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- 📈 Instant 17+ Practical AI Workflows to Boost Your Daily Productivity in 2024 (Must-have Collection)
📈 Instant 17+ Practical AI Workflows to Boost Your Daily Productivity in 2024 (Must-have Collection)
These 5 best AI tools everyone uses daily to streamline tasks, boost efficiency, and simplify life. Plus $1,000 credit for Team Plans in Notion.
Wendy
November 21, 2024
Table of Contents
Introduction: How AI Can Simplify Your Day
We’ve all been there - staring at a long to-do list, wondering how we’ll get it all done. Between replying to emails, keeping track of meetings, and managing daily tasks, it often feels like there just aren’t enough hours in the day. Now imagine if you had a reliable helper, one that never gets tired, doesn’t forget, and works faster than you ever could. That’s what AI can do, it’s like having an extra brain for your everyday life, but without the headaches.
In the last post, we explored AI courses for every level, free resources for those starting out, premium options for more advanced learners, and even courses designed to boost personal skills like creativity or productivity. So today is about something most of us need: getting things done faster and easier.
This post will show you how AI can take care of those boring, time-wasting tasks, like organizing your schedule or sorting emails. It’s like having a super-smart assistant who never takes breaks or makes mistakes. By the end, you’ll see how AI can turn your daily grind into a smooth operation, freeing you up to focus on the things you truly enjoy.
Let’s get started and make life a little easier!
I. Why AI is a Game-Changer for Daily Routines
The Problem: Too Much Busywork!
How much of your day is spent on repetitive, low-priority tasks? Sorting emails, scheduling meetings, managing to-do lists—it feels endless. These tasks might seem small, but they add up, stealing time and energy from the things you really want to focus on.
AI Solution: Smarter, Faster, Better
AI is really good at handling the boring stuff so you don’t have to.
Email Management: best AI tools can sort your inbox, highlight important messages, and even draft replies for you.
Scheduling: Instead of endless back-and-forths, AI can instantly find the best meeting time for everyone involved.
To-Do Lists: AI can prioritize tasks based on deadlines and importance, ensuring you never miss a beat.
Adaptability: AI Learns Your Style
The more you use AI, the better it understands your habits.
If you block time for focused work every morning, AI tools can automatically protect that time by updating your calendar.
Need reminders? AI can learn when and how to nudge you for maximum productivity.
It’s like having an assistant that gets better at its job the longer you work together.
Beyond Work: AI for Personal Life
AI isn’t just for office tasks—it shines in daily life too.
Reminders and Alerts: Never forget birthdays, appointments, or deadlines again.
Shopping and Meal Planning: AI can organize grocery lists or suggest recipes based on what you already have at home.
Travel Plans: It can manage itineraries, alert you about flight changes, or find the quickest routes.
It’s like having a personal assistant for everything from work to dinner prep.
Simplicity: You Don’t Need to Be a Tech Expert
AI tools are designed to be simple and easy to use. Most work with just a few clicks, meaning you don’t need a tech degree to make them part of your life. It’s productivity without the learning curve.
Why It Matters: More Time for What Counts
AI isn’t just about saving time—it’s about freeing up your mental energy. Instead of juggling the small stuff, you can focus on what really matters, whether it’s hitting big goals, spending time with loved ones, or simply relaxing.
In short, AI is like your secret weapon for managing everyday chaos.
II. My Top AI Tools for Maximum Efficiency
Over time, I’ve found a few AI tools that have become my daily go-to’s—they save me time, keep me organized, and help me get more done with less effort. Here’s how I use some of the most powerful AI tools to simplify my day. Each tool serves a unique purpose, and I’ve structured this guide to help you understand what they do, how they work, and why they might be perfect for you.
1. ChatGPT: Your All-Purpose Assistant
If there’s one tool I rely on the most, it’s ChatGPT. Why? Because it’s like having a genius sidekick who can do just about anything. ChatGPT is a conversational AI tool that can write, summarize, brainstorm, and solve problems. It’s like having a super-intelligent assistant who can tackle almost anything you throw at it.
Key Features:
Text Generation: Write emails, reports, stories, or even creative content.
Idea Brainstorming: Generate fresh ideas for projects, names, or plans.
Summarization: Break down long documents into bite-sized summaries.
Problem-Solving: Answer questions and clarify concepts on the spot.
Web Search: Recently released, browse websites and give you real-time answer.
Here’s how I use it daily:
Draft Emails: I type a rough idea, and ChatGPT polishes it into a professional or friendly tone, depending on the audience.
