Best AI Tools for Work Productivity in 2025

AI is indeed making a huge impact in today’s era of living and working. And it’s not surprising at all, considering its capabilities in automating repetitive tasks and helping us get more done with less effort. 

And while AI technology is widely available everywhere, it’s still hard to fully embrace this technology and know which tools will actually simplify our workflows and let us be more productive. If this feels relatable, do not worry, as we’ll walk you through some of the best AI tools for productivity and how to incorporate them into your workflows. Stay tuned!

The rise of AI tools in 2025

From a growing trend in the past couple of years to a core operational part in 2025, AI has changed the way we work in a way that couldn’t have been imagined before. We see companies integrating this technology, but not just because it helps simplify workflows. It’s because AI is slowly becoming imperative for businesses to stay competitive and handle modern work demands. 

In particular, automation and machine learning are making AI tools smarter, more intuitive, and more accessible to talent than ever. What used to be assisting in tasks before is now becoming essential for active decision-making and enhancing creativity in entirely new ways. 

As we move forward, AI isn’t just a technology for tech giants or large corporations but an essential for businesses of all sizes that want to optimise their processes, reduce manual labour, and stay competitive in the era that follows. 

Key benefits of using AI tools for workplace productivity

As we already learned, AI tools are taking over and for a good reason - simplifying workflows, automating boring tasks, and helping teams stay more productive. Below, we explore some of the most important benefits of implementing AI tools in the workplace.

Enhanced communication

Clear and efficient communication is the foundation of every productive team, and AI is already leading the way in improving it in multiple ways. First of all, AI tools can automate the process of summarising meetings, emails, and long documents, which reduces the time spent drafting and responding to messages. In addition to this, AI-driven chatbots can also offer teams instant answers to their questions or help them find information quickly without the need to wait for human responses. 

Finally, with the emergence of AI real-time translation tools, global teams can easily break down language barriers and collaborate with professionals from any corner of the world without communication limitations. Thanks to this technology, global teams nowadays can stay aligned, reduce misunderstandings, and improve communication in general. 

Improved project management

Managing complex projects with multiple moving parts and people involved can be challenging, especially without leveraging tools that can simplify project workflows. This is where AI-powered project management tools come in handy. 

In fact, these tools work by using historical data and predictive analytics to forecast potential delays and suggest adjustments before you face any major issues. Therefore, AI can help assign tasks based on team members’ capabilities and strengths, monitor their progress, and provide real-time insights into the project’s progress and health. 

As these tools provide the data-driven approach businesses need, they can be used to ensure consistent meeting of pre-assigned deadlines and more efficient relocation of any kind of resource. 

Streamlined task automation

We all know that repetitive tasks can take up a lot of productive time and even lead to frustration and wasted resources. AI tools, in fact, excel in automating routine activities such as data entry, report generation, invoice processing, and even customer service inquiries, where applicable.

Such AI tools are reliable in handling repetitive tasks quickly, accurately, and consistently, which will ensure that your team members aren’t bogged down by repetitive work. For example, AI-powered software can automatically categorise emails by flagging important messages and filtering out spam. By taking care of these kinds of time-consuming tasks, your team can focus on more strategic or creative work, which will automatically bring higher morale and better productivity in your team. 

Better time management

Time is one of the most precious resources in any business, and AI tools are actually excellent in helping teams manage it better. Thanks to the advancement of AI, these tools can now automatically schedule and organise meetings while also taking into account team members’ time zones and availability. 

In addition to smart scheduling, there are many AI-based tools that track individuals’ productivity and energy levels to give suggestions that reduce over-scheduling and prevent work burnout. Some tools even analyse how time is spent across different tasks and offer insights for making improvements, which ultimately helps teams focus on high-priority tasks. 

Enhanced collaboration

Collaboration is one of the most essential things to get the work done, and AI is actually making it easier than ever before. It doesn’t matter whether your team works from the same office or is scattered across multiple regions worldwide - AI tools can facilitate smooth collaboration thanks to their smart capabilities.

For example, cloud-based AI platforms allow teams to share and access any type of documentation, make real-time edits, and track project updates no matter where they are. Other AI tools make it easy to assign tasks to the right people based on their skills and availability. 

