Best AI Productivity Tools

  • Last Updated: 26 Mar 24
  • 20 min read
Best AI Productivity Tools

Have you ever found yourself struggling with the relentless demands of emails, meetings, and an endless stream of tasks? It often feels like ⌚ time slips away faster than we can keep up. 

But what if there’s a hidden ace up our sleeves?

For that, Artificial intelligence (AI) 🤖 and the tools built around it are there to quietly revolutionize your work landscape and present you with a treasure trove of tools aimed to enhance efficiency and free up your time.

That said, for sure, these tools are doing what they are meant to do. However, with a plethora of options available from various categories, selecting the right AI productivity tools can be daunting.

Worry not 😟; we’ve got you covered here. 

In this blog, you’ll learn about the best AI tools for productivity, their advantages, which ones are best for different purposes, what to consider when choosing one, and what challenges you may face when using them.

So, let’s dig in!

🔑 Key Highlights

  • An AI productivity tool is a software application that enhances user productivity through the use of artificial intelligence (AI).
  • Using AI tools, you can save time, manage tasks efficiently, automate repetitive tasks, and enhance decision-making.
  • Jasper, ChatGPT, Zapier, Grammarly, Otter.AI, Notion, Gemini, and DALLE·3 are the best productivity tools in their respective fields.
  • Using AI tools comes along with challenges like a high learning curve, privacy concerns, integration issues, inaccuracy, and bias.

What are AI Productivity Tools?

AI productivity tools are software applications that use and leverage artificial intelligence and machine learning together with natural language processing to assist you in completing tasks more efficiently.

What are AI Productivity Tools

AI productivity tools can be and are typically used to automate certain tasks, ease up decision-making, and streamline workflows as they are designed for that purpose. They can also help individuals and teams work smarter, not harder, ie, by making things easier by simplifying tasks, improving time management, and boosting productivity.

What are the Advantages of using AI Tools In Productivity?

The term ‘AI’ itself means better stuff, right? Well, to a certain extent, it is the truth. In a similar tone, AI tools are surely shaping the way we work in a better way, giving us a plethora of advantages that boost productivity.

What are the Advantages of using AI Tools In Productivity

Also, using AI tools in productivity can help all users save time and money, automate repetitive tasks, enhance decision-making processes, facilitate data analysis, streamline task management, and many more. And for a clearer picture of that advantage, let’s take a brief peek into certain ones.

  • Saves Time & Money: As AI tools are software-based (obviously), these can take up on repetitive tasks, freeing up valuable human time for higher-level thinking and strategic work. This simply translates to cost savings as well, as less time is spent on mundane tasks.
  • Automate Repetitive Tasks: In a similar context to saving time & money, AI productivity tools can be used for doing mundane tasks like scheduling, data entry, email management, and other things so people can do more creative and strategic endeavors.
  • Enhance Decision Making: The thing is, AI tools can analyze massive data sets to identify patterns and trends that humans would find difficult. This, as a benefit, allows for better data-driven decision-making, leading to more informed and successful outcomes.
  • Data Analysis: It’s apparently clear that AI productivity tools excel at crunching vast amounts of data. This, as a bonus, can help in building better business strategies and product innovation by uncovering hidden insights and trends.
  • Manage Task: Certain AI-powered project management tools can help boost productivity as they can help streamline workflows, automate everyday tasks, track progress, and ensure projects stay on track.
  • Gratify Customers: As an added perk, AI-powered chatbots and virtual assistants can provide 24/7 customer support, answer questions, and resolve issues promptly, enhancing customer satisfaction.
📖 Read Editors Choice: The Future of AI and Automation in Office Phone System

15 Best AI Productivity Tools by Category in 2024  

As of now, it should be clear what AI apps & tools can do and what their advantages are; you might be contemplating using an AI productivity tool for your business. And as for the tough part, there are thousands of best AI tools to choose from and which ones to use for what.

So, for that, let’s take a look at the Top 15 AI productivity tools by category. And worry not, we’ve sorted them based on the following analysis.

