Best AI Productivity Tools for Businesses

Best AI Productivity Tools for Businesses post image

AI, in its many forms, has become an indispensable component of the business world. The benefits of implementing AI software into your business are innumerable: it quickens your business processes, promotes better decision making, and streamlines workflows.

However, when people think of “AI tools”, they normally think of ChatGPT and other AI language models. There are in fact a wide range of different types of AI-powered productivity tools that you can utilise in your business. This includes the likes of AI-enhanced ERP and CRM systems, as well as scheduling tools, image generation, and other automation tools.

In this guide, we’ll examine the main types of AI business tools and explore relevant examples.



On a very basic level, chatbots can be utilised to provide text-based responses to written commands. ChatGPT, for example, can hold human-like conversations, produce long-winding prompt-based essays, and even write code for programmers.

However, these tools can also be used to carry out several other business processes. For example, you can integrate it into your customer service support system to create an automated chat service, which is great for customer experience.

Based on research conducted by Capgemini, 63% of businesses leverage AI to improve their customer experience.

The main chatbots include:

  • Microsoft Copilot – This Microsoft tool can generate content based on prompts, much like ChatGPT. However, its responses are more human-like. It also features a user-friendly interface, microphone, and follow-up question generator.
  • ChatGPT 3 – The free version of ChatGPT, this platform really pushed AI tools to the forefront upon its release. Its success and continued relevance are a result of its quick response times, its ability to recreate specific styles of writing, and the fact that it can be used for free.

Is ChatGPT 4 worth it?

You should get ChatGPT 4 if you want to process images and video in addition to text. It’s also better at data analysis and can process more complex scientific and mathematical concepts. However, if you’re looking for a simple chatbot, is the ChatGPT upgrade really worth the extra £16 ($20) a month?

It’s worth the subscription if you’re looking for a generative AI language model that provides more accurate and more comprehensive answers. This upgrade is far better at determining and reproducing targeted grammar, structure, vocabulary, and even dialect. It also has a much bigger knowledge base, meaning it can generate responses based on a much wider range of sources.

The resulting finished product is more accurate and better reflective of your prompts.

Transcription tools

In the world of business, meetings are abundant, and you don’t always have someone present to record the minutes. AI transcription tools can be used to take meeting notes on your behalf. Instead of jotting down points manually, note-taking tools leverage machine learning to turn spoken language into text.

Not only do these tools recognise the words being spoken, but they can also analyse accents, dialects, and unique speech patterns in order to improve the accuracy of the finished product.

Some of the best transcription tools include:

  • – Otter Assistant is a great add-on for all your Zoom, Google Meet, and Microsoft Teams meetings. Not only will this AI tool record conversations as they occur, but also generate live captions during the meetings. This makes real-time communication easier. The tool can also categorise notes into sections and order them in terms of importance, making later analysis easier.
  • Notta – This note taking software is great for live meetings as well as recorded interactions that have already occurred. You can submit audio and video files to Notta will not only transcribe but also use AI to create convenient timestamps and auto-corrections.

Task and project management

When it comes to managing your business operations, strong project planning and management are required. AI-powered project management tools can be used to analyse your processes, identify roadblocks, make timeline and cost projections. By providing these services, AI task management tools can make you better at both scheduling and prioritising.

In project management, you need to respond quickly and accurately as conditions change. AI-powered tools can foresee these changes and alert you to them when necessary, allowing you to focus on the successful completion of the task itself.

The leading AI project management tools used widely today include:

  • Asana – You can ask Asana AI to ask questions related to your projects, to which it will provide smart answers based on your current workflows. As you add new components to your projects, Asana will identify overlaps and roadblocks that could prevent the successful completion of your projects.
  • ClickUp – ClickUp organises your workflow in a way that guarantees the successful completion of all your tasks. You can ask the AI tool natural language questions like “what is the most urgent task?” and “which tasks are blocked?” to gain instant clarification on what to work on next.


AI-based predictive Enterprise Resource Planning (ERP) leverages predictive analytics, natural language processing, and machine learning to create more efficient workflows. This can bring greater planning and forecasting into the HR, supply chain management, manufacturing, and procurement departments of your business.

AI strengthens the analytical functions of ERP systems. It can process huge volumes of data and identity inconsistencies, anomalies, trends, and patterns instantly. From this, the AI-powered ERP can identify areas of your company processes that need improvement. The AI aspect of ERP can also be used to perform mundane tasks, perform finance and accounting processes, and improve customer service.

