I've tested a lot of AI tools for work. These 4 actually help me get more done every day

If you've been keeping an eye on the tech world, you know the generative AI boom kicked off with the launch of ChatGPT. Since then, this technology has woven its way into countless productivity platforms, all designed to streamline our daily work routines.

There's often a lingering fear among many that AI might swoop in and take over their jobs. But the tools I'm about to share won't be doing your work for you. Instead, they'll enhance your productivity, making your workday smoother and more efficient.

These AI tools are perfect for tackling those small, repetitive tasks that, when added up, save you a significant amount of time. This means you can spend less time on mundane admin tasks and more on the aspects of your job that you enjoy or that add real value to your work.

I've been immersed in the world of AI tools for over two years at ZDNET, long before they became the talk of the town. Some tools have been so impressive that they've become indispensable parts of my daily workflow. Here are my top picks, which I use almost daily. Interestingly, only one of these is an AI chatbot.

1. Grammarly

Grammarly isn't new to the scene, and AI has always been at the heart of its operations. It's renowned for its ability to catch spelling errors, grammatical mistakes, and even help with conciseness in everyday writing. And for good reason—it's incredibly reliable and useful.

My favorite way to use Grammarly is by activating the Grammarly for Chrome extension. This allows the AI to work in the background, catching any mistakes I might miss. It's a lifesaver when I'm writing on the go, like dashing off a quick email.

Having studied journalism and now writing multiple stories daily, I'm pretty confident in my writing abilities. Yet, when I'm in a rush, I can miss small details. That's where Grammarly steps in to polish my work.

Beyond basic grammar checks, Grammarly also offers advanced features thanks to its integration of generative AI. You can create or rewrite text, generate ideas, identify gaps in your writing, adjust the tone, create quick replies, make outlines, and more. You can even choose a voice with options for formality and tone, which is great for crafting messages for different platforms like LinkedIn or email.

While I don't personally use the write or rewrite features, I can see how they could be incredibly useful for others in their daily writing tasks.

2. ChatGPT

After testing numerous AI chatbots, ChatGPT has become my top choice and a staple in my workflow. Here's why.

When ChatGPT first launched, it was undeniably impressive but had some limitations, like an outdated knowledge base and older GPT model. However, OpenAI made significant upgrades in May, adding features previously exclusive to ChatGPT Plus users, including Browse, Vision, data analysis, file uploads, and GPTs. These enhancements make the free version of ChatGPT a comprehensive tool for work.

Then, in November, OpenAI introduced a search feature, allowing users to get timely, up-to-date information directly within ChatGPT, complete with citations linked to sources.

I use ChatGPT primarily as a conversational search engine. Instead of sifting through countless Google results, I get a direct, conversational answer to my questions. This saves me the hassle of crafting the perfect search query; I can simply input a rambling sentence and still get excellent results.

ChatGPT also helps with proofreading, rewriting text, and even composing messages, proposals, or other content from scratch. While I don't use these features for my professional articles, they're invaluable for personal correspondence.

One of the most useful new features is the ability to upload screenshots, photos, and documents. For instance, if you upload a PDF, ChatGPT can answer questions about it, generate summaries, or create content based on it. As a reporter covering AI, I often use this to confirm my understanding of research studies and delve deeper into complex points.

Additionally, ChatGPT can assist with writing code, generating Excel formulas, creating charts and tables, and more. Although I don't use these features at work, I know many professionals who find them incredibly helpful.

3. Canva Pro

Canva is packed with AI tools for graphic design, including its own AI image generator. But if you're creating visual content daily like me, you might not need to generate new images all the time. Instead, you'll appreciate tools that make creating social media posts, invitations, flyers, and presentations quicker and easier. That's where Canva Pro excels.

Canva Pro offers an impressive suite of tools, such as Magic Edit, Magic Design, Magic Eraser, Background Remover, and more. These features automate nearly all your visual design needs.

My go-to tool is Canva's AI Background Remover. It might sound simple, but anyone who's tried to isolate an item in a photo knows how tedious it can be with Photoshop or how some automated tools can mess it up. With Canva, a single click isolates the image accurately, and I don't need to switch to another editor to create graphics with the PNG, saving me heaps of time. I use this feature for article images, product images for ZDNET best lists, and even my Instagram posts.

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

4. Otter.ai

If you've ever transcribed a conversation manually, you know how time-consuming and tedious it can be. AI tools like Otter.ai are here to save the day. Whether you're a student recording lectures, a professional needing meeting notes, or someone who regularly conducts interviews, Otter.ai is a game-changer.

With Otter.ai, you can upload a voice recording and get a transcription in minutes, complete with speaker designations and time stamps. It can also transcribe conversations in real time.

As a reporter, I conduct many interviews, and reviewing and transcribing the audio can be extremely time-consuming. With Otter.ai, I can upload the audio and get a transcription almost instantly. It's also incredibly useful for live events like meetings or lectures, where you can focus on being present rather than frantically taking notes. I've tried other transcription services, but Otter.ai stands out for its accuracy and efficiency. If a transcription looks off, you can easily listen to the audio and correct the text.

Another great feature is the chatbot that comes with each transcription. You can ask "Otter" questions about the conversation, which is handy when you remember the gist of what was said but not the exact words.

Otter.ai offers a free plan, but it's limited to 300 monthly transcription minutes and only three lifetime imports. If you need unlimited imports and advanced search features, the subscription costs $8.33 per month when billed annually. Given the time it saves me, it's definitely worth the investment.