Save time through automation 

AI can take over repetitive tasks like: 

• Scheduling meetings 
• Drafting emails 
• Organizing documents 
• Summarizing meeting notes 

By delegating these routine jobs to AI, you save hours weekly and reduce human error. 

Create smarter workflows 

AI streamlines entire processes by: 

• Automatically sorting customer requests 
• Suggesting next steps in projects 
• Drafting polished documents in minutes 

This improved workflow leads to better time management and reduced stress. 

Gain valuable insights 

AI tools analyze data to: 

• Identify important trends 
• Highlight key information 
• Predict potential outcomes  

When connected to your existing systems, AI transforms complex data into clear, actionable guidance. 

Improve work quality 

From grammar checkers that refine your writing to design tools that enhance presentations, AI provides a second set of eyes to help you produce better results with less effort. 

Read more: Enterprise AI strategy: Implementing AI at scale

Start with a clear goal 

Before picking a tool, think about what you need help with. Are you looking to save time on emails? Organize projects more efficiently? Improve your writing? Knowing your top priorities will help you choose the right AI tools for your needs instead of getting distracted by flashy features you may never use. 

Choose the right tools 

Once you know your goals, look for tools that directly address them. Focus on ease of use, good support resources, and proven results. It’s better to start with one or two tools that fit your workflow well, rather than signing up for five and feeling overwhelmed. Read reviews, watch demos, and if possible, try free versions before committing. 

Integrate gradually 

Don’t try to change everything at once. Start by using AI for a small task, like automating meeting notes or managing your calendar. As you get more comfortable, you can add more tools and features. This gradual approach makes it easier to build habits and lowers the chances of frustration or burnout. 

Prepare for a learning curve 

Most AI tools are designed to be user-friendly, but there’s still a learning curve. Give yourself and your team time to adjust. Take advantage of tutorials, onboarding sessions, and support articles. A little upfront investment in learning how a tool works can save hours down the line. 

Balance cost and value 

AI tools can vary widely in terms of cost. Start with basic or free plans to test whether a tool really helps your workflow. Many paid tools offer tiered pricing, so you can upgrade only if and when you need more features. Always weigh the time and value saved against the subscription cost. 

Stay flexible and adapt 

Technology changes fast and so do work needs. Review the tools you’re using every few months. If something isn’t making your work easier, it might be time to switch or upgrade. Staying flexible ensures that AI remains a help, not a hindrance, in your routine. 

AI agents 

Think of AI agents as extra teammates: ones that never sleep, don’t need coffee, and are always ready to help. These tools assist with research, writing, brainstorming, and planning. They can handle complex queries, generate content, and help you think through problems, fast. 

• Glean: Knowledge management agent that builds custom AI apps for IT requests, sales objection handling, and internal data search. 
• Microsoft Employee Self-service Agent: AI assistant in Microsoft 365 Copilot that helps employees with HR and IT questions, automates tasks like time-off requests, and reduces support tickets using company policies and integrated tools. 
• Agentforce by Salesforce: Lets businesses create autonomous AI agents that can understand customer needs, make decisions, and take actions on their own across sales, service, and marketing functions. 
• Templafy document agents: AI-powered assistants that automate the creation of accurate, branded, and compliant business documents, using conversational prompts and integrating directly with tools like Microsoft 365 and Salesforce to streamline complex workflows and ensure quality at scale. 

Read more: Agentic AI: 5 enterprise-ready use cases to implement today

Search engines

AI-powered search engines don’t just link to websites. They give you direct answers, summaries, and suggestions. They cut through the noise and surface the info you need instantly. 

• Perplexity: Combines AI chat and real-time sources to give fast, cited answers. 
• Google AI Overviews: Built into Google Search, it gives you quick takeaways right at the top of the results page. 
• Arc Search: A mobile-first browser with AI-powered search and summaries of web pages and news. 

Grammar checkers and rewording tools

Want to write faster and sound more polished? These tools catch grammar mistakes, improve tone, and help you rewrite unclear or clunky sentences. 

• Grammarly: Real-time grammar and tone suggestions to make writing clearer and more effective. 
• Wordtune: Rewrites your sentences to improve clarity, flow, or tone. Great for punching up your writing. 
• ProWritingAid: A robust editor that checks grammar, style, and structure, especially useful for longer-form content. 

Video creation and editing 

When video production is too complicated or too costly, AI can help. These tools make it easy to create professional-looking videos with AI-generated visuals, voiceovers, and scripts. 

• Runway: An AI video platform for editing, generating, and remixing content. Great for creatives and marketers. 
• Synthesia: Lets you generate videos with realistic avatars and voiceovers using just text prompts. 