  • Oracle – Oracle’s AI functions include large language models, chatbots, deep-image based analysis, and document understanding. In terms of use cases, Oracle’s AI function can scan invoices and pull out the main information and enter this into the ERP system. This creates greater accuracy and reduces the risk of human error.
  • Microsoft Dynamics 365 – This ERP harnesses AI to create project status reports, perform risk assessments, analyse big data, and cross-examine budgets, plans, and forecasts to make sure that all aligns. It can analyse stock, inventory, and travel conditions to predict more accurate delivery times. This provides stronger planning and also boosts customer service.


A basic CRM system will store, organise, and maintain your customer data. An AI CRM, on the other hand, will perform deep data analysis to provide you with invaluable predictions, such as forecasted sales and customer growth. To gain any value from analysing customer data, you need to do it on a wide scale, and an AI-enhanced CRM system can do this instantly.

Specifically, AI CRMs can chart, analyse, and compare current customer behaviour to predict the future. These data-driven decisions help you avoid taking any risks, steering your planning and investment in the right direction. This data is also used to improve customer interactions, create more accurate targeted ads, and provide personalised suggestions.

Popular AI CRMs include:

  • HubSpot CRM – HubSpot uses AI to separate likely conversions from unlikely conversions, which helps you determine which customers to target your ads, products, and content towards. It also analyses site visitor website behaviour to generate content suggestions to increase engagement and conversions.
  • Zoho CRM – Similarly, Zoho uses AI to analyse customer data to drive more meaningful customer engagements. Once you act on these recommendations, Zoho will analyse customer response to them to identify any anomalies or inaccuracies in their predictions. This allows you to change and refocus your marketing campaign as necessary.

AI for SEO

“AI for SEO” does not mean using the likes of ChatGPT to write articles. There are several AI-powered writing tools that help you better optimise your content for Google and other search engines. These tools can recommend topics, content layout, primary and secondary keyword usage, and tone of voice.

These tools can analyse your competitors and the search volume of your chosen keyword to make reliable suggestions. AI powered web processors can also analyse your data once written and judge its rankability.

Two AI-powered SEO tools that work well together are:

  • Grammarly – This add-on uses AI to assess the grammatical accuracy, tone of voice, originality, word choice, and overall delivery of your content. In order for your articles to rank, they need to be written clearly and coherently, with no instances of plagiarism. Grammarly can help you achieve this level of content quality.
  • Surfer SEO – This content intelligence editor uses AI to analyse your key competitors. By doing this, it determines the information you need to include for individual articles. It will do this by providing you with a long list of keyword suggestions, title ideas, and so on. It will then give you a score based on how well you’ve implemented their recommendations. This tool allows you to write better content than the competition.

 Media generation

AI can also be used to help you make images, videos, and recordings. Intelligent tools can be utilised by your on-site graphic designer to streamline their operations and generate visuals and media for your website, social media, and meetings more easily. Creating and editing a video is normally a lengthy process, that often requires a team of designers to work on. AI not only performs the jobs of several, but can also be used to create more accurate results.

Once generated, AI-made media is also easy to edit and refine. Most image and video generators are prompt-based, meaning all it takes is a typed sentence to totally change the visual.

Popular media generation tools include:

  • DALL-E 3 – This image generator is a product of OpenAI and can be used within ChatGPT. It works the same as the chatbot, in that you can feed this tool prompts and it will instantly generate images based on these. The more refined and exact your prompts, the more accurate the results are.
  • Wondershare Filmora – This is a great AI-powered video editing tool that allows you to remaster poor quality videos, fix poor sound recordings, and remove and change backgrounds. Rather than performing all these processes manually, this tool can run the tasks instantly, ensuring that videos are ready for deadlines.

Find AI tools with YourShortlist

The list of productivity tools powered by artificial intelligence doesn’t stop there – there’s basically a tool for every business task – from making presentations to managing your inbox.

Whatever type of tool you’re looking for, YourShortlist can help you find solutions that meet your business needs exactly. We’ve pre-vetted thousands of software vendors, many of which will be able to supply the artificial intelligence-powered service you’re looking for.

Contact us to discuss your business needs, and we’ll get to work on creating a shortlist of suppliers that fit your mould.