In addition, AI tools can analyse communication patterns to offer suggestions on how teams can improve coordination, such as reducing email chains or consolidating meetings. With these tools, working together across different regions and time zones becomes easier and more productive than we could ever imagine. 

Improved employee well-being

Employee well-being is one of the things that directly impact productivity, and AI tools are playing a key role in promoting healthier work environments and improving work-life balance. 

Thanks to their smart capabilities, AI-powered tools can monitor employee workloads in real-time and detect signs of burnout and stress. In addition to managing workloads, AI tools actually help minimise them by automating tasks, scheduling meetings, and answering routine questions. This allows teams to shift their focus to the more creative and strategic part of their work and prioritise their well-being. 

By addressing employee well-being and work-life balance, AI tools help businesses create more supportive and positive work environments where employees can skip overwhelming and time-consuming tasks and actually do what they’re best at. 

Best AI tools to boost productivity

Now that we’ve found out how AI tools can boost your workplace productivity, let’s discover some of the best tools and how each can help you bring your team’s performance to the next level. 

Trello with Butler AI

Trello, paired with Butler AI, ultimately enhances project management by bringing automation features to the already very popular tool. This smart integration lets you automate task assignments, due dates, and labels based on triggers and create custom workflows to improve and streamline your team’s daily operations. 

Key features:

The following are the most important features of Trello and Buttler AI’s integrated tool:

• Automation of task management and other processes.
• Custom rules and triggers.
• Custom cards for performing a series of actions to move the project forward.
• Integration with the most popular apps and tools on the market.

Best for:

With its simple automation and customisation features, this tool is suited for:

• Teams in need of a simple and customisable project management tool with added automation.
• Businesses that need to automate repetitive processes without sacrificing their teams’ flexibility.
• Teams that rely on visual tools to track and manage their internal projects.

Pricing:

Trello offers a free plan to help you explore the basic organisational features of the tool. However, the following are the prices of their more advanced plans, each offering different features and functionalities:

• Standard plan - $5 per user per month - offering unlimited boards, card mirroring, and more automation.
• Premium plan - $10 per user per month - offering AI assistance in boards and admin controls. 
• Enterprise plan - $17.50 per user per month - offering enterprise-level security and controls. 

Notion AI

Notion AI integrates artificial intelligence into the popular note-taking and knowledge management tool to help global teams capture, organise, and collaborate on ideas more productively. This tool simplifies brainstorming, project planning, and knowledge sharing by utilising AI technology to automate certain tasks and offer smart suggestions, making it a very versatile tool for creative teams. 

Key features:

Notion AI offers several features that will ultimately boost your team's productivity:

• Content generation for notes, documents, and tasks.
• AI-powered summaries for lengthy articles, meeting notes, and documents. 
• Enhanced search and organisation capabilities. 
• Smart suggestions for task prioritisation and project management.
• Collaborative space for team discussions and project planning. 

Best for:

With the features above, Notion AI could be ideal for:

• Teams that need flexible tools for note-taking, project management, and collaboration.
• Creative professionals and businesses who need content generation support.
• Organisations in need of a single platform for documentation, task management, and team collaboration.
• Teams that value customisable templates and want to combine AI with organisational tools.

Pricing:

Notion AI has a free trial version that offers an overview of the basic features of this tool. After that, it can be purchased as an add-on subscription for $8 per member per month. 

Zoom AI Companion

Zoom AI Companion is basically an enhancement of the Zoom video conferencing platform with the integration of artificial intelligence for better communication. It helps users with multiple automation tasks, including summarising meetings and offering actionable insights during and after calls. As such, it’s perfect for remote teams that rely on virtual communication and collaboration. 

Key features:

Zoom AI Companion offers several features that will enhance meeting productivity:

• Real-time automated meeting summaries.
• Actionable insights and follow-up tasks generated from the meeting.
• Comprehensive calendar management for better scheduling.
• AI assistance for writing plans and documents.

Best for:

With features designed for simple and smooth remote collaboration and organisation, Zoom AI Companion can be a good option for:

• Teams that rely on video conferencing for communication.
• Remote teams that need to stay organised and on track after meetings.
• Companies that require quick access to meeting summaries and follow-up tasks.
• Organisations that need to automate note-taking and post-meeting management.

Pricing:

Zoom AI Companion can be included for free on every Zoom pricing plan. Besides their “Basic” free plan, Zoom offers many plans with versatile features, depending on your operational needs. 

