The rise of AI tools for productivity
The new generation of AI tools is almost limitless in its potential, but most of these tools are powered by variations of the same core infrastructure, including:
- Large language models (LLMs): These models help AI platforms understand and generate text that has a distinctly “human” quality.
- Natural language processing (NLP): Ensures that the AI can interpret conversational cues, which is especially important for chatbots and transcription tools.
- APIs and integrations: An AI-powered virtual assistant can help manage projects and timelines more efficiently by connecting to calendars, CRMs, and project scheduling tools.
- Cloud computing: This is how AI tools can access the computing power to scale and facilitate seamless collaboration.
Maximising productivity with AI
1. Project management
Projects have many moving parts. Managing them, especially across different platforms, can become messy and difficult to track. The utility of an AI project management tool comes down to its ability to automate tasks, minimising the risk of human error. From scheduling and progress tracking to task assignment and prioritisation, having an AI productivity assistant to help manage your projects is a great way to simplify these time-consuming administrative tasks.
Motion is an excellent example of a project management tool powered by AI. It generates project plans, assigns tasks, establishes deadlines, and reminds team members about due dates and deliverables. It also functions as an AI productivity assistant by organising your calendar, providing meeting summaries, and preparing email outlines.
2. Chatbots and content creation
This is the kind of AI that people are most familiar with. It reached new heights with the introduction of OpenAI’s ChatGPT in 2022 and is now used by hundreds of millions for work and personal projects.
Chatbots like ChatGPT have two main functions:
- To answer queries: This is similar to traditional search engines, like Google, but chatbots make it easier to get fast answers to specific questions, rather than having to trawl through Google search results.
- To generate content: From writing emails to preparing talking points, the generative potential of chatbots is streamlining the way we communicate.
While ChatGPT is the most popular chatbot and content creation tool, Google’s Gemini has emerged as a worthy competitor. What sets Gemini apart is its integration with other Google tools, like search and the Google Workstation (Gmail, Docs, Sheets, Drive, etc.). Microsoft’s Copilot has a similar selling point, integrating seamlessly with the Microsoft 365 suite of products, apps and services.
3. Transcription and summarisation
There are two problems with taking minutes yourself during a meeting. One, you might accidentally leave out a key detail, and two, you’re so focused on the minutes that you aren’t engaged with the meeting itself. Transcription and summarisation AI tools let you focus on the task at hand. These tools not only transcribe the audio of your meetings into text - they can also summarise the content of the meeting into bullet points for easy reference.
Otter.ai is one of the leading tools in this field, providing real-time meeting transcriptions and summaries. At the end of a meeting, you simply identify each speaker, and the AI will label them anytime they’re the speaker in the transcript. You can also ask the Otter AI Chat specific questions about individual meetings to refresh your memory of what was discussed. If you want to revisit any crucial parts of the meeting to ensure the transcription is 100% correct, just click on the relevant section of the transcript text, and you’ll hear the corresponding audio.
4. Marketing and design
Creating branded visuals and collateral is difficult, especially if you don’t have a dedicated graphic designer on staff. Marketing and design AI tools greatly simplify the design process, making it accessible to non-experts. These tools are especially useful for maintaining your brand identity on social media and other platforms where consistent branding is key.
Canva has launched a suite of AI design tools over the last few years, setting it apart as an industry leader in user-friendly design. Their flagship offering is the Canva Magic Studio, which features generative AI tools for design, copywriting, and media creation, all generated through text-based prompts.
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