Discover practical, free and low-cost AI tools to streamline your daily work tasks. From smarter email writing to better meeting notes, learn how to save hours each week with simple AI solutions that anyone can use.
Remember when using a calculator felt like cheating in maths class? Today’s AI tools are a bit like that – they’re not doing the work for you, they’re helping you work smarter. Let’s look at some practical ways you can use AI to save time and reduce stress in your everyday work life, without breaking the bank (or compromising your data security).
Email Writing and Editing: Your AI Writing Assistant
Ever spent 20 minutes staring at a blank email? You’re not alone. While AI won’t write your emails for you (and you wouldn’t want it to), it can help you craft better messages more quickly.
Free Tools to Try:
- Gmail’s Smart Compose: Already built into Gmail, it suggests phrases as you type
- Microsoft Editor: Free with Microsoft accounts, helps with grammar and tone
- LanguageTool: Free browser extension for spelling and style checks
Paid Options Worth Considering:
- Grammarly Business: £10-15 per user/month, offers advanced writing suggestions
- ProWritingAid: Around £20/month, great for longer communications
Privacy Tip
📋 These tools process what you write, so avoid using them for sensitive information. Gmail’s Smart Compose processes data on Google’s servers, while browser extensions like LanguageTool can work offline for basic checks.
Quick Win
Set up Gmail’s Smart Compose (it’s probably already on!) and try it for a week. Most users save 2-3 minutes per email – that adds up to hours each month.
Meeting Notes and Summaries: Never Miss a Key Point
Taking notes during a meeting often means you’re not fully present in the discussion. AI can help you capture and organize meeting content more effectively.
Free Tools That Actually Work:
- Microsoft Teams transcription: Available in free Teams meetings
- Google Meet transcripts: Free for workspace users
- Otter.ai: 10 hours free monthly
- Windows Voice Recorder: Built-in transcription
Smart Ways to Use Them:
- Record (with permission!) and transcribe meetings
- Use AI to highlight key points and action items
- Share searchable notes with participants
- Create quick summary points
Security Matters
🔒 Always:
- Get consent before recording
- Inform participants about transcription
- Use business-approved tools
- Store transcripts securely
Getting Started: Your First Week with AI Tools
Day 1: Email Enhancement
- Set up Gmail Smart Compose
- Try one writing assistant
- Track time spent on emails
Common Mistakes to Avoid
1. Over-relying on AI
- AI is an assistant, not a replacement
- Always review AI-generated content
- Keep your critical thinking skills sharp
Looking Ahead: The Future of Everyday AI
The tools mentioned here are just the beginning. We’re seeing rapid improvements in:
- More accurate writing suggestions
- Better meeting summarisation
- Smarter task prioritisation
- Enhanced document analysis
Your Next Steps
- Choose one area to start with (we recommend email or meeting notes)
- Try one free tool for a week
- Track the time you save
- Gradually add more tools as you get comfortable
Remember, you don’t need to be a tech expert to use these tools. Start small, focus on what actually helps your workflow, and build from there.
Looking for more specific advice about AI in your business? Book a free, no-pressure chat with our team. We’ll help you understand what’s possible within your budget and how to get started.