  • Best AI for Note-taking: Otter.AI & Fireflies.AI.
  • Best AI for generating ideas and writing content: Jasper, Grammarly ChatGPT.
  • Best AI for creating images: Midjourney & DALL-E 3.
  • Best for AI-video creation: Runway
  • Best for AI-powered presentation: Decktopus
  • Best AI for learning and education: Jasper, Otter.AI, Fireflies.AI, Notion & Gemini.
  • Best AI for productivity and project management: Zapier & Trello.
  • Best AI for business management: Salesforce Einstein.

1. Jasper

Jasper.AI, or simply Jasper, is an AI-powered writing assistant that can generate different creative text formats, like blog posts, social media captions, marketing copy, and more. This AI tool was designed and built to assist especially marketing and project management teams.  

Jasper AI Productivity Tools

The most intriguing thing about it is that it uses natural language understanding (NLP) and deep learning to produce human-like text in its output, which can help improve productivity and efficiency in various ways.

✨ Jasper Features

  • Faster Content Generation
  • Integrated Plagiarism Checker
  • SEO Keywords Integration

👍 Pros 

  • Easy to use
  • Versatile
  • Helps and improves SEO

👎 Cons 

  • Needs human input
  • Inaccurate in some instances
  • Limited to certain topics

💰 Pricing 

  • Creator Plan: $49 per month ($39/mo when billed annually)
  • Pro Plan: $69 per month (billed yearly)
  • Business Plan: Custom pricing based on specific content needs

2. ChatGPT

ChatGPT is one of the biggest and most well-known names in the field of artificial intelligence-based assistive productive tools. Developed by OpenAI, it is a generative AI chatbot that has significant potential to enhance productivity across various tasks if used properly.

ChatGPT AI Productivity Tools

Its usage is simple; all you need to do is input your instructions, and then it will complete requests thoughtfully as per its capabilities. For example, you can also ask it questions, which will give informative answers, even challenging or open-ended ones, as per its knowledge base. 

Additionally, its paid version is even more powerful and can generate different creative text formats, like poems, code, scripts, musical pieces, emails, letters, create to-do lists, generate ideas, and more.

✨ ChatGPT Features

  • Language Understanding and Generation
  • Writing Code & Translation
  • General Research

👍 Pros 

  • Improves accessibility to education
  • Enhances writing and language skills
  • Assists in brainstorming

👎 Cons 

  • Inaccurate information
  • Biased responses
  • Limited knowledge

💰 Pricing 

  • ChatGPT Free Version: Free for all users.
  • ChatGPT Plus: $20 per month.
  • ChatGPT Team: Starts at $50 per month.
  • ChatGPT Enterprise: Dependent on the number of users.

3. Zapier

Zapier is pretty much famous and known for its ‘Zaps.’ Aside from that, it also provides an AI automation tool that lets you turn your ideas into workflows. Basically, it is a powerful tool that, along with its integrations, combines AI with automation and hence revolutionizes work processes, contributing to the achievement of enhanced productivity.

Zapier AI Productivity Tools

It’s a workspace where bots and humans can work together. You can teach it new things for better working, talk to it to do the same, and also direct the AI-powered bots it brings to understand your business and help you improve its productivity.

✨ Zapier Features

  • AI-Powered Zap builder
  • AI Assistant
  • AI Templates

👍 Pros

  • Wide range of integrations
  • Customizable workflows
  • Simple to use

👎 Cons 

  • Setup Complexity
  • Limited functionality within apps
  • Reliance on connected apps

💰 Pricing

  • Free
  • Starter: $19.99/month
  • Professional: $49/month
  • Team: $68.75/month
  • Company: Contact Sales

4. Grammarly

Grammarly is a writing assistant that uses artificial intelligence to help you improve your writing. It can identify and correct grammar mistakes, spelling errors, and punctuation issues and also suggest improvements to your clarity, style, and tone. 

