AI tools for your work

Use it for: First drafts, summarising long email threads and meetings, rewriting in a set tone.

Don't: Trusting its figures or citations blind — always check numbers and facts it pulls in.

Use it for: Drafting, explaining a hard concept simply, turning messy notes into structure.

Don't: Anything where being confidently wrong is costly without you checking the source.

Use it for: Working inside Google Workspace, quick research with links you can verify.

Don't: Assuming its search answers are complete — open the sources it lists.

Use it for: Long reports, policy docs, structured writing where nuance and tone matter.

Don't: Live web facts on the free tier — it isn't a search engine by default.

Use it for: Quick research when you want the answer AND the links to check it.

Don't: Deep original analysis — it's a research shortcut, not a strategist.

Use it for: Q&A over your own PDFs, notes, and reports — answers stay tied to your sources.

Don't: General knowledge questions — it only knows what you give it (that's the point).

Use it for: Cleaning up tone and errors in email and docs before you hit send.

Don't: Relying on it for facts — it fixes how you write, not whether you're right.

Use it for: Capturing action items so you can be present in the meeting, not typing.

Don't: Recording people without telling them — check consent and your policy first.

Use it for: Scaling on-brand copy across ads, emails, and landing pages.

Don't: Publishing unedited — it's a fast first draft, not a finished campaign.

Use it for: Blasting out subject lines, ad variants, and social captions to test.

Don't: Long-form thought leadership — quality thins out past short copy.

Use it for: Non-designers making decent social graphics and decks fast.

Don't: Brand-critical hero assets — bring a designer for the flagship work.

Use it for: Cutting podcasts and clips without learning a full video editor.

Don't: High-end broadcast production — it's for speed, not finishing polish.

Use it for: Voiceovers for explainer videos and ads without a recording booth.

Don't: Cloning any voice you don't have clear permission to use.

Use it for: Training videos and product explainers at scale, in many languages.

Don't: Emotional or brand-defining stories — avatars still read as synthetic.

Use it for: Briefing and grading blog posts so they have a shot at ranking.

Don't: Writing for the algorithm at the cost of something a human wants to read.

Use it for: Concept art, mood boards, and striking original imagery.

Don't: Precise brand assets, real logos, or anything needing exact text in-image.

Use it for: Coaching reps and spotting risk in the pipeline from real call data.

Don't: Skipping consent — call recording has legal rules by region.

Use it for: Building targeted lead lists and drafting first-touch emails fast.

Don't: Spraying generic AI emails — personalise or it hits spam and hurts your domain.

Use it for: Turning a thin list into rich, personalised outreach at scale.

Don't: Using it before you can do the research manually — garbage in, garbage out.

Use it for: Tightening cold emails so they're shorter and get more replies.

Don't: Treating its score as truth — a high score isn't a guaranteed reply.

Use it for: Logging, follow-ups, and content if you already live in HubSpot.

Don't: Buying the CRM just for the AI — the value is in the CRM being your system.

Use it for: Getting un-stuck on a formula or exploring a dataset without deep Excel skills.

Don't: Trusting outputs on real numbers without checking — verify every figure.

Use it for: Ad-hoc analysis and quick charts when you'd struggle to write the formulas.

Don't: Sensitive or confidential data — know your company's rules before uploading.

Use it for: Dashboards that pull live data without wiring up a BI tool.

Don't: Replacing your system of record — treat it as a fast analysis layer.

Use it for: Getting a narrative summary of a report for people who won't read the charts.

Don't: Assuming the summary caught the nuance — read the underlying data too.

Use it for: Writing inclusive, effective job ads and performance feedback.

Don't: Outsourcing judgment — it flags language, it doesn't make the call for you.

Use it for: First drafts of job descriptions, offer emails, and policy summaries.

Don't: Putting real employee data into a public tool — anonymise first.

Use it for: Recaps and action items across a lot of internal meetings.

Don't: Reading too much into 'sentiment' scores — they're a hint, not a verdict.

Use it for: Turning meeting notes into docs and asking questions across your wiki.

Don't: Relying on it if your Notion is messy — it answers from what's there.

Use it for: Wiring up 'when X happens, do Y' between your tools without code.

Don't: Automating a broken process — fix the process first, then automate it.

Use it for: More complex automations than Zapier, laid out visually.

Don't: Starting here if you're new — it's powerful but steeper to learn.

Use it for: A searchable record of decisions and actions across many meetings.

Don't: Auto-joining every call — tell attendees, and skip sensitive ones.

Use it for: Status updates and doc drafting if ClickUp is your project hub.

Don't: Adopting a new PM tool just for the AI — the AI follows your workflow.