How to Use AI to Be More Productive at Work

Work rarely gets easier. Tasks pile up that you may or may not be skilled at completing. But with the help of artificial intelligence (AI), you can delegate some duties or get extra assistance to make your job a success. Here, we’ll explain several options for how to be more productive at work using AI.

Manage Your Mailbox

If there’s one thing that businesspeople commonly struggle with it’s mailbox management. From organizing to decluttering, some strive for inbox zero each day while others use a weekend reset plan. To ease the burden and boost your productivity, look at AI email organizers to save the day.

Applications like Inbox Zero and Zero Inbox offer AI features to help you take care of messages quickly so that you can move onto other tasks.

Use features like AI Personal Assistant, Category Sorting, and Cold Email Blocker (Inbox Zero) for automatically labeling and archiving emails or Automated Follow-Ups and Reminders (Inbox Zero) for simplified replies.

Manage Your Mailbox with Zero InboxManage Your Mailbox with Zero Inbox

Inbox Zero

Each of these provides AI tools for efficient and effective inbox management with little effort.

Simpler Mailbox Management With Clean Email

While not technically an AI email application, the Clean Email mailbox management tool does provide smart features that allow you to effortlessly organize and declutter your inbox on any device, including iPhone, Android, Mac desktop, and the web.

Cleaning Suggestions offer smart recommendations by analyzing patterns in your email activity, helping you quickly decide whether to keep, archive, or remove messages. They analyze your inbox's structure and content to provide actionable tips tailored to your needs.

Cleaning Suggestions the smart feature of Clean EmailCleaning Suggestions the smart feature of Clean Email

Using Auto Clean, you can set up inbox rules that automatically handle incoming messages. As examples, you can mark messages from your boss as important or move all unread emails to a certain folder.

Auto Clean rules for mobile inbox in Clean EmailAuto Clean rules for mobile inbox in Clean Email

You can use detailed criteria to locate matching messages, disable rules for a short time, and edit rules as needed, both on desktop and mobile.

Automatic rules with feature Smart Folder in Clean EmailAutomatic rules with feature Smart Folder in Clean Email

Another intelligent Clean Email feature is the Smart Folders. The premade filters automatically sort messages into folders for common communications like online shopping, food delivery, seasonal sales, and many more. This allows you to review related messages in one spot and then act on those emails in bulk, for an organized and clutter-free mailbox.

Automatically filter and categorize messages into folders using Clean EmailAutomatically filter and categorize messages into folders using Clean Email

Compose Emails

If composing professional communications was easy, you wouldn’t find so many classes and courses on the topic. With emails to clients, executives, coworkers, board members, and vendors, each message is professional but may also require a different writing style.

You’ll find AI email writers that can accommodate these varying styles. You can enter a prompt with a description of the message or take the text you write and ask AI to make it more professional or casual.

We don’t always have the luxury of time when composing or replying to emails. However, this doesn’t mean the message should feel rushed to the recipient. Take advantage of AI email writers like Grammarly Business or WriteMail.ai, or use built-in AI assistants like Apple Intelligence or Microsoft Copilot to increase your email productivity and make your messages clear and proficient.

Compose Emails with Grammarly BusinessCompose Emails with Grammarly Business

Grammarly Business

Automate Tasks and Workflows

You have more on your plate than handling emails. When it comes to managing and automating other types of tasks, AI excels. You can do everything from scheduling meetings and taking notes to finding sales leads and following up. But the possibilities go even further.

You can use AI to:

  • Enter data and populate forms
  • Summarize documents and highlight key points
  • Answer internal questions and onboard new employees
  • Generate and debug code
  • Delegate project tasks and track progress
  • Provide customer service
  • Create and maintain a database or knowledge base
  • Automate multiple-step workflows

Each of these tasks takes time; time better spent on other duties. Look to tools like Salesforce Einstein, HubSpot CRM, and UiPath for just a few options to get started.

Automate Tasks and Workflows with HubSpot CRMAutomate Tasks and Workflows with HubSpot CRM

HubSpot CRM

📌 Tip: Make sure to review the bonus features offered by task and workflow automation tools like those mentioned here. They may just be able to tackle more of your tasks than you think!

Analyze Data

If you’re a data analyst, making sense of information in a useful way is second nature. But for others who gather data occasionally, it can be a struggle to effectively analyze it or create visuals to emphasize data points.

Consider AI tools like Zoho Analytics for assembling data from various sources so that you can track performance and visualize trends or Tableau which converts your data into comprehensive visuals.

Analyze Data with TableauAnalyze Data with Tableau

Tableau

These types of AI tools work well for industries like finance, business intelligence, marketing, and sales. They allow you to get a clear picture of the data you’ve obtained and present it in an intuitive way.

Perform Research

While the internet is at your fingertips for locating details on any topic, you don’t always have the time to sift through the search results to (hopefully) find what you need. AI tools can be a huge help with research for unique topics in addition to statistics, definitions, demographics, explanations, and examples.

Look at tools like ChatGPT, Afforai, or Scite.ai for research, citation assistance, and details on all sorts of topics from business to education and beyond.

Perform Research with ChatGPTPerform Research with ChatGPT

ChatGPT

Imagine how much time you can save by instructing an AI tool to perform your research for you! Once you get the details you need, you can more easily concentrate on finishing that 100-page proposal or 50-slide presentation.

Brainstorm Ideas

You don’t have to work in a creative industry to take advantage of artificial intelligence for brainstorming. AI can help you come up with product names, company slogans, and taglines. It can also assist with ideas for class activities, articles or blog posts, and presentation topics.

Earlier we mentioned ChatGPT, which is one of the most popular tools for AI assistance. If you’re wondering how to use ChatGPT to be more productive beyond helping with research, then brainstorming is it.

Visit ChatGPT on the web or using your mobile device and give it a try. Type in prompts like “product names for a self-cleaning ice maker” or “presentation topics for employee training” and review the results.

Create or Improve Content

From social media posts to slideshows to marketing material, you can save time using AI to create or improve content. Maybe your sales pitch is lacking pizzazz, your LinkedIn headline needs a boost, or you ran out of time to create your document outline.

AI tools like Copy.ai, DeepAI, and Writesonic can help you generate or enhance content, so that you can complete the task and keep moving forward with your project and workday.

Most tools also provide options to regenerate the content or edit certain portions of text to make it more personable, professional, or sales-centric. Be sure to check out the features of the tool you chose for those extras.

Translate Text

Remote work has become commonplace over the years. Along with letting employees and freelancers work from a home office, it also allows us to collaborate with others from around the world. But with that comes language barriers that AI can help break down.

You can use robust AI translation tools like Language I/O for translating sensitive information or OneSky’s CoFluent AI for growing your global presence. For quick and simple translations, you can also give a prompt to Siri or Alexa using your HomePod, Echo, or another device.

Additionally, you’ll find that some AI email assistants along with AI document and presentation makers provide one-click translations as part of the feature set.

Wrap-Up

If you’ve asked yourself, “How can AI chatbots be used to be more productive?" or simply wondered how to be a more productive employee, you can easily delegate daily work tasks to AI. With these several ways to use this technology to your advantage, you can lessen the workload but still successfully accomplish all of your tasks.

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