AI isn’t here to replace human expertise, it’s here to make life easier. Whether it’s drafting emails, organizing tasks, or pulling insights from endless documents, AI productivity tools help professionals work smarter, not harder.
But with so many options out there, which AI productivity tools are actually worth using?
We went straight to the source and asked Prialto’s virtual assistants who are productivity pros what AI tools they rely on daily.
From content creation to task management, these are the AI-powered favorites that help them save time, stay organized, and get more done.
Here are the top 8 AI productivity tools that made the list.
ChatGPT is a powerful AI assistant that helps with everything from writing to research. Many professionals and their assistants use the chatbot to generate content, brainstorm ideas, and streamline daily tasks.
ChatGPT is an AI conversational assistant that helps users draft content, summarize information, and refine messaging across multiple formats. It uses natural language processing and machine learning to absorb, and communicate, large datasets.
Whether you need help with emails, social media captions, or complex documents, ChatGPT offers quick, well-structured, and adaptable responses.
Key features:
Our PAs rely on ChatGPT for its ability to quickly generate engaging, on-brand content including:
It’s a go-to tool for brainstorming creative ideas and refining messaging so it aligns with brand voice. Some of our assistants use ChatGPT for first draft content. Others write content and use ChatGPT to examine different options and for editing. A versatile tool, it can adpat to different styles.
Beyond content, ChatGPT speeds up research by:
Most importantly, ChatGPT helps streamline daily tasks including:
Canva is a go-to AI-powered design tool that helps teams create stunning visuals in minutes without the need for design expertise.
Canva is an easy-to-use design platform that simplifies content creation with templates, drag-and-drop editing, and AI-powered generation tools.
From social media posts to presentations, it helps businesses produce professional-looking designs without a dedicated designer. This is especially powerful for teams that need to quick-build social media graphics, ads, or iconography.
Key features:
Our PAs swear by Canva’s AI features for saving time on content creation. With tools like Magic Resize, they can instantly adapt designs for different platforms, there’s no need to start from scratch.
"I like Canva’s AI Features because they speed up my content creation with tools like Magic Resize and AI-powered design suggestions. I can quickly create visually stunning posts, ads, and presentations without needing advanced design skills." — Evelyn Escobar, Prialto PA
AI-powered design suggestions take the guesswork out of making polished, professional-looking visuals. Whether it’s whipping up marketing materials or refreshing slide decks, Canva keeps things efficient and hassle-free.
Overall this is a great option for teams and professionals who don’t always have a designer on hand who can tackle small edits or routine creative work.
Need an AI assistant that works within Google’s ecosystem? Gemini (formerly Bard) is a powerful AI tool designed to help with research, summaries, and content creation, while integrating smoothly with Google Workspace.
Gemini is Google’s AI-powered assistant, optimized for tasks like summarizing emails, analyzing documents, and generating content.
Its integration with Google services makes it ideal for professionals who rely on the GSuite—Gmail, Docs, and Sheets.
Key features:
Our PAs love Gemini’s ability to process and summarize large amounts of information from Google services. Need a quick breakdown of a long email thread? Gemini delivers.
Want key insights from a report without reading the whole thing? It’s got you covered.
It’s a huge time-saver for managing inbox overload, organizing documents, and drafting polished emails.
While it excels at summarizing and analyzing data, its logical reasoning abilities are still evolving, and the free tier has some usage limits. But for productivity within the Google ecosystem, Gemini is a top-notch assistant.
Grammarly makes it easy to polish your writing, ensuring clarity, correctness, and the right tone.
Grammarly is an AI-powered writing assistant that helps improve grammar, spelling, and tone. Whether you’re drafting emails, reports, or social media posts, it makes sure your writing is clear and mistake-free.
Key features:
Plagiarism detection: Ensures originality in content (premium feature)
Our PAs rely on Grammarly to keep their writing professional and error-free. It catches tricky grammar mistakes, like subject-verb agreement errors, and suggests more polished phrasing.
The tone adjustment feature is especially helpful for adapting emails to be more formal or friendly, depending on the context.