Brainstorm Ideas: Need content topics or project names? I type in a general idea, and it gives me creative suggestions I might not have thought of.
Quick Research: Instead of digging through multiple sources, I ask ChatGPT for a clear explanation or a summary.
You can see that even today, when writing this post, I already use it a lot right🤣
Why I Love It (and You Too):
It’s incredibly flexible, and it adapts to whatever I need. Whether it’s for work, creative tasks, or even quick advice, ChatGPT is reliable and fast. You’ll love it because it feels like having an assistant who’s available 24/7 and it never runs out of energy.
Because my needs are simple, tools like ChatGPT might be enough, and I can be satisfied with that. However, if you’re looking for more - like switching between different AI tools such as Claude, Llama, Gemini, or even using AI for image generation, then I highly recommend trying USnap. It’s an all-in-one platform designed to make everything seamless and efficient with 27+ tools for you to try.
2. Notion AI: Organize Like a Pro
Notion is already great for staying organized, but add AI, and it’s next-level. It enhances the productivity platform Notion by adding intelligent tools for task management, note-taking, and project planning. It organizes your life while making your workflows smarter.
Key Features:
Smart Summarization: Turn meeting notes or project updates into clear summaries.
Task Prioritization: Automatically sorts tasks by urgency and importance.
Content Generation: Helps create structured plans or outlines based on basic input.
How I Use It Every Day:
Summarizing Notes: After a brainstorming session, I jot down rough ideas, and Notion AI organizes them into actionable steps.
Planning Projects: When I start a new project, I input a few details, and Notion AI generates a detailed plan.
Tracking Tasks: It prioritizes my to-dos and reminds me of deadlines so nothing slips through the cracks.
Why I Love It (and You Too):
It feels like having a personal organizer who’s always on top of things. You’ll love how it takes the stress out of managing tasks and keeps you focused on what matters most.
🎁 TODAY’S GIFT: Up to $1000 credit for Team Plans in Notion for any startups working with one of Notion’s global partners (Amazon Web Services, Inc. (AWS) and Stripe). And any startup can apply to receive at least $500 in credit to use Notion's team-based plans for free - enough to cover a team of 5 for a year.
3. Make: Automation Made Simple
Make is my secret weapon for connecting different apps and automating my daily tasks. It connects your favorite apps and automates workflows between them. It takes repetitive tasks off your plate by creating “Scenarios” (automations) that work in the background.
Key Features:
App Integration: Connects tools like Gmail, Slack, and Google Sheets.
Workflow Automation: Automates multi-step processes with a single trigger.
Custom Triggers: Automatically starts tasks based on actions, like receiving an email or updating a spreadsheet.
How I Use It Every Day:
Email Management: Automatically forward specific types of emails (like invoices) to the right folder or person.
Task Syncing: When I add a task in Notion, Make syncs it with my Google calendar (or other task apps like Todoist.)
Social Media Posting: Schedule and automate posts across platforms without manual effort.
Why I Love It:
Make saves me hours of manual work every week. Once it’s set up, I can forget about those tasks completely. You’ll love it because it’s like having an invisible helper that handles the behind-the-scenes work.
🎁 BONUS SECTION: Don't worry if you find AI automation hard (though it is), I combined all the posts in this topic for you here to start from basic to advanced (like me😁) And this section would also be included in AMCL series later!
Basic AI Automation to begin:
Advanced AI automation tutorials:
4. Perplexity AI: Instant Answers Without the Noise
Perplexity AI is a research and question-answering tool that provides accurate, evidence-backed responses to your queries. Think of it as a turbocharged search engine.
Key Features:
Direct Answers: No fluff—just clear, concise information.
Citations Included: Links to credible sources for every answer.
Comparison Insights: Helps weigh options by breaking down pros and cons.
How I Use It Every Day:
Reliable Research: When I need facts or stats, Perplexity delivers accurate answers without the need to dig through multiple websites.
Idea Validation: Before starting a project, I use it to confirm key points or test assumptions.
Quick Comparisons: It helps me decide between tools or strategies by giving clear pros and cons.
Why I Love It (and You Too):
It’s fast, reliable, and saves me from information overload. You’ll love it because it simplifies research and ensures you get the facts right without wasting time.
Some of you might be confused between NotebookLM and Perplexity. So basically, Google’s NotebookLM is a little different. It’s not just another AI tool - this one is like having a research assistant who actually listens to you (imagine that!). Unlike Perplexity, which searches the web, NotebookLM lets you upload your own files and turns them into a personalized knowledge base.