Grammarly

Grammarly is one of the most popular AI writing assistants that help users improve their written communication. This tool checks grammar, spelling, punctuation, and even tone to help teams write clear, professional, and error-free content. 

Key features:

Grammarly comes with several advanced features to help teams enhance their writing skills:

• Grammar, spelling, and punctuation check.
• Style and tone suggestions to match your intended audience.
• Plagiarism detection.
• Vocabulary enhancements for more engaging content.
• Integration with browsers, Google Docs, Microsoft Office, and other platforms.

Best for:

Offering the capabilities above, Grammarly is the ideal option for:

• Teams that need to ensure their communication is clear, professional, and error-free.
• Businesses looking to improve their internal and external communication.
• Individuals or teams that frequently work with large volumes of written content.
• Content creators, marketers, and teams that work on producing content.

Pricing:

Grammarly offers several plans, depending on the features you need:

• Free plan, offering basic grammar, spelling, and punctuation checks.
• Premium plan - $12 per user per month - offering advanced grammar checks, style suggestions, and plagiarism detection.
• Business plan - $15 per user per month - offering advanced writing feedback, analytics and insights, and more features suitable for businesses.

ChatGPT

ChatGPT is a powerful AI language model that can assist with a wide range of tasks. It basically acts as a versatile conversational agent, capable of answering questions, providing insights, and helping teams brainstorm ideas or solve problems. 

Key features:

ChatGPT offers a wide range of functionalities that can ultimately help boost productivity:

• Instant content generation, including emails, reports, and articles.
• Natural language understanding for context-based conversations.
• Problem-solving and brainstorming assistance.
• Language translation for multi-regional teams.
• Customisable responses and tones based on user prompts. 

Best for:

Considering the range of functionalities, ChatGPT is best for:

• Teams that require fast content creation or assistance in communication.
• Businesses looking to automate customer support or FAQs.
• Companies that need translation or multilingual support.
• Content creators, marketers, and businesses looking to optimise their content workflows. 

Pricing:

ChatGPT offers a free version of the tool that provides limited features and usage. However, the tool can also be purchased through multiple subscription plans, ranging from $20 to $200 per month, depending on the features and capabilities. The platform also offers a custom pricing plan, depending on the scope of features your business needs. 

Clockwise

Clockwise is an AI-powered smart calendar assistant that optimises team schedules by rearranging meetings, creating focus time, and reducing calendar conflicts. It’s created to help businesses make the most of their working hours by intelligently balancing team availability with productivity needs. 

Key features:

Clockwise offers a few automation features to improve time management, which are:

• Smart meeting scheduling to reduce conflicts and free up focus time.
• Time-blocking capabilities to create deep focus sessions.
• Team availability syncing to coordinate across different schedules.

Best for:

Clockwise is a very versatile tool that can be leveraged by businesses of all industries and sizes. As such, it’s best for:

• Teams that are struggling with back-to-back meetings and a lack of focus time.
• Businesses that want to automate and optimise scheduling.
• Remote and hybrid teams that need better time coordination.

Pricing:

Besides their free plan, which is suitable for teams who need basic assistance in calendar management, Clockwise offers the following pricing plans:

• Teams plan - $6.75 per user per month - offering better optimisation and protection of focus time. 
• Business plan - $11.50 per user per month - offering automated calendar management organisation-wide.
• Enterprise plan - custom pricing - offering advanced security and organisation features.

Krisp

Krisp is an AI-powered note-taking tool designed to improve the quality of online meetings and calls. It takes notes in the background and removes noise, echo, and other distractions, so you can stay focused on the most important without any interruptions. 

Key features:

Krisp can help teams enhance productivity with the following features:

• Real-time note-taking that helps generate transcriptions and summaries.
• Noise cancellation, voice clarity enhancement, and accent conversion.
• AI suggestions based on previous conversations.
• Integration with Hubspot, Slack, and other tools. 

Best for:

With features that are optimal for boosting team collaboration and communication, Krisp is perfect for:

• Remote teams and professionals who need clear audio during virtual meetings.
• Customer support and sales teams that handle frequent calls.
• Podcasters, content creators, and creative teams looking for high-quality voice recordings. 

