Not Just Hype: The AI Tools That Earned a Spot in My Workflow
- Amanda
- Jun 18
- 7 min read
Updated: Jun 25
I get asked constantly about which AI tools I'm actually using day-to-day versus just testing out. The truth is, most AI tools end up being shiny objects that promise the world but deliver mediocre results. But there are some that have genuinely transformed how I work, think, and execute.
Here's my honest breakdown of the AI tools that have earned permanent spots in my workflows – and more importantly, what I'm actually using them for.
The Daily Driver: OpenAI's ChatGPT
What I use it for:
• Daily coaching for managing, collaborating, and delegating work
• Creating simple GPTs for personal and professional use cases
• Generating on-brand content
ChatGPT isn't just a chatbot anymore. It's become my daily business coach. Every morning, I'm in there strategizing about team delegation, working through complex decisions, and getting perspective on challenges I'm facing.
The custom GPTs feature is where things get interesting. I've built specific GPTs for different aspects of my work – one for content strategy that knows our voice and brand guidelines, another for project management that understands my team structure and processes. These aren't just fancy prompts; they're specialized tools that save me hours of context-setting every single day.
When it comes to content creation, ChatGPT has learned my voice well enough that I can generate first drafts that actually sound like me. Not the robotic, corporate-speak that most AI spits out, but content that feels authentic to my brand.
The Presentation Game-Changer: Gamma
What I use it for:
• Presentation design and clean document layouts
I used to spend hours in PowerPoint with layouts and design elements. Gamma changed that completely. This isn't just another presentation tool – it's like having a design team that understands what you're trying to communicate.
What sets Gamma apart is how it thinks about content structure. You feed it your ideas, and it doesn't just slap them into generic templates. It actually considers the flow of information and creates layouts that enhance your message rather than distract from it.
The clean document layouts are a bonus I didn't expect. I've started using Gamma for client proposals and strategy documents because the output looks professional without requiring design skills I don't have.
The Workflow Documentation Hero: Scribe
What I use it for:
• Capturing workflows with simple instructions and screenshots to share
If you've ever tried to document a process by taking screenshots and writing step-by-step instructions, you know it's tedious as hell. Scribe automates this entire process.
You ust turn it on and go through your workflow once. Scribe captures every click, every field you fill out, every navigation step, and automatically generates a clean, professional guide with screenshots and instructions.
This has been a game-changer for team training. Instead of spending hours creating documentation, I can create comprehensive guides in minutes. My team can now easily replicate processes and access the guides at any time.
The Meeting Memory Bank: Otter.ai
What I use it for:
• Meeting transcription and follow-up
I used to leave meetings with scattered notes and half-remembered action items. Otter.ai solved that problem completely.
It's not just about transcription – though the accuracy is impressive. Otter automatically identifies speakers, creates summaries, and pulls out action items. But here's what really matters: it gives me the freedom to be fully present in conversations instead of frantically taking notes.
The follow-up features are where Otter really shines. After every meeting, I have a clean summary I can share with participants, clear action items with owners, and searchable transcripts I can reference weeks later when trying to remember what was discussed.
The Swiss Army Knife: Manus.ai
What I use it for:
• Coding and development work
• Creating larger strategy documents
• Video creation (using Veo3)
• Image generation and editing
Manus is different from other AI tools because it's built to actually execute tasks, not just provide suggestions. When I need code written, Manus doesn't just give me snippets – it builds complete, working solutions.
For strategy documents, Manus understands context in a way that feels almost human. It can take high-level business objectives and create comprehensive strategic plans with actionable steps, timelines, and success metrics.
The video creation capabilities using Veo3 have been surprisingly powerful. I can describe a concept and get professional-quality video content that would have required a production team just a year ago.
What I appreciate most about Manus is that it feels like working with a highly capable team member rather than just another AI tool. It remembers context, learns from feedback, and gets better at understanding what I need over time.
The Content Multiplication Machine: Minvo
What I use it for:
• Turning long-form videos and YouTube links into bite-size content
Creating short-form content from longer videos used to be a massive time sink. Minvo changed that equation completely.
