The Tools I Love (and Some I Don’t): AI Productivity Tools
In my previous blog, we talked about embracing AI to enhance productivity. This time, I want to dive into the tools I’ve come to rely on—and maybe a few I’m not so crazy about. Whether AI-driven or just smart, efficient tools, these have shaped how I run my projects and interact with clients. From project management software to digital business cards, here’s my honest take on what works, what doesn’t, and why.
ClickUp
Why We Use It: I’ve tried several project management platforms, but ClickUp won out because of its ease of use, templates, and guides for setup. What I really love is how everything integrates seamlessly—from Slack to Google Drive. We use it to connect our entire workflow in one place.
For us, the standout feature is Client Engagement folders, where clients can easily approve work or give feedback. We also use customizable support links, which allow clients to submit issues or requests that are automatically assigned to the right team member. It’s been a game-changer for creating a smooth client experience, but it all boils down to setting it up correctly from the start.
Pros:
- Comprehensive project management.
- Seamless integrations with most systems.
- AI-assisted task creation.
Cons:
- The setup process can be overwhelming.
- Advanced AI features can get costly.
Monthly Cost per User: Free for basic use; paid plans start at $5/user/month.
Chatbots & Virtual Assistants
Why We Use Them:
Our company has developed a comprehensive Chatbot we call AmariGPT. With the right data and dialog flows, it can answer nearly any question our clients have about our solutions. From basic inquiries like “What services do you offer?” to more complex ones like “How can this solution benefit my business?”, AmariGPT is designed to handle it all. It can even direct users to specific pages or explain industry terms like UX/UI design.
Pros:
- Can be as simple or as complex as needed.
- Functions as both a customer service assistant and virtual team member.
Cons:
- The ease of use can be hit or miss with many chatbot systems.
- Requires good data and dialog setup to be effective.
Want to Test out AmariGPT visit our website and give it a try. We love feedback so feel free to share your thoughts. And if you want your own customized Chatbot, let’s schedule some time to talk.
ChatGPT
Versatile AI Assistant
I’ll be honest—there’s not much I can’t do with ChatGPT. But that’s because I’ve spent a lot of time training it to understand how I prefer to word things and format responses. It helps me with everything from writing emails to summarizing meeting notes, and it’s an invaluable tool when used correctly. It’s my go-to for internal tasks, but I’ve also customized it for customer interactions.
Pricing and Features
- Free access, paid plans like ChatGPT Plus at $20/month.
- And after the release of Apple Intelligence, if you have the ChatGPT Plus plan, you will be able to use those features across your Apple products.
Pros
- Versatile and customizable. Great for internal and external communication.
Gamma AI
Why We Use It: When it comes to documents and presentations, I usually have an outline ready or at least know the information I need to include. What makes Gamma AI a time-saver is how it automatically formats all the content into a professional document or presentation in seconds. Plus, you can easily add your company’s brand documents for a cohesive look.
Monthly Cost
$15/month/user.
Pros
- Fast content creation with AI-driven formatting.
- Easy branding and customization options.
- Exceptional customer service
- Very active with clients when testing new features. listening to feedback and making changes
Cons
- Limited customization for more complex needs.
- Still in their growing stage but with their response to client feedback, I can’t wait to see what they have coming next
Learn More about Gamma AI
AI for Meetings (Fireflies or Fathom)
Let’s be real—nobody can take notes fast enough to keep up with everything during a meeting, not to mention trying to stay fully engaged. That’s where AI for meetings comes in handy. It transcribes, summarizes, and even creates action items.
Fireflies
Features:
- Transcribes and records meetings.
- Allows you to search transcripts and collaborate with team members by adding notes and comments.
- Integrates with various video conferencing platforms (Zoom, Google Meet, etc.).
Pros:
- Accurate transcription and search features.
- Easy to collaborate with team members on meeting notes.
- Integrates with most platforms
Cons:
- Extra charges for video recording.
- Limited advanced analytics compared to Fathom.
- Pay extra for most AI features and the cost is high compared to others.
Pricing:
- Starts at $10/month per user, with additional fees for advanced features like video recording.