Pricing:

Krisp offers a free plan that is mostly suited for individual professionals who want to capture meetings and need noise cancellation. For businesses that need bigger service coverage, Krisp offers several multiple plans, ranging from $8 to $15 per user per month, as well as custom plans for businesses with flexible volume and usage needs. 

Otter.ai

Otter.ai is another AI-powered tool that captures, transcribes, and summarises conversations in real time. Besides providing multiple features that enhance productivity in communication, this tool can be very easily integrated with Zoom, Google Meet, and Microsoft Teams to ensure that your team never misses any important discussions. 

Key features:

Otter.ai’s AI-driven capabilities are perfect for improving meeting documentation with the following:

• Real-time transcription.
• AI-generated meeting summaries and key takeaways.
• Automating capturing and note-taking during virtual meetings.
• Integrations with multiple video conferencing platforms. 

Best for:

Considering the functionalities it offers, Otter.ai can be an excellent fit for:

• Remote teams and professionals in need of automated meeting transcripts. 
• Journalists, researchers, and students who rely on accurate voice-to-text documentation.
• Businesses that want to improve efficiency with AI-generated summaries.
• Teams that require shareable meeting notes. 

Pricing:

In addition to the free version of Otter.ai, which offers the most basic functionalities, businesses can choose between the following pricing plans:

• Pro plan - $8.33 per user per month - offering optimal collaboration tools for small teams.
• Business plan - $20 per user per month - offering tools for teams who need better productivity.
• Enterprise plan - custom pricing - offering advanced security, control, and support for companies. 

Fireflies.ai

Fireflies.ai is also a popular AI note-taking tool that provides several benefits for businesses in need of records, transcriptions, and conversation analyses in real-time. With its AI-powered capabilities, this tool eliminates the need for manual note-taking, which allows team members to focus on the actual conversation.

Key features:

The Fireflies.ai tool offers a comprehensive suite of tools to improve meeting productivity, including:

• Automatic recording and transcription of meetings.
• AI-generated summaries and action items.
• Smart search capabilities to find topics within conversations.
• Speaker identification capabilities.
• Integration with various CRM, project management, and virtual communication tools. 

Best for:

With advanced capabilities for streamlining meeting productivity, Fireflies.ai is best suited for:

• Businesses and teams that want to automate documentation and follow-ups.
• Sales and customer success teams looking to capture different key client discussions.
• Professionals in need of searchable, AI-generated meeting insights.
• Teams that rely on data-driven decision-making and workflow communication.

Pricing: 

Among their free plan, which is ideal for individuals who are just starting out, Fireflies.ai offers three pricing options with different features included:

• Pro plan - $10 per seat per month - perfect for individual professionals and small teams.
• Business plan - $19 per seat per month - perfect for fast-scaling businesses.
• Enterprise plan - $39 per seat per month - perfect for large businesses.

Motion

Motion is a very popular AI-powered app that combines scheduling, task management, and project planning into one intelligent platform. By automatically prioritising tasks, rescheduling meetings, and optimising your workflows, this app is designed to ensure that teams stay productive without being overwhelmed by planning.

Key features:

Motion’s AI-driven features are great for helping teams optimise their workflows and stay on top of their productivity:

• Automatic task prioritisation and scheduling. 
• AI-powered calendar management.
• Time-blocking features for improved focus. 
• AI project management for time-saving and efficiency.
• Integrations with various tools and platforms. 

Best for:

By offering a centralised set of tools for boosting productivity, Motion is an excellent choice for:

• Teams juggling multiple projects and tight deadlines.
• Professionals who struggle with time management and scheduling conflicts.
• Businesses that need AI-powered automation for better planning.
• Remote teams looking for an all-inclusive scheduling and project management solution.

Pricing:

In addition to their free trial version, Motion offers flexible pricing plans depending on your needs:

• Pro AI - $19 per seat per month - the ideal option for individuals and small teams.
• Business AI - $29 per seat per month - the ideal option for businesses with more complex needs.
• Enterprise - custom pricing - exclusive features depending on your organisation.

Humata

Humata is an AI-powered document-analysing tool that helps teams quickly extract insights, summarise content, and generate reports from complex documentation. This tool has been designed to make it easy to search, understand, and interact with information through an intuitive AI assistant. 