You feed it a long-form video and Minvo automatically identifies the most engaging moments and creates multiple short clips. But it's not just chopping up content randomly. It understands narrative flow and creates clips that actually make sense as standalone pieces.
The real value is in the speed and quality. What used to take hours of manual editing now happens in minutes, and the output is consistently good enough to publish without additional editing.
The Research Powerhouses: Gemini and ChatGPT
What I use them for:
• Deep research opportunities
When I need to dive deep into a topic, I don't rely on just one AI. I use both Gemini and ChatGPT to cross-reference information, challenge assumptions, and explore different angles.
Gemini excels at finding recent information and providing diverse perspectives on complex topics. ChatGPT is better at synthesizing information and helping me think through implications and applications.
Using both tools together gives me confidence that I'm not missing important perspectives or falling into the echo chamber that can happen when relying on a single AI source.
The Podcast Creator: NotebookLM
What I use it for:
• Podcast creation for easier consumption of long-form content
NotebookLM's Audio Overview feature is genuinely impressive. You can upload documents, research papers, or any written content, and it creates a natural-sounding podcast discussion between two AI hosts.
This has been incredibly useful for making dense information more digestible. Instead of reading through lengthy reports or research papers, I can listen to a conversational breakdown while commuting or exercising.
The AI hosts don't just read the content – they discuss it, make connections between ideas, and present information in a way that's actually engaging to listen to. Plus, I'm able to jump into the conversation as a guest and ask clarifying questions to the hosts!
The Image Processing Workhorse: BeFunky
What I use it for:
• Mass image editing and batch processing
When you need to process dozens or hundreds of images with consistent edits, BeFunky's batch processing capabilities are a lifesaver.
I use this primarily for content creation when I need to resize, crop, or apply consistent filters to large sets of images. Instead of editing each image individually, I can apply the same edits to entire folders of images in one go.
The interface is intuitive enough that team members can use it without extensive training, which has streamlined our content production workflow significantly.
The Automation Architect: Lindy
What I use it for:
• Creating goal-focused agents with multi-step processes
Lindy is where AI automation gets interesting. Instead of simple if-then workflows, you can create agents that understand goals and figure out the steps needed to achieve them.
I've built agents that handle complex business processes – like lead qualification that involves multiple touchpoints, marketing campaign development, and decision-making. These aren't just automated sequences; they're intelligent agents that can adapt based on the specific situation they encounter.
The multi-step process capability means I can set a high-level objective and let Lindy figure out the execution details, which has freed up significant mental bandwidth for strategic thinking.
The Public-Facing AI: CustomGPT.ai
What I use it for:
• Creating public agents/bots for conversational access
CustomGPT.ai bridges the gap between internal AI tools and public-facing customer service. I've created specialized bots that can handle common customer questions, provide product information, and even guide users through complex processes.
What makes this powerful is the ability to train these bots on specific business knowledge and maintain consistent brand voice across all interactions.
Customers get immediate, accurate responses, and my team gets freed up to handle more complex issues.
The public deployment options make it easy to integrate these bots into websites, social media, or customer service platforms without technical complexity.
The Team Collaboration Hub: TeamAI
What I use it for:
• Managing organizational access with custom content libraries, GPTs, and prompts
TeamAI solves the problem of AI knowledge management at the organizational level. Instead of everyone building their own prompts and workflows from scratch, TeamAI creates shared libraries that the entire team can access.
I've built custom prompt libraries for different business functions that maintain consistency while allowing team members to leverage AI effectively. The shared GPTs mean everyone has access to the same high-quality AI tools without the learning curve.
This has been crucial for scaling AI adoption across the team without losing quality or brand consistency.
The Bottom Line
These tools are solving real business problems and creating measurable value. The key is being selective about which tools you adopt and focusing on those that integrate well into your existing workflows.
The AI landscape changes rapidly, but these tools have proven their staying power by consistently delivering results. Start with one or two that address your biggest pain points, master them, then gradually expand your toolkit.
What AI tools are you actually using in your business? I'd love to hear about tools that are moving the needle for you.
Please note that this post contains affiliate links. I may receive a commission if you purchase through these links, but it will not be at any additional cost to you. I only recommend products and services that I believe in and use myself.
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