How my 4 favorite AI tools help me get more done at work

The generative AI boom might have started with the launch of ChatGPT, but the technology has now been integrated into all kinds of productivity platforms designed to make our everyday workflows easier.

A fear many people have when they hear about AI use in the workplace is that the technology will replace them. However, the tools I’m talking about here won’t do the work for you — rather, they can increase your work productivity.

Also: The best AI search engines: Google, Perplexity, and more

These AI tools can help you complete small but necessary daily tasks that add up to lots of saved time in the long run. The result: You spend less time on admin and drudgery, and more time doing things you enjoy or that are of higher value to your work.

I have been covering and testing AI tools for ZDNET for over two years, even before AI reached its current level of popularity. Some of the tools stood out and impressed me so much that I found it hard to stop using them and, as a result, I’ve incorporated several of these tools into different aspects of my daily workflow. 

Here are my favorite AI tools, which I use almost every day. Interestingly, only one of these life-hack technologies is an AI chatbot.

1. Grammarly 

Grammarly has been around for quite a while, and AI has always been an integral part of its services. The platform is known for its ability to check for spelling, grammar, conciseness, and more in everyday writing, and for good reason — it’s reliable and helpful. 

Also: Why the Grammarly app is better than the browser extension – and how to configure it

My favorite way to use the tool is by turning on the Grammarly for Chrome extension so that the AI can work alongside me in the background to catch any mistakes I’ve missed. This is especially useful when writing on the go, like composing a quick email. 

I studied journalism in college and now write multiple stories daily for work. As a result, I’m fairly confident in my ability to avoid most grammatical errors and write quality content. However, sometimes, when writing a quick email or message, I miss little details — that’s where Grammarly can polish my work. 

In addition to basic grammar assistance, the tool can offer other more advanced help, thanks to its integration of generative AI features that provide shortcuts to regular tasks. 

For example, you can use Grammarly to create or rewrite text, provide ideas, identify gaps in your writing, change the tone of your text, generate quick replies, make outlines, and more. You can even select a voice, which includes options for formality and tone, to help compose messages for different platforms, such as LinkedIn or email. 

Although I don’t use the write or rewrite features in my own workflow, I can see the value of implementing it into other people’s everyday writing processes. 

2. ChatGPT

I’ve tested most AI chatbots on the market, and ChatGPT recently became my favorite and a must-have in my workflow. Here’s why. 

Although ChatGPT was undeniably impressive when it first launched, it had some major drawbacks, including a knowledge limit and an older GPT model. However, OpenAI upgraded its chatbot in May to address those issues, adding features typically limited to ChatGPT Plus users, including Browse, Vision, data analysis, file uploads, and GPTs. This upgrade makes free ChatGPT an all-encompassing AI tool for work that you should take advantage of.

Also: How ChatGPT can help you write an essay

Then in November, OpenAI officially added a search feature to the chatbot which allows users to search the web directly within ChatGPT for timely, up-to-date information, complete with citations linked to sources.

I primarily use the tool as a more conversational search engine. If I have a question about anything, I turn to ChatGPT rather than Google because instead of filtering through hundreds of results as I would following a Google query, I get one simple, conversational answer that addresses my question directly. 

Also: ChatGPT has officially replaced Google Search for me – here’s why

The biggest benefit for me is the time saved from not having to enter a structured sentence with keywords into Google. Rather you can enter a rambling sentence into ChatGPT Search and still get great results.

ChatGPT can help proofread grammar, rewrite text with imperfect wording, and write messages, proposals, or other content from scratch. Although I don’t use these features in my work or articles, I find them incredibly helpful when writing personal correspondence.

Perhaps one of the most valuable new features allows users to upload screenshots, photos, and documents. PDFs often contain lots of information that can be difficult to digest; now, you can upload them to ChatGPT and have it answer your questions about the document, generate summaries, or even create content based on it. 

Also: How to use ChatGPT to analyze PDFs for free

As a reporter covering the rapidly evolving world of AI, I often have to read new research, including many academic journal articles. After I’ve read the entirety of a study, I’ll use ChatGPT’s summary to confirm my findings and inquire further on points I was still unclear on. 

Another valuable perk of ChatGPT is its ability to assist with writing code, generating Excel formulas, creating charts and tables, and more. While I don’t need to use these features at work and haven’t tested them, I know several working professionals who use them regularly. 

3. Canva Pro 

Canva has nearly every AI tool you can imagine for graphic design, including its own AI image generator. However, if you create visual content daily like me, you likely won’t need to generate images that frequently. Instead, you need tools that make it easier and faster to create social media posts, invitations, flyers, and presentations — and that’s where Canva Pro shines. 

Canva Pro has an impressive array of graphic design tools, including Magic Edit, Magic Design, Magic Eraser, Background Remover, and more. These features complete a robust range of tasks, automating nearly all your visual design needs.

Also: The best AI image generators: Tested and reviewed

My favorite tool, which I reach for constantly, is Canva’s AI Background Remover. Does it sound basic? Sure, but if you’ve ever had to isolate an item in a photo, you know how tedious the process can be using Photoshop or how badly some automated tools can botch this task.

With Canva, all it takes is the touch of a button to isolate an image, and the AI produces accurate results every time. The best part is that I don’t have to open a new photo or video editor to then make a graphic with the PNG, saving me time. I use this feature regularly to create images for my articles, product images for ZDNET best lists, and even Instagram posts. 

A Canva Pro individual account costs $120 per year after the 30-day free trial expires. 

4. Otter.ai

If you’ve ever transcribed a conversation by hand, you’ll know it’s a time-consuming and tedious task. 

AI is here to help. Whether you’re a student who records your lectures, a professional who needs to create meeting notes and highlights, or someone who conducts interviews regularly, Otter.ai is a serious time-saver. 

With Otter.ai, you can import a voice recording and have it transcribe the conversation in minutes. The AI assistant includes speaker designations, time stamps, and a reasonably accurate transcription. Otter can also record and transcribe conversations in real time. 

As a reporter, I conduct many interviews as part of my daily workflow. It can be extremely time-consuming to review the audio recordings of these interviews — which can be as short as 15 minutes or as long as an hour and a half — and then either write down the conversations word for word or jot down time stamps of sections that stood out to me. With Otter.ai, I can simply upload the audio file and generate the transcription in seconds. 

Also: Google’s new AI tool could be your new favorite learning aid – and it’s free

It is also useful for live events, such as meetings, lectures, and briefings, where you would rather be present in the moment than speed take notes. I have used other transcription services, but Otter.ai excels in accuracy and efficiency. If a transcription section looks off, you can listen to the audio and edit the text with a single click. 

Another useful perk is the chatbot that accompanies each transcription. You can chat with “Otter” and ask questions about the transcription, which is useful for those moments when you remember the gist of what someone said but not the exact words. 

Otter.ai offers a free plan, but you’re limited to 300 monthly transcription minutes at 30 minutes per conversation for all conversations recorded on the platform itself, and you only get three-lifetime imports with a free account. Therefore, if you record the conversations that need transcribing elsewhere, the free plan might not be for you. 

If you are like me and need unlimited imports and advanced search, Otter.ai offers a subscription cost of $8.33 per month when billed annually. Since time is money, considering all the time that Otter.ai saves me, it’s a worthwhile investment.