Key features:

Humata’s AI-driven capabilities will allow you to process large amounts of information very quickly:

• Instant document summarisation for quick insights.
• AI-powered question-to-answer feature.
• Secure cloud-based storage and collaboration tools. 
• Supporting various formats. 

Best for:

Thanks to its large documentation processing and summarising capabilities, Humata is the perfect option for:

• Legal, research, and finance teams that work with dense and information-heavy documents.
• Businesses that need quick insights from contracts, reports, or compliance documents.
• Professionals who need an AI assistant to streamline their document review and summarisation.

Pricing:

Just like other AI-powered tools, Humata also offers a flexible pricing structure, including a free plan with the most basic features. Aside from the free version, the following are the paid pricing plans:

• Student plan - $1.99 per month - offering basic features with enhanced capabilities.
• Expert plan - $9.99 per month - offering more enhanced AI-driven features.
• Team plan - $49 per month - offering features that are optimal for teams. 

Perplexity

Perplexity is an AI-powered search and research assistant which is designed to provide precise and well-sourced answers to complex questions and queries. Unlike some traditional search engines, this tool generates detailed responses based on reliable sources, which makes it the perfect option for those in need of accurate and efficient research support. 

Key features:

Perplexity makes research and information retrieval faster and more precise with the following features:

• AI-powered search with direct, well-cited answers.
• Real-time web browsing for up-to-date information.
• Context-aware follow-up questions for deeper research.
• Summarisation of long articles and reports. 

Best for:

Considering its smart AI-powered capabilities, Perpexity is ideal for:

• Professionals who need quick and well-researched answers without looking through multiple resources.
• Businesses that want to enhance decision-making with accurate and AI-curated insights.
• Researchers, writers, and analysts who require a reliable AI search assistant. 

Pricing:

Perplexity offers a couple of different pricing plans, among which are their Standard or Free plan. Besides the free plan, the following are the other pricing options:

• Professional plan - $20 per month - offering more advanced features.
• Enterprise plan - custom pricing starting at $40 per month - ultimately advanced options, more customisation, and dedicated support. 

Jasper

Jasper.ai is an AI-powered tool specifically designed to help marketing teams. More specifically, this tool helps create high-quality marketing copy, blog posts, emails, and more, making it a valuable asset for businesses that want to scale their content efforts. 

Key features:

Jasper is very popular among the wider marketing sector thanks to the following capabilities:

• AI-generated copy for blogs, ads, emails, and social media.
• Brand voice customisation for better consistency.
• AI content templates for different formats and industries.
• Option for integration into a range of apps and platforms. 

Best for:

As we already mentioned above, Jasper is the ideal AI-powered app for many professionals and teams in the marketing sector:

• Teams that need to generate content quickly and without sacrificing quality.
• Businesses looking to maintain a consistent brand voice across multiple channels.
• Writers and content creators in need of AI assistance to improve their creativity.

Pricing:

Jasper offers free trials on all their pricing plans, which are designed to accommodate the needs of different marketing teams:

• Creator plan - $39 per seat per month - offering AI features to improve content.
• Pro plan - $59 per seat per month - offering advanced AI features for content creation and collaboration.
• Business plan - custom pricing - offering personalised AI features and additional support. 

Gamma

Gamma is an AI-powered tool that helps teams create visually appealing and engaging presentations, documents, and memos without the need for complex design skills. In simple terms, this app makes it ultimately easy to generate professional-looking materials within minutes. 

Key features:

Gamma simplifies content creation with the following AI-powered features:

• Slide and document generation for professional presentations. 
• Customisable templates and themes for a more polished look.
• Interactive and dynamic content elements.
• Collaboration tools and integration capabilities. 

Best for:

The Gamma app is designed to help with creative workflows, making it ideal for:

• Businesses and teams that need fast and professional presentations without design expertise.
• Startups and entrepreneurs looking to pitch ideas with engaging visual content.
• Educators and trainers who want creative and interactive learning materials. 

Pricing:

Gamma offers three pricing plans, as follows:

• Free plan - offering basic features for simple materials creation.
• Plus plan - $8 per seat per month - offering unlimited AI and custom branding.
• Pro plan - $15 per seat per month - offering powerful AI and customisation tools. 

Julius AI

Julius.ai is an advanced AI-powered assistant that helps in analysing data, information, and a wide variety of documentation. Basically, this assistant helps you streamline all your data processes without any technical expertise required. 

