Everyone is talking about Artificial Intelligence (AI) nowadays. These tools are supposed to make us work smarter, so I got curious. Which are the best AI tools for workplace productivity?
This is an area where many of us struggle. There’s a lot always going on at work, and stress, distractions, and outdated tools significantly hamper our output. In fact, around 70% of employees worry about various stressors during their work hours, which affect their overall productivity.
But, unlike years before, we can now use new technologies to improve productivity – and I dare say, even reduce our workplace stressors. AI may be our best chance to improve productivity in all aspects of the job.
So, I researched and found some amazing AI software that you – newbie to pro – will love.
What Are AI Tools for Workplace Productivity?
AI tools for productivity leverage artificial intelligence to automate repetitive tasks, improve decision-making, and enhance workflow efficiency.
These tools reduce manual work and improve time management and output. AI software can assist with everything from project management and content creation to customer communication and data analysis.
The primary goal is to increase workplace productivity by making processes smarter, faster, and more accurate.
Here are my best AI software recommendations:
Video Creation and Editing AI Tools
Video is important for workplace communication. You now need to create instructional content, product demos, training videos, explainers, and even social media clips. Simply put, videos are key to engagement.
But if we’re being honest, video editing is a headache! But not if you use a bit of AI.
AI-powered video recorders speed up editing and simplify transcription, translations, and adding captions. You no longer need advanced skills or hours of work – these tools help you get professional results in a fraction of the time.
1. Zight
Zight is your all-in-one tool for screen recording, GIF creation, video editing, and screenshotting.
The software also has impeccable AI features to automatically transcribe your videos, add titles, and even translate the content to different languages. This is a game-changer for video editors and content creators working on global teams.
Plus, its simple interface makes it an easy-to-use tool for users at any level. You can download Zight for Mac, Windows, and Google Chrome. You get a free version plus paid plans for unlimited use!
2. Descript
Descript flips traditional video editing on its head. This AI-powered tool allows you to edit your video by revising the script – yes, the words. Say goodbye to complex timelines and trimming.
Descript’s AI automatically transcribes your audio or video, and you can make changes by simply editing the text. You also get features like overdubbing, where the AI generates new audio if you need to re-record something.
It’s a powerful tool for podcasters, YouTubers, or anyone who wants to simplify editing while maintaining high-quality content.
Knowledge Management AI Tools
What are the odds you’ve dealt with information overload recently? We live in a time where we’re bombarded with data from every angle. If you’ve ever spent hours searching for a single file or important piece of information, you know how frustrating it is.
That’s why knowledge management AI tools are essential. They organize your information so you can quickly retrieve documents, notes, or files, thus saving time and boosting productivity. And they work for you as an individual managing personal data or part of a large team.
3. Mem
Mem takes personal knowledge management to the next level with AI. It’s a free-flowing note-taking app that learns how you work and then suggests connections between your ideas – and automates workflows.
The AI helps you retrieve data quickly by providing instant search capabilities, meaning no more endless scrolling. It even offers smart tagging, organizing your notes for easy navigation without you having to do the manual work.
Mem’s AI-powered suggestions make maintaining a seamless flow of ideas easier, so you can recall information exactly when you need it.
4. Notion AI Q&A
Notion AI is integrated right into the popular note-taking and workspace app, which makes it even more powerful.
The AI helps you manage knowledge by answering your questions based on the content in your workspace. It generates summaries, drafts, or responses to queries in seconds to save you hours of manual reading.
This tool is perfect for teams – it creates an organized knowledge base without needing dedicated managers. Its powerful search function and AI-generated answers make it a must-have if your team needs to streamline their information and boost productivity.
Email Management AI Software
You’ve just found sixteen emails in your inbox on Wednesday – after your lunch break. Time is not even moving at this point; and the week might never end. How will you deal with the emails?
Managing your email inbox can be overwhelming, especially when it’s cluttered with messages from various projects. But with AI tools for email management, you will simplify inbox management by summarizing threads, drafting emails, and even personalizing responses.
If you’ve ever wished your inbox could manage itself, these tools can help.
5. Microsoft Copilot Pro for Outlook
Microsoft Copilot Pro helps you write emails from scratch, summarize long email threads, and even analyze your email’s tone to ensure it’s clear and effective.
Need to draft a follow-up email or summarize a meeting? Copilot’s got your back. It can also create tasks directly from emails in Microsoft To-Do!
The integration with other Microsoft tools like Word, Excel, and PowerPoint makes this an even better choice if you are already part of the Microsoft ecosystem. The AI software is perfect if you’re managing multiple threads at once and need to boost communication efficiency.
6. Shortwave
Shortwave integrates with Gmail, so you can use AI to handle your inbox better.
It can search old conversations, extract data from threads, and even draft replies based on the context. Even better, you can use the AI to schedule meetings with natural language commands. It will also summarize long back-and-forth email exchanges, so you won’t have to wade through a sea of emails to get the gist.
Shortwave makes staying organized much easier, saving you time on both scheduling and email management. However, it’s currently limited to Gmail, which might be a drawback if you’re using other providers.
AI Chatbots
AI chatbots are invaluable if you want to find deep information on different topics faster, automate customer support, or create personalized customer experiences. They’ll help you manage inquiries, resolve customer issues quickly, and scale operations without increasing costs.
AI chatbots also learn from past interactions, making them smarter over time and able to handle even more complex requests.
They’re not just for customer service either – think of using them for marketing, sales, or even internal team support. With a chatbot in place, you’re basically adding an employee that works 24/7!
7. ChatGPT
If you’ve ever wished for an extra pair of hands (or brains) to tackle your workload, ChatGPT might be just what you need.
