What does working smarter with AI mean?
Working smarter with AI means using artificial intelligence to be more productive, creative and efficient in the workplace. From planning to email management, AI tools can automate repetitive tasks and free up time for strategic thinking and innovation.
How AI boosts your personal productivity
AI is increasingly acting as a digital assistant for knowledge workers. Some concrete applications include:
- Smart calendar management: Virtual AI assistants such as Clara or x.ai automatically schedule meetings and avoid double bookings.
- Email Management: ChatGPT and Microsoft Copilot can summarize emails, suggest responses, and even compose standard messages.
- Content creation: AI helps write reports, blogs, or minutes up to 40% faster — MIT confirms productivity gains.
- Workflow automation: Tools like Zapier let you automate processes without programming knowledge, such as continuing leads or generating reports. Also read how RPA and APA are intertwined with this in modern automation.
“AI takes work out of work. You stay in control, but you get a superpower.”
AI in business: working smarter as a team
AI is not only changing how individuals work, but also how teams and organizations function. Some of the benefits:
- Process automation: RPA in combination with AI can take over repetitive business processes such as data entry or invoice processing.
- Data-driven decision making: Predictive analytics uses AI to discover trends and make better decisions. according McKinsey could add $4.4 trillion in productivity worldwide.
- Customer Interaction: AI chatbots handle standard questions 24/7, freeing up human capacity for more complex conversations.
- Marketing personalization: AI analyses customer data and tailors communication to individual preferences — see also our guide on AI marketing in 2025.
Tools for working smarter with AI
There are tons of tools available. Here is an overview of the most impactful platforms:
- ChatGPT (OpenAI): For text generation, brainstorms, emails, programming help.
- Notion AI: Smart note-taking features and project support within one platform.
- Microsoft Copilot: AI deployment in Word, Excel, Outlook, Teams and GitHub.
- Zapier: Automation of workflows by integrating over 7,000 apps. Also check out our overview of Top 5 AI-IT tools.
Successfully implementing AI in your organization
Do you want to work structurally smarter with AI? Then a thoughtful approach is crucial:
- Develop an AI roadmap that is in line with your business strategy. McKinsey's “Superagency” Model offers practical guidance. Or read our article about AI implementation in companies.
- Invest in data quality and scalable technology.
- Train your team in AI skills and create a culture that embraces innovation — for example, discover our ChatGPT workshops for teams.
- Start small, experiment, and scale after proven success.
- Take ethics and regulations into account, such as the EU AI Act or these accessible explanation for companies.
“84% of CEOs believe that AI increases employee efficiency — but only 1% have truly integrated it.”
(Source: Deloitte)
Conclusion: Start working smarter with AI today
AI is not a hype, but a structural game changer. By making smart use of AI tools today, you can save time, achieve better results and work future-proof. Start small, choose the right tools, and invest in knowledge — or consider a practical one AI workshop or masterclass.
➡️ Want to learn how to use AI in your work? Start with a short AI training or workshop and discover your productivity potential.