Our team has used Grammarly to assist with:
"I use its AI to get suggestions on how to construct my sentences in a tone suited for each respective readers, also use it to shorten a caption if it doesn't fit the character limit of a social media platform." — Gab Manuel, Prialto PA
For anyone juggling multiple emails and documents daily, Grammarly is a big time-saver. There’s no need to second guess the contents of your communication, Grammarly makes sure everything is concise, and tailored to the right audience.
Microsoft To Do is a streamlined task management tool that helps individuals and teams stay organized without the complexity associated with larger project management platforms.
Microsoft To Do is a lightweight yet powerful task management tool that integrates seamlessly with Microsoft 365. It helps users create, organize, and track tasks across multiple devices, making it a great option for managing daily workflows.
Key features:
Our PAs appreciate Microsoft To Do for its simplicity and seamless integration with Microsoft 365. It’s great for managing daily priorities, setting reminders, and keeping tasks organized across multiple devices.
This is especially useful for teams who use Outlook. The ability to sync tasks with Outlook makes sure nothing slips through the cracks, making it a great productivity booster.
It’s completely free, a cost-effective choice for professionals looking for an easy-to-use task management solution.
PitchBook is a powerful financial database that helps users research companies, track deals, and analyze investment opportunities with ease.
PitchBook is a market intelligence platform that provides detailed financial data on companies, investors, and industries. It’s widely used by finance professionals, investors, and analysts to gather insights, track market movements, and evaluate business opportunities.
Key features:
Our PAs find PitchBook invaluable for financial research and company tracking.
Prialto VAs use the platform to:
For premium users, the ability to download and customize entire datasets makes it a powerful tool for managing investment research and financial planning. If staying ahead of market trends is a priority, PitchBook is a must-have.
Blackbox AI takes the guesswork out of writing, offering smart suggestions that match your tone and intent.
Blackbox AI is an AI-driven writing assistant that helps users generate text-based content based on specific prompts and rules.
Whether you’re drafting emails, social media captions, or professional statements, Blackbox AI ensures your writing is clear, polished, and suited to the intended audience.
Our PAs rely on Blackbox AI for quick, high-quality writing assistance. Need a social media caption that fits a brand’s voice? It delivers.
Struggling to write a professional yet approachable email? Blackbox AI helps set the right tone. It removes the mental load of drafting and revising messages, making communication smoother and more efficient.
For professionals handling high volumes of written communication, Blackbox AI is a huge productivity boost. It can help you create effective, engaging messages in seconds.
Notion AI combines task management, note-taking, and collaboration features to streamline workflows and boost efficiency.
Notion is a flexible, AI-powered workspace that consolidates the features of multiple productivity tools like Google Docs, Trello, and Hootsuite into a single dashboard.
It’s designed for task management, content organization, and team collaboration, making it a favorite among professionals who juggle multiple projects.
Key features:
Our PAs love Notion AI for its ability to replace multiple productivity tools with one powerful workspace. Whether they’re tracking projects, managing content calendars, or organizing research notes, Notion keeps everything structured and easily accessible.
The built-in AI helps with summarizing notes, drafting emails, and automating repetitive tasks, making it a game-changer for efficiency. Plus, its customizable dashboards make it easy to tailor workflows to specific needs, whether for personal organization or team collaboration.
"I love how Notion AI helps me keep track of tasks by letting me easily cross off completed items and leave updates my member can view in real time. It keeps everything organized in one place, so there’s no back-and-forth on what’s done or what still needs attention." — Lona Akinyi, Prialto PA
For anyone looking to stay organized without juggling multiple apps, Notion AI is an unbeatable solution.
AI is powerful, but it works best with smart people behind it. The right tools can automate some tasks and boost efficiency, but knowing how to use them strategically makes all the difference.
That’s where Prialto’s virtual assistants come in.
They maximize AI’s potential to help executives and teams stay organized, streamline operations, and focus on high-value work.
Ready to see how Prialto’s managed virtual assistants can boost your productivity? Talk to our team today.