Take a look at this comparison between them then decide to choose one that fits your needs!
5. Canva AI: Creativity Made Easy
Canva AI is quite popular for you right! It is an intelligent design tool built into Canva, making it easy for anyone to create professional-looking visuals, even without design experience. You can expand photos easily, erase unwelcome intruders from your pictures, switch styles with a snap, bring imaginative visuals to life, and whip up complete presentations from a single prompt.
Key Features:
Graphic Suggestions: Automatically generates templates based on your input.
AI-Powered Editing: Remove backgrounds, resize images, and adjust layouts effortlessly.
Content Creation: Generates presentations, social media posts, and more with just a few clicks.
How I Use It Every Day:
Creating Visuals: I use it to quickly design social media posts and presentation slides that look polished and professional.
Editing Images: With AI tools like background removal, I can tweak visuals in seconds.
Generating Ideas: Sometimes, I input rough ideas, and Canva AI creates designs that spark inspiration.
Why I Love It (and You Too):
It takes the frustration out of design work. Even if you’re not a designer, Canva AI helps you create visuals that look amazing. You’ll love it because it saves time, simplifies the process, and ensures your content always looks great.
🎁 BONUS SECTION: 100% Free:
By combining them, I can stay focused on the bigger picture while AI takes care of the smaller stuff. If you haven’t tried these yet, start small with just one tool—you’ll be amazed at the difference it makes.
III. Why Use Paid Plans?
Free AI tools can be incredibly helpful, but at some point, you might feel like you’re hitting a wall. Paid plans unlock extra features that can supercharge your productivity, creativity, or workflows. Let’s break down why investing in a paid plan is worth considering.
1. What’s the Difference Between Free and Paid?
Think of free plans as getting a taste of what a tool can do. They’re great for starting out and understanding the basics, but they usually come with limits, like:\n
Usage Caps: Many free tools restrict how often you can use them. For example, ChatGPT’s free plan might limit the number of queries or only provide access to older, less capable versions of the model.
Feature Restrictions: Advanced tools and automations (like Make’s multi-step workflows) are locked behind paid tiers.
Support and Reliability: Paid plans often offer priority customer support, better uptime, and faster processing speeds.
Paid plans remove these roadblocks. You get full access to everything the tool offers, making your experience smoother and more efficient.
2. How Paid Plans Enhance Productivity
When you upgrade, you’re not just paying for more usage, you’re getting access to features that save time and reduce friction. Here’s how paid plans make a difference:
Premium Features: In tools like Canva AI, paid plans unlock advanced editing options, high-quality assets, and collaboration features.
Unlimited Usage: You can avoid interruptions caused by daily or monthly caps. For instance, with ChatGPT Pro, you can use the latest, most advanced version (e.g., GPT-4) without waiting during peak times.
Efficiency Boost: Paid Make plans allow multi-step workflows, meaning you can automate entire processes rather than just one step at a time.
Imagine not having to worry about hitting a limit just when you’re in the zone or needing an extra feature only to realize it’s locked. Paid plans let you focus on your work, not the tool’s restrictions.
3. My Experience with Paid Plans
I started with free versions for most tools to learn the ropes. They worked well initially, but as my needs grew, the limitations became frustrating.
ChatGPT Pro: Upgrading gave me access to GPT-4, which is noticeably smarter and faster. Now, I can brainstorm better ideas, draft content quicker, and handle more complex tasks without delays.
Canva Pro: The extra design templates, premium assets, and advanced editing tools made creating professional visuals effortless. I don’t waste time hunting for high-quality stock images anymore - it’s all included.
Make Premium: Multi-step automations transformed how I manage repetitive workflows. Instead of handling tasks in chunks, everything flows seamlessly from start to finish.
Once I switched to paid plans, I realized the time I saved was worth far more than the monthly cost.
Here’s why it’s worth considering:
Save Time: The advanced features of paid plans let you accomplish more in less time, reducing stress and freeing you up for other priorities.
Unlock Potential: Many tools are designed to shine when you unlock their full capabilities. Free plans often show you the “what,” but paid plans show you the “how.”
Invest in Yourself: Think of paid plans as an investment in your productivity. If a tool saves you hours of work, it’s already paying for itself.
4. When Should You Upgrade?
If you’re just starting out, free plans are perfect for learning the basics. But if you find yourself needing more power, flexibility, or features, it’s time to consider upgrading. Ask yourself:
Am I spending too much time working around limitations?
Would this tool help me save more time or create better results if I had full access?
