Beyond the Hype: 3 Practical AI Tools That Simplify My Work (and Might Simplify Yours Too)
Functional.
Introduction
For quite a while, I held a grudge against AI tools.
No kidding!
After the initial ChatGPT hype, I tried finding more useful AI tools for my PhD. Left and right, no tool was secure from me. I wanted to see what parts of my job I could speed up. I loaded (uncritical) data and tinkered with the often mediocre output. Fixing the stuff coming out of some of these tools usually required me to spend a significant amount of time. Worse, I was better off doing it myself from the start.
Frustrated about my wasted time, I automatically labeled many other AI tools as “early stage” and “unuseful.” And to be honest, many of them still are. They are fun to play around with, sure. But which are good “today”? Beyond well-structured ChatGPT prompts?
On a recent trip to the Gili Islands in Indonesia, I was able to think about this post, feet down in the beautiful Ama Lurra Resort pool (thanks for an amazing stay, Lalu!). I need to come back to Indionesia ASAP. For bloging purposes only, of course.
Source: Simon Beuse, 2024
Beyond the Hype
ChatGPT captured huge public attention, generating significant hype and enthusiasm.
Some individuals may find that certain AI tools do not meet their expectations, leading to frustration and disappointment. This experience can be attributed to the limitations and complexities of AI technology, which may not always align with user needs and preferences. When AI tools do not work as intended, it emphasizes the importance of managing expectations and understanding the current state of AI capabilities. But there are some that work really well. At least for me.
This posts focus is about exactly that: Three practical, non-gimmicky AI tools that I use daily.
However, if you only use standalone tools, you need to catch up. You also need an AI strategy. Contact us and schedule a free (!) consultation to learn how to use tools and incorporate AI into your strategy to prepare for the future.
Tool 1: Gemini (formerly “Bard)
Utilizing the old Bard logo to protect my top-secret work (not really) while savoring a coffee at Forum Groningen, Netherlands, with an incredible view.
Source: Simon Beuse, 2023
Of course, I use predictive Large Language Models to help me with my day-to-day tasks. Personally, I am a fan of Gemini. If you haven't used it before but have used ChatGPT, it's pretty much the same, with minor nuances along the way. You can find a recent Forbes article comparing these two here. Subbarao Kambhampati, an AI-focused professor at Arizona State University, said in a recent Wired interview: "We have basically come to a point where most LLMs are indistinguishable on qualitative metrics,".
In short, pick your poison - many are pretty similar.
What I use Gemini for:
Brainstorming
Finding precise synonyms (for longer phrases)
Writing short (non-confidential) emails
Improving text (the prompt “Fix my spelling and grammar and higlight any changes in bold font.” is my favorite)
Searching Google Flights (greater flexibility than flights.google.com)
Creating custom travel itineraries (e.g., if I only have a day to spend in a specific city)
I experienced saved time through better brainstorming and better interaction with Gemini when it comes to coming up with synonym phrases or titles for emails. For example, I would ask Gemini to give me alternative phrases with three words that emphasize the urgent nature of the a phenomenon (see example below).
Not a great prompt, but you get what I mean (right?!).
Source: Simon Beuse, 2024
For emails that contain confidential information, I only use approved, privacy-protecting LLMs like Bing Chat that, when logged in to a paid account, do not use input for training purposes. However, make sure to check that you are logged in and a paid user so that you do not accidentally provide “juicy” confidential information like a Samsung developer did back in May 2023.
Source: Bloomberg, 2023
Tool 2: Grammarly
Source: Grammarly.com, 2024
Grammarly is another dull but super helpful tool I use as a non-native English speaker. If you know Grammarly, you may know that it is a tool that has become popular through its ease of integration with multiple applications and advanced grammar and spelling correction tools. Founded in 2009, I cannot imagine a world in which Grammarly would not save my day (or docs, emails, and other embarrassing texts I churned out over the years).
Grammarly does not only spell- and grammar-check your text in Word, Gmail & anywhere else; it also provides restructuring of your sentences to help them “flow.” However, this AI-driven capability, named by Grammarly “AI Writing Assistance,” goes much further. You can directly prompt within the tool and insert text. Again, this text can be inserted anywhere.
However, it does not always work well, especially when working with more extensive texts or on complex websites (e.g., Squarespace, which I am using for my blog). If this is the case, you may have to painstakingly copy over text to the online editor. Pls fix this, Grammarly!
Source: Grammarly.com, 2024
While Grammarly is with me for a long time already, my university disabled the in-line prompting AI function so I can’t comment extensively on that.
Tool 3: Sonix.ai
Source: Sonix.ai
Have you ever wanted to transcribe text from a meeting and used current tools like Meet, Zoom, Otter.ai, and more but were disappointed by the accuracy of these tools? I certainly have.
They may have gotten 90 percent of the conversation right. That is often enough to store a meeting log to make it searchable so you can go back in time or run a search query in your entire Google drive and find that meeting.
But if you need to get beyond that (and have a bit of cash on your hand), hands down, Sonix.ai is your way to go. I remember a conversation a few weeks ago in Germany with someone claiming that this problem of language transcription was solved (meaning transcription with high accuracy is possible). I was baffled by this. Have I been living under a rock? How could I not have encountered a tool or LLM that does this?
Sonix.ai helps me transcribe a range of audio/video files with 98% or often 99% accuracy. The rest of the words can easily be replaced with the built-in editing tool. However, ensure you are ok with data being pushed to their servers. Read their privacy statements to decide if it is right for you.
As a bonus, you can add custom words to your dictionary to boost your accuracy. This is how I reached a consistent 99% accuracy with custom words that are not generally known (e.g., nicknames). This tool is not free - but so worth it for me!
Thank heaven for Sonix.ai (and my friend Krishna from UQ for telling me about it)!
Conclusion & Practical Tips
In sum, it's important to remember two things.
First, trying out new AI tools is a great way to get started and explore AI functionalities that you can quickly implement. Implementation, however, might look different for different people. Remember that these tools worked well for me, my workflow, and my requirements. For you, they may not. For example, Google Meet transcription may work fine for you. Then you should skip the fees of Sonix.ai and go with that. Make it essential to you. If you want to explore further, I listed a screenshot of recent AI tools below from a recent X (zoom to enlarge) post for you to try out (hint: there are too many, and new ones appear like flies out of nowhere, like here in Queensland).
Source: BareedAI on X, 2023 (zoom to enlarge)
Second, it is essential to know that tools alone are stand-alone tools. You need a holistic strategy. Single tools may be helpful to automate single parts of your job or employees. They can even be integrated into more extensive IT systems. But it doesn't directly focus on or enhance your core capabilities for your competitive advantage by sitting in your business strategy. This is why you need to think of your AI strategy. Thinking of the more significant impact of these tools allows you to exploit what you are good at and outsource what is not. While not everything can be AI-automated yet, and there are many limits, you must look ahead to avoid being left behind. You need an AI strategy.
Are you ready to dive into the exciting world of AI and AI strategy? At Uncover Strategy, we're here to make your journey a breeze with our custom-fit advice, engaging seminars, and informative webinars in German and English. Whether you're a beginner or an experienced professional, we have the perfect resources to help you get started and stay ahead of the curve. Join us in unlocking the endless possibilities of AI in a relaxed and enjoyable atmosphere. Reach out to us today, and let's embark on this AI adventure together!
Note: This article received limited assitance through AI, but rest assured that all information has been meticulously reviewed to ensure accuracy and validity. The opinions expressed herein are those of the author and do not necessarily reflect the views of any AI used in the creation of this content.