Key features:

Julius AI brings a suite of powerful data capabilities to every team’s workflow:

• Generation of professional-looking charts, graphs, reports, and data visualisations. 
• Simple prompts for cleaning, sorting, organising, and overall data manipulation.
• Detailed insights for complex questions.
• Modelling and predictive forecasting without coding.

Best for:

With its powerful data manipulation features, Julius AI is perfect for:

• Businesses and teams looking to make data-driven decisions faster.
• Teams working with large databases but lack technical data expertise.
• Companies seeking AI-powered automation for data analytics and reporting. 

Pricing:

Julius AI offers a free trial version so you can explore its features before committing to a paid plan. For full pricing details, businesses can reach out to the Julius AI team. 

*Please note that all the information above (including the features and pricing plans) was accurate at the time of writing. However, as AI tools are constantly evolving, we recommend checking out the official websites for the most up-to-date information. 

Implementing AI tools for your team

AI tools can make a big difference in how your team works, but simply picking a tool and expecting instant results is not enough. To truly benefit from AI technology, you need a structured approach that will ensure your team actually adopts the right technology and uses it to maximise its advantage. Here’s how to do it right:

Identify your team's needs

Before jumping into any AI tool, it’s good to take a step back and assess what your team actually needs. Some points to consider are whether there are many repetitive tasks that are slowing the workflow down, or whether your team struggle with communication or project organisation. 

Identifying your team’s challenges will give you insights and help you choose the best AI solution instead of just adding technology that doesn’t solve real problems. 

Research and evaluate tools

Once you identify your team’s challenges and needs, it’s time to research the options. However, with so many AI tools available, it can be hard to choose the right one, as not every tool is a good fit. 

Hence, look for solutions that align with your team’s workflows, integrate with your existing software, and offer the right level of automation you need. The good news is that most of the tools offer free trials, so it’s recommended to test their functionality before making a commitment. 

Provide training and support

Even the best AI tool won’t help with your workflows if your team doesn’t know how to use it. Therefore, set aside some time for training sessions and make sure everyone understands how the tool fits into their daily tasks. 

Additionally, encourage your team members to explore the features, ask questions, and share tips with each other to utilise the tool maximally. 

Monitor and measure results

Once the new AI tool is in place, it’s important to track how it actually impacts your team’s productivity. Is it saving time, reducing errors, or improving communication? 

To monitor the impact, it’s important to set benchmarks or use the tool’s built-in analytics if available. If something isn’t working as expected, it’s better to adjust your approach instead of forcing a solution that’s not delivering results. 

Gather team feedback

Your team is the one using the AI tools you choose every day, so their input is invaluable. Hence, regularly check in to see what’s working and what’s not, whether they find it useful or whether it’s adding unnecessary complexity to their workflow.

Your team’s feedback will help you refine how the new tool is used or even determine if another solution would be a better fit. 

AI and the future of work

AI is far beyond just a productivity tool in this era. It’s indeed changing the way we work, collaborate, and make decisions on a daily basis. And while the tech keeps advancing and evolving, one thing is certain - businesses that know how to take advantage of AI are the ones that will thrive and make a real impact.

Right now, AI is shifting from a technology that automates simple tasks to an essential tool that actively helps teams work smarter. It’s making decision-making faster, improving workflows, and even anticipating what needs to be done before you even think about it. 

However, AI isn’t here to replace people! And the companies that succeed in future won’t be the ones that rely on AI 100%, but the ones that use it to amplify human skills like creativity, problem-solving, and strategic thinking. 

Looking ahead to the impact of AI, this technology isn’t only going to become more integrated into our daily work. It will ultimately help teams be more productive, stay ahead of trends, and adapt to changes faster. The real question isn’t whether AI will be part of our future but how businesses will use it to create a smarter and more productive workplace. 

Summing up 

AI is no longer a futuristic concept - it’s here and widely redefining how businesses operate and teams collaborate. With the right tools and software in place, businesses can automate repetitive processes, improve collaboration, and free up time for more meaningful work.

But the key to success isn’t just using AI itself. It’s more about adapting to the change and implementing it in a way that actually benefits your team. Regardless of the goal, AI can slowly become a real game-changer for every team that uses it mindfully and strategically.