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Five Ways to Use AI Effectively in Your Workflow

Artificial Intelligence (AI) is transforming the way we work, but many people are using it incorrectly, treating it like a glorified typewriter that churns out generic content. After overhearing business owners at South by Southwest in London dismiss AI as overhyped and underwhelming, I realized the problem isn’t AI itself—it’s how we’re using it. In this article, I’ll share five practical ways to leverage AI to enhance your workflow, amplify your skills, and streamline your processes without losing your unique voice or perspective.

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1. Processing Information You’re Already Consuming

We’re drowning in information—podcasts, articles, meetings, and videos flood our daily lives. The challenge isn’t a lack of information but extracting what matters. AI shines as a processor, not a creator, helping you stay present and focused.

For example, tools like the Snipped app allow you to extract highlights from podcasts by triple-clicking on AirPods Pros, summarizing key points without interrupting your listening. For meetings and lectures, hardware like the Plaude Note and Plaude Note Pin offers game-changing solutions. These sleek, award-winning devices transcribe and summarize conversations with industry-leading speech-to-text conversion, boasting 300 free minutes monthly. With dual recording modes (calls or ambient) and over 30 professional note-taking templates, they label speakers and make key points searchable. The Ask AI feature lets you retrieve critical information instantly, making these tools more accessible and flexible than app-based alternatives.

By using AI to process information, you can focus on contributing to discussions rather than scrambling to take notes. Check out the special offer for Plaude AI devices at [insert link] to get started.

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2. Research Partner, Not a Replacement

Many people misuse AI by asking it to write entire pieces of content, resulting in generic, soulless outputs. Instead, treat AI as a research partner that organizes and refines your ideas. After switching from ChatGPT to Anthropic’s Claude, I found its research quality and writing style superior. By creating a project in Claude and feeding it my previous work, I trained it to match my tone and perspective, ensuring outputs feel authentic.

Another tool, Speechify, enhances research by reading content aloud and even cloning your voice to review drafts—a unique way to refine scripts or presentations. For deeper voice cloning exploration, 11 Labs is making waves, though it raises ethical questions worth considering.

When preparing this article, I collaborated with AI to research trends, organize my experiences, and refine my arguments. By providing the concept, structure, and personal insights, I maintained creative control while leveraging AI’s ability to process and organize information. This approach ensures your work stands out while benefiting from AI’s efficiency.

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3. Automating Repetitive Tasks

Repetitive tasks like organizing files, formatting data, or managing emails consume valuable time. AI can automate these processes, freeing you for creative and strategic work. Using Make.com, I created automations with AI agents to sort emails, categorize notes, and send thoughtful auto-responses to customers. For example, integrating ChatGPT with Make.com allowed me to streamline email workflows, while Notion AI tags and organizes my notes, making them more searchable.

After a month of testing, I reduced administrative tasks by six hours weekly, redirecting that time to strategy, creativity, and relationship-building. Tools like Notion’s Live OS templates further enhance this by integrating AI into project management. Identify repetitive tasks in your workflow, then use AI to plug into those processes systematically. Check out my Make.com automation blueprints [insert link] for free templates to get started.

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4. Personalized Learning and Support

Traditional learning resources often feel one-size-fits-all, but AI can adapt to your specific needs. For example, ChatGPT’s conversational voice mode on mobile devices offers tailored mental health support or language practice. You can ask, “How do I manage anxiety from tight deadlines?” and receive practical, step-by-step advice, or practice conversational Spanish with real-time feedback.

In my case, AI identified gaps in my understanding of automation workflows and explained complex concepts using analogies tailored to my level. It also served as a mind-mapping partner, helping me brainstorm and explore ideas without generating generic outputs. This adaptability makes AI a powerful tool for personalized learning and professional growth.

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5. Enhancing Creative Applications

AI is most effective when integrated into tools you already use, solving specific technical problems to enhance your creative work. In visual effects, AI-powered auto-rotoscoping in tools like Final Cut Pro eliminates tedious tasks, letting artists focus on crafting stunning visuals. Similarly, Canva’s AI insert section and Photoshop’s generative fill simplify complex tasks like extending backgrounds or removing objects, saving hours of manual work.

These tools don’t replace your creativity—they enhance it by handling technical challenges within the context of your project. By maintaining creative control while leveraging AI’s precision, you can produce higher-quality work faster. For artists, this raises a question: does using AI diminish your craft? I believe it’s about augmenting your skills, not replacing them. What do you think? Share your thoughts below.

Conclusion

AI isn’t here to replace you—it’s here to augment your skills and streamline your workflow. By using it to process information, conduct research, automate repetitive tasks, support personalized learning, and enhance creative tools, you can work smarter, not harder. The key is integrating AI into your existing systems thoughtfully, ensuring it amplifies your unique voice and perspective.

To make AI tools even more effective, build a robust organizational system to support them. Check out my video on building a second brain [insert link] or explore my Make.com email automation tutorial [insert link]. If you found this article helpful, consider subscribing for more insights on leveraging AI effectively.

What’s your biggest frustration with AI right now? How are you using it in your workflow? Share your experiences in the comments below!

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