Grammarly AI Productivity Tools

By helping you write an enhanced way, Grammarly can help you save valuable time and effort in the editing process, ultimately boosting your productivity. Grammarly’s AI tool can improve productivity by streamlining writing-based tasks, automating editing processes, and assisting in creating professional and polished documents of all types efficiently.

✨ Grammarly Features

  • Generative AI Usage
  • Engagement Suggestions
  • Plagiarism Detector

👍 Pros 

  • Real-time grammar correcting
  • Easy-to-understand explanations
  • Works on various platforms

👎 Cons 

  • Not 100% error-proof
  • Limited control
  • No Offline Editing

💰 Pricing 

  • Free Version: $0
  • Premium Version: USD 12/month
  • Business Version: USD 15/ member/month

5. Midjourney

Midjourney is an AI image-generator tool that leverages advanced and sophisticated AI to generate descriptions for images based on text inputs. Among its many standout AI features is its “Describe” command, which allows users to upload images and receive unique descriptions based on the content of specific images.

Midjourney AI Productivity Tools

With Midjourney, you can describe the image you have in mind with written texts, and then its AI will create it for you. The positive thing about Midjourney is that it can enhance productivity by streamlining the image generation process through its AI-powered output options.

✨ Midjourney Features

  • Text-to-Image Generation
  • Object Recognition
  • Outpainting

👍 Pros 

  • Artistic mimicry
  • Quality results
  • Community interactions on Discord

👎 Cons

  • Limited customization
  • Public image sharing
  • No free trial

💰 Pricing 

  • Basic: $10
  • Standard: $30
  • Pro: $60
  • Mega: $120

6. Otter.AI

Otter.ai is one of the leading AI-powered software transcription apps that transcribes audio and converts it to text. To its core, it is an innovative AI-powered meeting assistant that revolutionizes the way individuals and organizations conduct meetings. 

Otter.ai can be a big help with productivity as it can be used as an automation tool that handles the task of taking notes during meetings.

Otter AI Productivity Tools

It can be used in all your meetings, where it will caption what people are saying or with recordings that you upload. It offers features like automated transcription, note-taking, and action item tracking, making meetings more efficient and productive. 

✨ Otter.AI Features

  • OtterPilot Virtual Assistant
  • Live Meeting Integrations
  • Automated Summaries

👍 Pros 

  • Accurate transcription
  • Calendar integrations
  • Recording features

👎 Cons 

  • Lacks precision in complex audio tests
  • Only supports English (UK and USA)
  • Doesn’t remove filler words

💰 Pricing 

  • Basic Plan: Free plan with 300 monthly transcription minutes
  • Pro Plan: $16.99 per user per month.
  • Business Plan: $40 per user per month.
  • Enterprise Plan: Custom pricing.

7. Trello

Built by ATLASSIAN, Trello is a visual tool that helps teams collaborate, plan, manage, and complete tasks. It is fundamentally a project management tool that is typically used to enhance productivity and streamline project management processes.

Trello AI Productivity Tools

In the AI-verse, Trello offers “Power-Ups,” which are essentially add-ons that contribute to enhancing Trello’s functionality. Some of these Power-Ups leverage artificial intelligence (AI) to automate & manage tasks and improve your workflow.

✨ Trello Features

  • Boards, Lists, and Cards
  • Task Management
  • Integrations with Popular Applications

👍 Pros 

  • Effortless member addition
  • Utilizes the Kanban system
  • Offers a robust notification system 

👎 Cons 

  • Insufficiently advanced features
  • Dependency on external integrations
  • Limited customizability

💰 Pricing 

  • Free
  • Standard: $5
  • Premium: $10
  • Enterprise: $17.50
📖 Read Editors Choice: How AI and Cloud Telephony Works Together to Improve Contact Centers

8. Notion

Notion AI is an artificial intelligence feature built into the popular note-taking and project management application Notion. The notion itself is a collaborative workspace platform that can help with writing, brainstorming, and other tasks. 

Notion AI Productivity Tools

This AI-powered tool that Notion provides is particularly beneficial for businesses, tech teams, and individuals looking to optimize their workflow, collaborate effectively, and spark new ideas effortlessly.