Image generation 

Need a custom graphic or illustration? These tools turn your text prompts into high-quality visuals fast. Perfect for campaigns, slides, and creative projects. 

• DALL·E 3: OpenAI’s image tool that creates detailed images from natural language prompts. 
• Midjourney: A favorite for designers, it creates stunning, artistic images with unique style. 
• Ideogram: Known for blending images with text—ideal for logos, headlines, or visual quotes. 

Social media management 

Keep your content calendar full without burning out. These tools help plan, optimize, and publish posts with AI recommendations for timing, hashtags, and captions. 

• FeedHive: AI-powered scheduling, performance analytics, and content generation. 
• Vista Social: Supports planning and publishing across platforms, with smart post suggestions. 
• Buffer: A longtime favorite with AI updates for content ideas, timing, and engagement. 

Voice and music generation 

Want to create voiceovers or original tracks? These tools can generate realistic voices, background music, and sound design with just a few inputs. 

• ElevenLabs: High-quality voice generation for podcasts, videos, and training materials. 
• Suno: An AI music generator that creates full songs from text prompts. 
• AIVA: Composes original music in various genres using AI. Great for creators and brands. 

Knowledge management and AI grounding 

These tools help teams organize information and access smarter answers based on real company data. They’re like personal search engines for your internal knowledge. 

• Mem: A note-taking app that uses AI to connect and resurface ideas automatically. 
• Notion AI Q&A: Lets users query team wikis, project docs, and meeting notes instantly. 
• Personal AI: Builds a personalized memory bank to help you respond, write, and remember. 

Task and project management 

AI takes the guesswork out of task management. These tools help you plan, prioritize, and keep everything moving without micromanaging. 

• Asana: Popular project tool with new AI features like smart summaries and automated task suggestions. 
• Any.do: Combines calendars, tasks, and reminders with AI-powered productivity help. 
• BeeDone: A task manager that uses AI to help you focus, build habits, and stay on track. 

Transcription and meeting assistants 

Missed a meeting? No problem. These tools record, transcribe, and summarize discussions so you can stay in the loop—and actually focus while you’re in the meeting. 

• Fireflies: Records and transcribes meetings across platforms like Zoom and Teams. 
• Avoma: Offers smart notes, action items, and conversation analysis for sales and customer calls. 
• tl;dv: Short for “too long; didn’t view,” it lets you record and clip key meeting moments easily. 

Scheduling 

AI scheduling tools find the best times for meetings, protect your focus time, and adjust as your calendar changes. No more emailing back and forth endlessly. 

• Reclaim: Automatically blocks time for your priorities and reschedules meetings when needed. 
• Clockwise: Optimizes your calendar to create longer focus blocks and reduce meeting overload. 
• Motion: Combines scheduling and task management with AI that plans your entire workday. 

Email 

Get your inbox under control. These tools sort, summarize, and help you reply faster, with drafts and suggested responses powered by AI. 

• Shortwave: Turns Gmail into a fast, focused workspace with smart sorting and reply suggestions. 
• Microsoft Copilot Pro for Outlook: Drafts emails, summarizes threads, and integrates with Microsoft 365 tools. 
• Gemini for Gmail: Google’s built-in AI that helps you write faster and find the right tone. 

Slide decks and presentations 

Creating presentations doesn’t have to take hours. These tools help build polished, on-brand decks with AI-powered layouts, content, and designs. 

• Templafy: Speeds up slide creation with templates that stay on-brand and pull in approved content automatically. 
• Copilot for PowerPoint: Uses natural language prompts to draft slides, suggest layouts, and refine presentations in minutes from directly inside Microsoft 365. 

Read more: How to use AI to create better PowerPoint presentations, faster

Resume builders 

Crafting a resume from scratch is tough. These tools help you write tailored, modern resumes quickly with AI suggestions for format, content, and tone. 

• Teal: Helps build and manage multiple versions of your resume for different roles. 
• Enhancv: Offers design-forward resumes with AI tips for wording and layout. 
• Kickresume: Combines templates, examples, and AI to create personalized resumes fast. 

Document generation and compliance 

For high-volume content like contracts, reports, and proposals, AI can take over repetitive tasks and ensure brand and legal consistency at scale. 

• Templafy: Automates document creation using smart templates, brand compliance checks, and seamless integrations with your existing tools. 

Read more: 5 ways to deliver better sales materials using content automation

Try Templafy’s AI productivity tools 

Ready to see how AI can simplify document creation, streamline workflows, and save time across your organization? Templafy’s productivity tools are built with real business use cases in mind so your teams can work faster and stay on brand, without the manual effort.