Is the cost of upgrading worth the value it provides in saved time and effort?
If the answer to these is “yes,” it’s probably the right moment to make the switch.
IV. Smart Ways to Incorporate AI Into Your Life
AI tools can feel overwhelming if you’re unsure where to start. But the truth is, incorporating AI into your daily routine doesn’t have to be complicated. It’s all about identifying small, repetitive tasks and letting AI handle them while you focus on the bigger picture. Here are smart, simple ways to make AI a helpful part of your life.
1. Start Small with Everyday Tasks
You don’t need to turn your life upside down to start using AI. The best way to incorporate it is by beginning with simple, everyday tasks where AI can make an immediate difference. This could be as straightforward as managing your inbox, organizing your schedule, or setting up reminders.
For example, let’s talk about emails. We’ve all faced the chaos of a cluttered inbox on a Monday morning—new emails from the weekend, follow-ups, and maybe even spam. Instead of spending precious time manually sorting through everything, you can let AI take the wheel. AI can flag important emails based on sender or content, suggest quick replies for routine messages, and even draft professional responses if needed.
🎁 ADVANCED WORKFLOWS FOR YOU:
2. Automate Repetitive Workflows
AI excels at automating tasks that you do repeatedly. With tools like Make, you can connect your apps and automate workflows.
Every time you add a new task to your to-do list, you also need to update your calendar. Instead of manually switching between apps and typing things twice, AI can automatically sync your task list with your schedule. So, when you plan something once, it shows up everywhere it needs to be. It’s like having a personal assistant who never forgets.
How You Can Use This:
Take a look at the processes you repeat regularly and ask yourself, “What steps could I skip if I had a helper?” Start small—maybe automating reminders for bill payments or syncing work tasks to your phone calendar. Once you see the time you save, you’ll want to automate more.
3. Let AI Handle Creative Projects
You don’t have to be a professional designer, writer, or artist to create impressive content. AI can handle much of the creative heavy lifting, turning your ideas into polished outputs in minutes. Whether it’s designing visuals, improving your writing, or even generating fun projects, AI makes creativity accessible for everyone.
Examples of Creative AI in Action:
Content Creation: You need to design a flyer or presentation for a project. Instead of starting from scratch, AI can generate a professional-looking layout with fonts, colors, and styles that match your needs.
Writing Assistance: Whether it’s writing a blog post, drafting an email, or even crafting a speech, AI can refine your words or provide entire drafts, helping you sound clear and polished.
Fun Projects: Hosting an event? AI can help you design custom invitations or create a playlist of AI-generated music to set the mood.
For You: Let’s say you’re hosting a birthday party and want unique invitations. Instead of spending hours designing them, use Canva AI to create professional-looking invites in just a few minutes.
4. Balance Work and Life
One of AI’s greatest benefits is how it helps you manage both work and personal responsibilities. AI can help reduce the stress of juggling work and personal life by managing time and tasks effectively.
How I Use This:
One of my favorite ways to use AI is for meal planning. Imagine opening the fridge at the end of the day, unsure what to cook. Instead of stressing, I use AI to suggest recipes based on what’s already in my fridge. It’s like having a chef whispering suggestions in your ear. Not only does it save time, but it also reduces food waste because you’re making the most of what you have.
For You:
Think about those small stress points in your daily life like deciding what to cook, remembering appointments, or keeping track of household chores. AI can step in to simplify these tasks. It’s not just about saving time; it’s about saving mental energy so you can enjoy your day more.
🎁 BONUS SECTION:
Conclusion: Make AI Your Productivity Bestie
I know your life is busy. Between work tasks, personal responsibilities, and the constant stream of things demanding your attention, it can feel like you’re always playing catch-up. So AI is not as a replacement for your hard work, but as a partner to make things easier, smoother, and yes, even a little more fun.
Think of AI as your productivity bestie. It’s the friend who always shows up with just the right solution, whether you need to clear a messy inbox, automate boring tasks, or whip up a quick draft for a project. It doesn’t matter if you’re a seasoned professional juggling deadlines or someone just looking to simplify everyday life - AI has your back.
Remember to start with one simple task - like organizing your schedule or drafting an email. Once you see how much easier life becomes, you’ll feel more confident exploring other ways AI can help.
Life is complicated, but your tools don’t have to be. With AI as your productivity bestie, you’ll spend less time stuck in the grind and more time doing what you love. So, take the first step today. Try one small AI-powered solution and see how much lighter your daily load feels.
See you soon in the next post of AI Mastermind Challenge League!
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