✨ Notion Features

  • Note-taking and Task Management
  • Product Organization and Launch
  • Music Composition and Production

👍 Pros 

  • User-friendly for teams
  • Portable multi-platform support
  • Free templates

👎 Cons 

  • Lack of communication features
  • No built-in reporting tool
  • No goal tracking

💰 Pricing 

  • Free Plan
  • Plus: $8
  • Business: $15

9. Gemini

Built by Google itself, Gemini is the latest and one of the most advanced artificial intelligence models, designed to be multimodal and flexible. What makes it unique is that it is capable of understanding and combining various types of information like text, audio, image, and video, and its capabilities are limited by ‘how the user uses it.’

Gemini AI Productivity Tools

In jargon, it is a large language model, also known as a conversational AI or chatbot, trained to be informative and comprehensive. It can assist users with various tasks by understanding their requests and responding helpfully. 

✨ Gemini Features

  • Advanced Language Processing
  • Multimodal Capabilities
  • Creative and Expressive Outputs

👍 Pros 

  • Superior reasoning abilities
  • Multimodal capabilities
  • Wide knowledge base

👎 Cons 

  • Limited availability
  • Misinterpretations

💰 Pricing 

  • Request a custom quote

10. DALL·E 3

DALLE·3 is another AI tool built by OpenAI. Among the many image-generative AI tools, it is one of the most used ones. DALLE·3 is available in ChatGPT paid versions. This innovative tool enhances productivity by allowing users to generate high-quality images based on text prompts. 

Dall-e-3 AI Productivity Tools

It works similarly to Midjourney, i.e., with DALL·E 3, you can input a text description of your concept, and the system will generate several different creative options as image outputs. Along with ChatGPT, this AI tool can streamline the process of generating images from text, providing users with a powerful tool to bring their creative visions to life efficiently and effectively.

✨ DALL·E 3 Features

  • Text-to-Image
  • Image Editing and Refinement
  • Creative Control

👍 Pros 

  • Boosts creativity
  • Is adaptable and versatile
  • Detailed image quality

👎 Cons 

  • Limited user control
  • Possibility of bias
  • Resource intensive

💰 Pricing 

  • Contact OpenAI(Comes with GPT 4)

11. RunwayML

RunwayML is a bit different from others on this list; it is an innovative platform that leverages artificial intelligence and machine learning models to deliver advanced creativity and productivity within an art, entertainment, and content creation platform.

Runwayml AI Productivity Tools

The most appealing aspect of this AI tool is that it offers a wide range of AI features that enable users, regardless of their expertise level, to easily integrate machine learning models into their projects. 

✨ RunwayML Features

  • Text-to-Video Generation
  • Image Manipulation
  • Video Editing

👍 Pros 

  • Extensive AI toolkit
  • No-code platform
  • Solves complex problems

👎 Cons 

  • Requires computational resources
  • Has output inconsistencies
  • Struggles with handling complex scenes or motions

💰 Pricing 

  • Basic Plan: Free.
  • Standard Plan: $12 per user per month.
  • Pro: $28 per user per month.
  • Unlimited Plan: $76 per user per month.
  • Enterprise Plan: Contact for pricing.

12. Motion

Recently acquired HubSpot, Motio.AI is an AI-powered productivity tool that integrates Google Calendar & online to-do lists, and other project management tools and can also help in meeting scheduling functionalities.

Motion AI Productivity Tools

Its key features can be used for automated scheduling and task management, optimizing efficiency by aligning tasks, deadlines, and meetings across teams. Motion AI helps users prioritize work, automate scheduling, and collaborate effectively.

✨ Motion Features

  • Auto-Scheduling
  • Deep Work Block
  • Integration and Logs

👍 Pros 

  • AI-driven features
  • Auto-scheduling
  • Task & project management

👎 Cons 

  • Limited project and task views
  • Buggy performance
  • Mobile app limitations

💰 Pricing 

  • Individual: $34 per month
  • Team: $20 per user per month

13. Decktopus

Among the many productivity-related AI apps, Decktopus ranks as one of the most prominent products. As for its definition, similar to others on this list, it is an AI-powered presentation software that automates the creation of presentations by automating design elements and content generation.