The software engages in dynamic, human-like conversations, powered by OpenAI’s large language model. You can use it to answer questions, write content, and provide customer support.
But the best part about this software is its adaptability. No matter the industry or task, ChatGPT can jump in and help with content creation, coding assistance, or even brainstorming ideas.
Its integration with platforms like Slack makes it even more useful. While the free version runs on GPT-3.5, GPT-4 (available in the paid version) offers even more accuracy and better conversational flow.
8. Claude
Claude AI might be your next go-to tool if you juggle multiple tasks and need a productivity boost.
Built by Anthropic, the AI works best when you need a chatbot with an excellent memory for retaining long conversation histories. This makes it perfect for ongoing, complex projects where context matters.
Unlike ChatGPT, Claude focuses more on retaining ethical guardrails, thus minimizing the risk of generating harmful content. While it may have fewer parameters than ChatGPT, it will manage lengthy conversations and context-rich interactions – a good competitive advantage.
You’ll also love it for detailed customer support and team collaboration projects that need to continue seamlessly over time.
AI Tools for Content Creation
Remember when creating content meant staring at a blank page for hours, hoping for inspiration to strike? Or when optimizing for SEO felt like trying to crack a secret code?
Those days are fading fast, thanks to AI-powered content creation tools. The best two are:
9. SurferSEO
SurferSEO helps you optimize your web content as you write, making it one of the best AI tools for boosting your site’s search engine rankings. You can work from the content editor or download extensions for Google Docs, WordPress, etc.
The software uses AI to help you create data-driven, search-optimized content to rank higher on Google. It provides real-time feedback as you write, suggesting keywords, improving structure, and giving your content a score to show how likely it is to rank well.
It’s great for bloggers and marketers who need to focus on visibility and engagement without spending hours on keyword research. If you’re working on long-form content or blog posts, SurferSEO also streamlines the process by generating briefs and outlines that align with the search intent
10. Jasper
Jasper focuses on automating content creation, particularly for marketing copy. It’s ideal for marketers and businesses that need quick, engaging copy, whether for ads, blogs, or social media.
Jasper integrates with SurferSEO to optimize for search engines but really shines in its ability to generate creative, human-like text – and fast. You can adjust the tone and style of your writing as you write to fit any brand, making the AI versatile for various industries.
It may not handle technical writing as well as other AI and content creation tools, but Jasper is a top performerfor general copywriting tasks.
Task and Project Management AI Tools
Managing projects and tasks can quickly become overwhelming. How do you keep track of deadlines, priorities, and team progress without drowning in a sea of to-do lists and spreadsheets?
AI-powered task and project management tools are changing the game. They can predict project timelines, automate workflows, and even help prioritize your daily tasks.
11. Asana
Asana simply takes project management to the next level – especially with its AI integration. With it, you will automate workflows and, thus, reduce manual data entry and minimize human error.
An absolutely impressive AI capability is the project timeline predictions. It analyzes past project data and current progress to forecast potential delays or bottlenecks. This way, you can proactively address issues before they become huge problems.
Asana’s AI also assists in task assignments, suggesting the best team member for a task based on their skills and current workload. With this, you’ll enjoy balanced workloads to improve overall team efficiency.
The tool’s natural language processing allows you to create tasks quickly using conversational language. Simply type “Schedule team meeting for next Tuesday at 2 PM,” and Asana will set it up for you.
Here’s our comprehensive guide to using Asana!
12. Any.do
If you’re looking for something simpler, Any.do is your go-to. While it’s popular for daily task management, its AI features take it a step further.
The tool comes with smart reminders, task prioritization, and even a focus mode to help you cut distractions. Even better, the AI learns from your behavior – suggesting the best time to tackle specific tasks based on your productivity patterns.
Plus, it syncs seamlessly across devices, so you’ll never forget an important task again, no matter where you are!
Grammar Checker AI Tools
Writing clear, error-free content is crucial for effective communication. However, proofreading can be time-consuming and tedious. AI-powered grammar checkers can significantly speed up this process to help you produce polished content faster.
These tools go beyond basic spell check to offer advanced suggestions for style, tone, and clarity. With them, you’ll write more effectively across various platforms, from emails to reports to social media posts.
13. Grammarly
Grammarly is a powerful AI-based writing assistant that’s ideal for real-time grammar checks and style improvements. It analyzes grammar, punctuation, and spelling while also providing suggestions to enhance clarity and tone.
The AI can also set specific goals for your content – based on audience, formality, and intent. This makes it incredibly versatile, whether you’re writing emails, reports, or academic papers.
Grammarly even includes a plagiarism checker, which is useful if you’re working with a lot of source material.
14. Wordtune
Wordtune takes a slightly different approach by focusing heavily on sentence rewriting. While it does offer basic grammar and spelling checks, you want to use it to adjust tone, clarity, and style.
The tool gives you multiple sentence rewrite suggestions to refine your content in various ways, from more formal to casual tones. This makes it extremely helpful for content creators, marketers, or anyone working with copy that needs to resonate with specific audiences.
Unlike Grammarly, Wordtune focuses more on rephrasing and contextual improvements, and you also don’t get a plagiarism checker.
Wrapping Up!
There you have it! These are just some of the best AI productivity tools you can add to your arsenal today. Each helps you automate repetitive tasks, whether writing that email, creating a graph, transcribing, or even checking grammar.
But here’s a thing I might not have said early on – they are absolute gold if you manage a remote team.
With team members scattered around the globe, you need tools that minimize delays – record, transcribe, and send that onboarding video with Zight. Or, gather everyone on Asana, assign tasks, the team gets notified, and you eliminate back-and-forth calls or emails until the project is done!
Sounds easy, right? That’s because, with AI, it actually is. So, which AI software will you download today?