My Unfiltered Week with AI Productivity Tools: The Unexpected Heroes Transforming My Workflow

Let me confess—every Monday, I promise myself I’ll clock out by six. But until recently, that was pure fantasy. Then, something shifted: I started experimenting aggressively with AI productivity tools, stumbling onto oddball gems and life-saving automations. This isn’t some tech evangelist’s sales pitch, but a raw look at the tools that truly nailed it for me—warts, surprises, moments of glee, and all. Let’s dig into the AI lineup that (almost) made me love Mondays.

1. Deep Dives and Daily Sprints: How Google Gemini and NotebookLM AI Rescued My Research Habit

If you’ve ever felt overwhelmed by the sheer volume of information you need to process for a big project or presentation, you’re not alone. My research workflow used to be a patchwork of browser tabs, scattered notes, and late-night panic. That changed the week I put Google Gemini and NotebookLM AI to the test as my main AI productivity tools. Here’s how these AI research assistants turned my research chaos into a streamlined, confidence-boosting system.

Google Gemini’s Deep Research: From Overwhelm to Organized Insight

The very first tool on my list was the Google Gemini Pro plan, which, at $20/month (as of 2025), unlocks a feature called Deep Research. This isn’t your average web search. As I discovered, “

Deep research will basically crawl hundreds of websites for you based on your prompts and it will give you something really solid like a 20page report.

Here’s how it works: I enter a prompt—say, “How are marketers using AI in 2025?”—and Gemini’s advanced AI chatbot gets to work. In about 10-20 minutes, it delivers a comprehensive, custom report. For my recent marketing presentation, Gemini produced a 29-page document packed with up-to-date stats, case studies, and expert opinions. I could also upload my own files for even more tailored insights, making the research feel personal and relevant.

• Time saved: What used to take me days, Gemini handled in less than half an hour.
• Depth and breadth: The report covered angles I hadn’t even considered, ensuring I didn’t miss any important trends.
• Integration: The results are stored in Google Drive, ready for the next step.

NotebookLM AI: Turning Walls of Text Into Actionable Briefings

A 29-page report is impressive, but let’s be honest—nobody has time to read every word. That’s where NotebookLM AI comes in. This AI research assistant is designed for managing and synthesizing knowledge, and it’s especially powerful when paired with Google Drive.

I created a new notebook in NotebookLM and added the Gemini report as a source. Thanks to seamless Google Docs integration, there’s no copying and pasting—just a couple of clicks. NotebookLM allows up to 300 sources per notebook, so I could easily add more research, articles, or my own notes, building a central hub for my project.

• Briefing Doc: With one click, NotebookLM condensed that 29-page report into a two-page briefing. In 5-10 minutes, I had a digestible summary highlighting the key takeaways, trends, and actionable insights.
• Snackable Knowledge: Instead of slogging through dense research, I could scan a concise overview and dive deeper only where needed.
• Real-time Updates: As I added new sources, NotebookLM updated my briefings, keeping everything current and relevant.

Real-World Detour: Prepping for a High-Stakes Marketing Talk

Let me give you a quick snapshot of how this AI combo played out in real life. I had a high-stakes presentation coming up on how marketers are leveraging AI. I knew the basics, but I wanted to be sure I wasn’t missing anything new or important.

1. I started with Google Gemini’s Deep Research, which generated a 29-page report in under 20 minutes.
2. I exported the report to Google Drive and added it as a source in NotebookLM AI.
3. NotebookLM compressed the findings into a two-page briefing doc in about 5 minutes.
4. I reviewed the summary, followed up on the most relevant sections, and added my own notes—all within the same notebook.

By the time I walked into the presentation, I felt genuinely prepared. The combination of Google Gemini and NotebookLM AI didn’t just save me hours—it gave me the confidence that my research was thorough, up-to-date, and actionable. For anyone juggling complex projects or tight deadlines, these AI productivity tools are game-changers.

2. Automating My Boring Bits: Custom GPTs, Claude AI, and How Dashboards Became Fun (Sort Of)

If there’s one thing I’ve learned in my week of using AI productivity tools, it’s that the right automation can turn even the most tedious tasks into something I almost look forward to. Two tools have become my unexpected heroes: Custom GPTs and Claude AI. These AI automation tools have not only saved me hours but also made my workflow smoother, more accurate, and—dare I say—fun (sort of).

Custom GPTs: My Hyper-Focused Micro-Assistants

I started using Custom GPTs back in 2023, and I honestly don’t think there’s been a single day since that I haven’t relied on one version or another to get something done. The beauty of Custom GPTs is their ability to automate personalized, repetitive tasks without any coding. They’re like micro-assistants, each designed to do one thing exceptionally well.

Let me give you a real example. I have a Custom GPT built specifically to turn YouTube video transcripts into polished video descriptions. Here’s how it works:

• I grab the transcript from a YouTube video (I usually toggle off the timestamps for a cleaner copy).
• I paste the entire transcript into my Custom GPT—no prompt needed, just paste and hit enter.
• Within seconds, I get a ready-to-use description for my video.

This single tool saves me about 30 minutes every day. That’s not an exaggeration. Before, I’d spend ages re-reading transcripts, summarizing, and tweaking descriptions. Now, it’s a one-click process. As I often say:

Custom GPTs that are very focused to do one task better than every other AI tool out there is one of my favorite go-to tool.

What’s even better is how easy it is to tweak and share these bots. If my Custom GPT isn’t quite hitting the mark, I can click “Edit GPT” and add a sentence or two to the instructions. It’s a simple, iterative process—no technical skills required. And with the GPT Teams plan, I can share these tools with my team. Everyone gets access to the same micro-assistants, and I can even make some public for the wider community.

