(and How I Use Them)
AI doesn’t have to be overwhelming or overly technical. In fact, the right tools quietly work behind the scenes—saving you hours and making your business smoother.
These are the five AI productivity tools I use every week to save time, reduce admin overload, and stay focused on what really matters. Whether you’re a solopreneur, a coach, or running a small team, these can help you too.
1. ChatGPT – Content, Emails, and Brainstorming Made Easier
ChatGPT is my go-to assistant. It helps me write faster, think clearer, and communicate better. Whether I’m drafting a blog post or rewriting a client email, this tool is always up.
How I use it:
- Generating social captions and post ideas
- Rewriting outreach emails and proposals
- Brainstorming titles, hooks, and calls to action
🕒 Estimated time saved: 3+ hours per week
2. Otter.ai – Transcribe Meetings and Client Sessions Instantly
If you’re tired of taking notes or forgetting what was said on a call, Otter.ai is a game-changer. It records and transcribes everything, making it easy to search or review later.
How I use it:
- Transcribing Zoom meetings and client sessions
- Highlighting action items and takeaways
- Sharing summaries with clients or my team
🕒 Estimated time saved: 1.5 hours per week
3. Notion AI – Keep Everything Organized and Actionable
Notion is my digital command center. With Notion AI, I can clean up messy notes, summarize documents, and build organized systems faster.
How I use it:
- Organizing blog outlines, SOPs, and client notes
- Turning long-form text into checklists or summaries
- Keeping a central dashboard for projects and content
🕒 Estimated time saved: 2 hours per week
4. TidyCal + Zapier – Booking Without the Back-and-Forth
TidyCal simplifies scheduling, and Zapier connects everything together—so I don’t have to manually confirm calls, send reminders, or log meeting info.
How I use it:
- Letting clients schedule calls through a link
- Automatically sending confirmation/reminder emails
- Logging new appointments in Google Calendar and GHL
🕒 Estimated time saved: 2 hours per week
5. Claude by Anthropic – For Deep Content Thinking
Claude handles longer documents better than ChatGPT and offers a thoughtful tone. I use it when I need deeper insight, strategy help, or long-form editing.
How I use it:
- Reviewing long drafts and program guides
- Rewriting dense text into clear, actionable content
- Brainstorming workflows or email sequences
🕒 Estimated time saved: 2+ hours per week
Claude handles longer documents better than ChatGPT and offers a thoughtful tone. I use it when I need deeper insight, strategy help, or long-form editing.
How I use it:
- Reviewing long drafts and program guides
- Rewriting dense text into clear, actionable content
- Brainstorming workflows or email sequences
🕒 Estimated time saved: 2+ hours per week
Final Thoughts: It’s About the Right Tools, Not More Tools
Using AI doesn’t mean automating everything. It means freeing yourself from low-value tasks so you can focus on strategy, creativity, and connection.
These tools work together to simplify how I run my business. Start with one, build trust in it, and scale from there.
Ready to discover which tools could save you time and energy?
Book a free 15-minute AI Discovery call here.
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