Decktopus AI Productivity Tools

By using it, you don’t have to spend hours crafting slides from scratch; you just tell Decktopus what you want, and it creates the presentation that you want. Additionally, with its user-friendly interface, vast template library, and efficient design features. Decktopus acts as a productivity booster by automating the tedious task of presentation creation.

✨ Decktopus Features

  • AI-powered Presentation Creation
  • Customizable Templates and Branding
  • Professionally Designed Templates

👍 Pros 

  • Can create professional-looking presentations.
  • Provides pre-prepared presentation layouts.
  • Allows for exporting presentations in PDF or PPT.

👎 Cons 

  • Users cannot manually edit or rearrange elements.
  • An internet connection is required to create or view documents.
  • Limited compatibility with other presentation software or platforms.

💰 Pricing 

  • Free Plan
  • Pro Plan: $9.99 per month 
  • Business Plan: $36.00 per month

14. Salesforce Einstein

Among the many products provided by Salesforce, Salesforce Einstein is a set of artificial intelligence (AI) tools built into the Salesforce customer relationship management (CRM) platform. Salesforce puts it as ‘the first comprehensive AI that is built for CRM.’

Salesforce AI Productivity Tools

In terms of usage, it can be used for the automation of repetitive tasks like logging sales calls, predicting customer behavior during customer support interactions, and providing intelligent recommendations if prompted to do so.

✨ Salesforce Einstein Features

  • Machine Learning
  • Natural Language Processing
  • Computer Vision

👍 Pros 

  • Offers automated data discovery.
  • Provides CRM-connected analytics.
  • Has customizable data visualization tools.

👎 Cons 

  • Has limitations in data handling.
  • Generating reports may require technical expertise.
  • Limited transparency of information within the platform.

💰 Pricing 

  • Einstein for Service: $75 per user per month (Has multiple Add-ons).

15. Fireflies.AI

Finally, on this list of best AI productivity tools, we have Fireflies.AI. It is simply an AI-powered note-taking tool that revolutionizes the way users capture and retain important information during live meetings and calls.

Fireflies AI Productivity Tools

Some of its AI features are real-time transcription, highlighting and tagging key points, meeting records, and a searchable database, making it a game-changer for productivity. As a benefit of using it, you can integrate Fireflies.AI with popular video conferencing platforms like Zoom and Google Meet, where you can use Fireflies.AI for its functionalities.

✨ Fireflies.AI Features

  • Voice Conversation Management
  • Automated Knowledge Base
  • Thread Feature in Meeting Notes

👍 Pros 

  • Offers efficient meeting documentation
  • Offers native integrations
  • Provides an AI super summary feature

👎 Cons 

  • Limited customization
  • Struggle with transcription accuracy
  • Login glitches

💰 Pricing 

  • Free Plan
  • Pro Plan: $10 per seat/month
  • Business Plan: $19 per seat/month
  • Enterprise Plan: $39 per seat/month 
💡Also Read: Artificial Intelligence Call Center: How AI is Transforming Call Centers

What are the things to consider while choosing the best AI productivity software for your business?

Now that you know which AI productivity tool to choose based on specific needs. And while the above list might make things easier in the decision-making aspect, there are other things that you need to look at before actually doing so.

What are the things to consider while choosing the best AI productivity software for your business

So, for that reason, here are the things you should consider when choosing an AI productivity tool:

  • Assess what tasks you want to automate or improve since different AI tools cater to different needs. Be sure to make things clear on your side.
  • Next up, make a list of the functionalities & features you need. Also, look into the integration capabilities of all available options.
  • Finally, look into the usability and scalability of the AI productivity tool you choose so that you get the outcomes that you want.

What are the challenges of using AI Productivity Tools?

Even so, as of now, it must be clear to you which AI tools can do what, not to mention the fact that they are becoming increasingly popular. Also, these AI apps are revolutionizing the workplace, promising to streamline tasks and boost efficiency.

