavericks games to know this, you can have talent, but if the coach doesn’t customize the game plan for each team he is playing, you lose. AI is the same, tools do not replace leadership, they amplify it.

Introduction – Why Fulcrum Cares About This

At The Fulcrum Group in Keller, TX, we do not sell “tech for tech’s sake.” We help leaders use technology to reduce friction, reduce risk, and create steady forward motion.I absolutely loved David’s simple but profound observation,

“You cannot have artificial wisdom.”

SMBs do not need artificial wisdom. They need real leadership, paired with systems that make the right work easier, and not work harder. That is the heart of our SPOT Managed IT Services, our SPOT Managed Security Services, and our STARPower Framework for co-creating success.

The Problem or Question

Here is the challenge I see across DFW. Leaders feel pressure to “do something with AI,” but they do not know where to start, what to trust, or what it will break. They don’t “start with why”, if I can borrow from Simon Sinek.

When that happens, the result looks like this:

  • The organization has no controls and people just try anything,
  • random tools get turned on,
  • nobody thinks about privacy or permissions,
  • workflows stay undocumented,
  • and people expect magic (or just say AI sucks).

That is how you end up with what I call the Monty Python approach to IT, “and now for something completely different,” except it is your email, your sensitive files, and possibly your client data.

David’s point about automation rang true, “There’s a ton of business process automation there.” SMBs have the chance at plenty of automation upside. They just need a regimented and structured approach to determine their game plan for the organization, or for specific use cases.

The Fulcrum Way

Fulcrum’s approach lines up with the episode in three practical steps. We use different language, but the idea matches.

1) Start with the business problem, not the tool.

David kept coming back to the idea of asking what you are actually trying to solve.At Fulcrum, our Fractional CIO rhythm and Quarterly Success Reviews force this conversation. We do not let IT become random acts of improvement. We discuss the business, the context, the needs and align improvements to vision, budget, and risk. The approach is somewhat similar to Steve Job’s work backward observation.

2) Document the workflow before you automate it.

If you automate chaos, you simply get chaos at a higher speed. In the show notes, the theme was clear, document workflows so you can find what to automate.This is one of our competitive differences. We capture critical apps, processes, and can work with you to document data workflows so you do not rely on tribal knowledge. ITIL cautions in the Optimize and Automate “guiding principle” document and write details down, before going and trying to build things.

3) Treat security and permissions as first-class citizens.

David flagged it, security and permissions matter when you implement AI tools.That is one of the reasons we lean towards Microsoft Copilot for organizations. Microsoft’s guardrails include complex security controls and monitoring, and why we complement that with our own 365 and Copilot assessment capabilities. We want fewer fires, not faster firefighting.

This is also where our “No IT Jerks” philosophy shows up. Tools can feel cold but end user service and support should not. Leaders deserve clarity, plain English, and a team that answers the phone when their people need help.

Real-World Example or Metric

A simple “Friday after release” metric you can use is this: minutes saved per week in one workflow, multiplied by risk reduced.

Here is a real scenario I see all the time in SMBs. A finance or ops team copies data between email, spreadsheets, and a line of business system. They spend hours on it. They also make mistakes. AI can help, but only if you control scope and access.

David’s advice was practical. He pushed leaders to try tools, separate noise from signal, and learn limits. That mirrors our “Plan, Do, Review” core value and Jim Collins “ fire bullets before cannonballs". He advocates for empirical validation through small, low-risk experiments ("bullets") before making large, resource-intensive commitments ("cannonballs"). This approach ensures you test ideas to find what works, then concentrate resources to scale successful initiatives rather than risking failure on unproven ideas.

About the Author — Steve “The Doctor” Meek, CISSP

Steve “The Doctor” Meek is a DFW-based IT strategist, cybersecurity leader, podcast host, and co-founder of a 24-year technology legacy in North Texas. A recipient of the 2024 MSP Titan of Industry Award for Community Impact, Steve brings decades of experience helping CEOs, city managers, and healthcare and manufacturing leaders navigate cybersecurity, AI readiness, and operational resilience. As host of Talk To Th3 Doc, he explores leadership and ownership topics to find practical insights for SMB decision-makers.

Founded in Keller, TX, The Fulcrum Group, Inc. delivers relationship-centered DFW Managed IT Services through its flagship SPOT Managed IT Services and SPOT Managed Security Services platforms. Using its proprietary STARPower™ Framework, Fulcrum helps businesses strengthen security, modernize operations, and plan technology with clarity and confidence. With a 100% Texas-based team and a “No IT Jerks” philosophy, Fulcrum has earned repeated national recognition on the MSP 501 and CRN Top 500, serving SMBs, local governments, and mission-driven organizations across North Texas.

Call to Action

If you want the episode, you can watch and listen here:

If you are an SMB leader in DFW and you want help turning AI into real workflow wins, without “permission sprawl,” grab a strategy call by calling 817-337+0300. We chat with you about high value workflows or conduct a Copilot Readiness Assessment.

Key Takeaways and FAQ

1) Where should SMB leaders start with AI?

Start with one key workflow that costs time every week, then define a win you can measure with that use case.

2) What is the biggest mistake leaders make.

SMB leaders and IT departments sometimes buy a tool before they define the problem, then hope it turns into strategy.

3) Can AI replace leadership judgment.

No, artificial intelligence is raw knowledge. David said it best, “You cannot have artificial wisdom” is why you want humans in the loop (HITL) at the beginning for AI initiatives.

4) What should leaders watch for on security.

Permissions, data access, privacy setting, and audit trails. If a tool can access email and files, treat it like a real, separate system, not just an add-on.

5) How fast can an SMB pilot an AI project into something useful.

You can move faster than you think with focus. David even said you can prototype an AI idea in an afternoon.

6) What is the long-term strategy shift.

Leaders will spend more time orchestrating technology and less time hunting for the perfect tool. The amount of software in use will keep rising.

Mark Twain would say it like this, “Most folks do not fear the future, they fear the paperwork.” AI reduces the paperwork, but it still needs a grown up in the room.