Fathom
Features:
- Transcribes and summarizes meetings.
- Automatically generates action items and follow-ups, which can be emailed to participants.
- More focused on meeting insights and productivity.
- Can create searchable transcripts and integrates with project management tools.
Pros:
- Strong focus on action items and post-meeting follow-ups.
- Built-in follow-up and email features make it highly productive.
- Transcribes in a multitude of languages free of cost
Cons:
- Higher cost compared to Fireflies.
- Fewer collaboration features during the meeting.
- Integrates with larger platforms or well used systems
Pricing:
- Starts at around $10/month per user. There is a Free plan as well
WP Engine
As a website hosting platform, WP Engine has become an integral part of how we run our web development projects. It offers outstanding performance, top-notch security, and easy integration with WordPress, which is crucial for our client websites.
What we love most is that WP Engine provides powerful tools for managing website speed, uptime, and reliability—ensuring that our clients’ sites run smoothly, no matter what.
Plus, the platform’s compatibility with a wide range of plugins and scalability makes it a great choice for businesses of all sizes. Whether we’re managing a small business site or scaling up for an enterprise client, WP Engine is our go-to solution.
Monthly Cost per User: Varies depending on the plan.
Pros:
- Excellent performance and security features.
- Easy integration with WordPress and plugins.
- Ideal for businesses of all sizes, with reliable scalability.
Cons:
- Can be more expensive than other hosting options, but the quality is worth it.
Learn More about WPEngine
POPL Business Card
Easy-to-Use Digital Business Card Solution
POPL is hands-down one of the best digital business card solutions out there. It’s incredibly easy to use—whether you’re using the QR code on your phone or wearing it on a lanyard for events. It doesn’t just stop at sharing your contact information, though. POPL can collect contacts’ details and send them yours in an instant, and it even integrates with your CRM to make follow-ups seamless.
Impressive Customization Options
What’s even more impressive? You can add all kinds of extra information, like links to your company website, how to buy your products, or even music from Apple or Spotify. In today’s fast-paced, tech-driven world, POPL is truly next level for networking.
Pricing and Features
Monthly Cost per User: Varies depending on the plan.
Pros:
- Easy to use with QR codes or lanyards.
- Collects contact info and integrates with CRMs.
- Multiple customization options for sharing additional content.
Cons:
- None so far—it’s just that good!
Learn more about POPL
Canva
Why We Use It: Canva is my go-to for creating visual content. Whether it’s a social media post or a video, Canva’s AI-driven design features help speed up the process. It also has a content calendar to add all your social media post to schedule when and where to deliver them. Collaboration features allow our team to work together efficiently, but I’ll admit, if I need advanced customization, I have to turn to other tools. Still, for most design needs, Canva is fantastic.
Monthly Cost per User: Free plan available; Pro plan starts at $12.99/user/month.
Pros
- Easy-to-use design tools.
- Team collaboration at a great price.
Cons
- Sometimes needs extra tools for advanced designs.
Learn more about Canva
ZoomInfo
Why We Use It (Sort Of): ZoomInfo offers a treasure trove of data on companies and decision-makers, which sounds fantastic in theory. However, I’ve found the lack of customization frustrating. Plus, essential features like email tracking are only available in higher-tier plans. Honestly, it feels a bit absurd to pay thousands of dollars and not have access to such basic functionality unless you upgrade.
Pros
- Comprehensive data for sales and marketing.
- Useful prospecting tools.
Cons
- High cost, especially for small businesses.
- Essential features are locked behind expensive plans.
Monthly Cost per User: Starts around $99/month/user.
Learn More about Zoominfo.
HubSpot CRM
Fallen Out of Favor
I’ve used HubSpot for years, but it’s no longer the CRM it once was. The platform’s free features are too limited, and the paid plans are expensive. While it still offers extensive integrations, the AI capabilities lag behind newer competitors.
Monthly Cost per User: Free CRM; paid plans start at $50/month/user.
Pros:
- Well-established CRM with strong integrations.
Cons:
- Expensive for what it offers.
- Underwhelming AI features.
Learn More about HubSpot