That said, the tricky part is, similarly to the other side of the coin, implementing and using these AI productivity tools in business processes has its own set of challenges that organizations need to navigate.

High Learning Curve

First things first, most (if not all) AI productivity tools require a certain level of technical know-how to be even used effectively.  That said, the complexity of the use of these quoted tools can be intimidating for new users, especially those unfamiliar with AI technology.

Understanding how to properly input data, navigate the interface, overcome the steep learning curve, and interpret the AI’s outputs can take time and training, even for the most proficient users. All of which can accumulate together and result in potentially slowing down initial adoption.

Privacy

The next thing to be noted, which is also a difficult challenge to overcome, is the privacy of the user. This thing becomes a challenge, as we have to consider the notion that most AI tools often collect and analyze large amounts of user data to function, learn, and keep running.

What this does is it raises privacy concerns, as many users may be uncertain about how their data is used and protected. So, overcoming this hurdle while keeping everything in mind and ensuring transparency and data security is essential to building trust and encouraging widespread adoption of these tools.

Inaccuracy and Bias

It is (always) to be remembered that AI models are trained on vast datasets of information. And by keeping that scenario in mind, if the data itself that is being fed for training contains biases or inaccuracies. The AI tool will perpetuate those issues in its results, which we do not want.

To make that statement clear, let’s take an example: an AI email writing assistant trained in biased language may unintentionally generate emails with unequal tones depending on the recipient. So, the endpoint is that it’s definitely important to be critical of the output of AI tools and to have human oversight in place to mitigate potential biases.

Integrations

One last thing to remember as a challenge is integrating AI tools with existing systems and workflows may and may not pose challenges for organizations/businesses. As many businesses use a variety of software programs throughout the day & use choosing and integrating AI tools as fit for each circumstance is a difficult task.

For AI productivity tools to be truly effective, they need to integrate seamlessly with existing workflows and platforms. This can be a challenge, as different tools may have incompatible APIs or data formats. With all of that in mind, overcoming ‘this’ integration challenge can be easily overcome by careful planning and coordination to avoid disruptions and optimize the benefits of AI technology in the workplace.

Conclusion

AI productivity tools have surely become indispensable assets for individuals and businesses striving for efficiency and success.  That said, the productivity that you want to obtain by using an AI tool is directly related to – which ones you choose and where you implement them.

From project management to communication and design, these tools can do it all (only if used properly), as well as empower users to streamline processes, optimize workflows, and achieve more in less time.

FAQs

Can you use AI for work productivity?

Yes, you can use AI in your work & to improve your work productivity. You can use the best AI productivity tools for task automation, content generation, reducing errors, and even customer support.

How do AI productivity tools integrate with existing software and systems?

If you want to integrate AI productivity apps into your existing software and system, you can use approaches like:

  • APIs (Application Programming Interfaces) that act as messengers between different programs.
  • Plugins and extensions that come along with many AI tools.
  • Use third-party services like Zapier, Keap, Integrately, or other similar integration platforms.
  • You can also use open data standards, as few AI tools can also integrate with systems that use open data standards.

What are the best AI tools for business?

The best AI tools for businesses are ChatGPT, Jasper.Ai, Fireflies, Salesforce Einstein, Dall·E, and Trello.

What are the top AI tools for marketing?

If you are a marketer and looking to improve the effectiveness of your marketing campaign, you can use AI productivity apps like Jasper.ai, SurferSEO, Conversica, Trellis, Evolv.ai, and Seventh Sense.

What are the types of AI productivity tools?

While AI productivity tools encompass a diverse range of applications and use cases and serve a variety of purposes. The majority of them can be categorized into the following types: 

  • AI Chatbots
  • Task Management and Scheduling Apps
  • Email Management Tools
  • AI Note-Taking Apps
  • AI Presentation Tools
  • AI Writing Generators
Arun Chaudhary

Arun is SEO Analyst at KrispCall. He has written in extensively in the field of cloud telephony and call center solutions.

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