Claude AI Data Analysis: Instantly Visual Dashboards, No Design Skills Needed

The other AI tool that’s transformed my workflow is Claude AI, especially the Opus 4 paid version. I use it every week for data analysis and dashboard creation—tasks I used to dread. Claude AI shines at taking raw data or even messy screenshots from analytics platforms and turning them into clean, shareable dashboards.

Here’s my typical process:

1. I take a screenshot of a Google Analytics dashboard (or export the raw data).
2. I upload the file or image into Claude AI.
3. I simply ask, “Create a visual dashboard with this data so I can present it to my team.”

That’s it. No need to specify chart types or formatting. Claude AI analyzes the data and instantly generates a dashboard—complete with pie charts, tables, and interactive elements. I can then share the dashboard with my team via a link, or embed it in a presentation. If I want to customize it (like switching to light mode, moving tables, or hiding certain metrics), I just ask. After a few quick prompts, I have a dashboard that looks professional and is ready to go.

For someone who isn’t a data visualization expert, this is game-changing. Claude AI data analysis means I don’t have to wrestle with spreadsheets or design tools. The process is fast, accurate, and removes the stress of manual formatting.

Why AI Automation Tools Are Oddly Satisfying

Watching a task that used to take forever—like writing YouTube descriptions or building data visualizations—just evaporate with a few clicks is oddly satisfying. These AI productivity tools don’t just save time; they reduce errors, lower stress, and let me focus on more creative work. And when I see my team using the same Custom GPTs or sharing a Claude-generated dashboard, it feels like we’re all working smarter, not harder.

• Custom GPTs save me 30 minutes a day on repetitive content tasks.
• Claude AI turns raw data into beautiful, shareable dashboards in seconds.
• Both tools are easy to use, require no coding or design skills, and can be shared across teams.

In short, AI automation tools have become the backbone of my daily workflow, quietly taking over the boring bits so I can focus on what matters most.

3. From Death-By-PowerPoint to Storytelling: AI Presentation Creation and Chatbots that Don’t Annoy

Let’s be honest: traditional presentations are often a snooze-fest. I’ve sat through (and given) my fair share of “death-by-PowerPoint” sessions, where each slide feels like a repeat of the last, and the audience is just waiting for the end. But since diving into the world of AI productivity tools, I’ve discovered a new way to present ideas that’s anything but boring. This week, two unexpected heroes—Prezi AI for presentations and Chatbase for chatbots—completely changed how I engage my team and my audience.

First up: AI presentation creation with Prezi AI. If you haven’t heard of Prezi, you’re in the minority—over 160 million users have tried it in the past 15 years. But what’s really exciting is how their AI-powered platform transforms the entire presentation experience. Instead of building slides one by one, I simply typed in a topic—“Using AI to Increase Lead Generation in Marketing”—and uploaded a PDF of my research. In less than a minute, Prezi AI generated a visually stunning, open-canvas presentation that looked nothing like the static decks I was used to.

This open canvas format is a game changer. Instead of clicking through slide after slide, you move around a dynamic visual landscape. It’s perfect for storytelling, letting you guide your audience through a journey rather than a checklist. The visuals are bold, the transitions are smooth, and the whole thing feels more like an interactive story than a lecture. Editing is just as easy: I could jump between frames, tweak text, swap images, and even ask the AI for help with formatting or content suggestions. When I was done, I could present directly from Prezi, share a link, or export to PDF—no fuss, no friction.

What really surprised me was the reaction from my team. I tossed in an AI-generated infographic about AI marketing tools, expecting a polite nod at best. Instead, I got actual applause. It turns out, when you break away from the usual format and bring in fresh, engaging visuals, people notice. As I told my colleagues,

If you want to level up your presentations...you’re really going to enjoy this open canvas visual storytelling format that I’ve never seen anyone else do before.

But presentations are only half the story. The other half is how we support our teams and customers. That’s where AI chatbots like Chatbase come in. I’ve used Chatbase since the early days, and it’s become an essential part of my workflow. With Chatbase, I can upload all kinds of files—PDFs, Notion docs, even entire websites—and instantly create a custom chatbot powered by top AI models like Claude, Gemini, Llama, and ChatGPT. I can embed these bots on my website for visitors, or use them internally as a knowledge base for my team.

The customization options are impressive. I can give the chatbot specific instructions on how to respond, choose which AI model it uses, and even tailor the look and feel to match my brand. For customer support, it means visitors get instant, accurate answers based on our own documentation. For internal use, it’s like having a 24/7 assistant that knows everything about our processes and resources. And because I control the bot’s behavior, it never feels intrusive or annoying—just helpful.

We’ve even integrated Chatbase with lead generation tools and calendar booking, making it a true all-in-one solution. And for more specialized needs, tools like Intercom let us blend AI with live agents, so real humans can step in when needed. The result? Better support, happier customers, and a team that spends less time answering repetitive questions.

Looking back on my week, I’m struck by how much these AI marketing tools and productivity boosters have changed my workflow. Presentations are now engaging journeys, not chores. Chatbots are helpful, not annoying. And every time I use these tools, I’m reminded that AI isn’t just about automation—it’s about making work more human, more creative, and a lot more fun.

TL;DR: If you want to reclaim time, reduce drudgery, and uncover unexpectedly delightful hacks, diving into this year’s best AI productivity tools is well worth your curiosity. Start with just one—you might find your own workflow game-changer hiding in plain sight.