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ZDNET Highlights
- There are AI tools that can really provide productivity benefits.
- I use these tools almost every day.
- All the tools on this list are available to users for free.
While I was working organically the other day, I opened up one of my favorite AI tools and a thought occurred to me about how grateful I am to have access to this application. That realization got me thinking about how many apps have now become an integral part of my everyday workflow, and at this point, several have made the list.
While I keep a similar roundup every year-end season, I think it’s worth noting that some apps have made the list for several years in a row, demonstrating consistency in the tool’s value. It’s also worth noting that the market is more saturated than ever, so it’s also a win to have a set of tools that cuts through the hype and can be relied upon to make your life easier.
Also: Gemini vs Copilot: I compared AI tools on 7 everyday tasks, and there’s a clear winner
I’m sharing my list, not because I think it will translate directly to your life, but because I hope it will spark ideas about how you can use some of these tools in your life.
1. NotebookLM
As I’ve written before, ever since Google launched NotebookLM, it’s been the tool that AI superusers and media professionals often ask me about because of their positive experiences. When I initially tried this tool, I saw its potential, but it took me some time to find a way to integrate it into my workflow. Now that I’ve done that, it’s the device I have access to the most, and I would be extremely inconvenienced if I had to live without it.
Also: I used NotebookLM for a whole month – this is why it’s really a game changer
NotebookLM is essentially a repository where you can upload your own files, including documents, PDFs, PowerPoint presentations, and voice recordings. This storage not only helps with organization, as all data is entered into separate notebooks, but it also makes it easy to parse all your input data with a chatbot-like interface. The magic is that the app only uses your store of information, so you don’t have to worry about the answers being polluted by Internet data or AI slop.
The most impressive aspect is the quality of the chatbot’s responses. For example, I often use the tool to find the part of an interview I need for an article. Some feature articles I write involve talking to a dozen or more people, making it difficult to keep track. With NotebookLM, I can compile all the interviews into one notebook and then search for specific questions, toggling boxes to include as many or as few responses as I want in the search.
Also: I found an open-source NotebookLM alternative that is powerful, private, and free
The responses the tool provides me include footnotes indicating in which part of the source it found the answer. The app also provides scannable, easy-to-read output of content. You can then interact with the chatbot, with questions, where it maintains the context of what you asked earlier. Additionally, if any findings come up, you can add them to the notes bar on the side so they don’t get lost in the conversation.
Otter.ai also has the ability to ask questions that allows you to ask the application about your conversations. However, I find its responses to be less comprehensive and useful than NotebookLM’s. The output is limited to a single source and provides fairly preliminary answers that lack in-depth detail and insight. One advantage of Otter.ai is that your audio transcriptions include timestamps, whereas NotebookLMs does not, making it difficult to skim through the content to find what you need. However, I found a solution that leads me to my next choice.
2. Apple’s Voice Memos Transcription
I’ve also written about the Voice Memos feature in Apple Intelligence this year, as I frequently try to use it. Whether you’re constantly recording voice memos for your job, as I do, or a student is recording a lecture, this feature comes in extremely handy. Every time you record something, a copy of the recording is automatically created. The most convenient feature is the search icon, which allows you to search a conversation for a specific word and then replay it.
I like to use voice memos with NotebookLM because I’ll ask the tool to help me locate the part of the conversation I’m looking for. Then, once I find what I’m looking for, if I need to listen closely to the audio to clean up the transcript or hear the entire chat, I switch to Apple Voice Messages, type in a specific word from the quote, and listen to that part of the conversation again. Voice Memos is free, while Otter.ai’s annual subscription costs $200.
Also: Apple’s iPhone App of the Year is an AI tool for people with ADHD — and it’s free
Voice Memos is not only free to access, but it’s extremely easy to use natively without exporting files. You need iOS 18.0 or later on an iPhone 12 or later, making the app one of Apple’s more accessible features. Apple’s extensive suite of AI features is only available on phones with the A17 Pro chip or higher, which are the iPhone 15 Pro or later models.
To be clear, I still use Otter.ai, and, more recently, have become one of those people who sends their Otter assistant to their meetings for them. However, I use Otter.ai because of the business tools it provides me as a reporter. For my personal projects, I use a combination of NotebookLM and Voice Memos.
3. ChatGPT (Voice Mode and Deep Research, especially)
I recently chatted about this topic with a colleague, and ultimately, your go-to chatbot will probably be the one you spend the most time tinkering with during your initial explorations. For me, that tool is ChatGPT. However, the reason the chatbot has maintained my loyalty, despite trying dozens of others for its job, is due to its constant implementation of new, useful features.
Also: Stop using ChatGPT for everything: These AI models I use (and which I avoid) for research, coding, and more
The ChatGPT voice mode, for example, has been one of my favorite options from 2024, thanks to its ability to simulate human conversation while providing meaningful advice. I have used this tool so much that I have even discussed it national television and mapped it with me iPhone action buttonThe easiest way to describe voice mode is a voice assistant that actually understands the context of what you’re trying to say, as well as providing clear and useful answers,
The most recent example is using voice mode with your partner to plan a NYE trip. We used both Gemini’s voice assistant and ChatGPT, but ultimately were more satisfied with ChatGPT’s integration and ended up booking one of the destinations it recommended.
A more recent feature, Deep Research, was introduced in early 2025 and has become an important tool in my arsenal because it works exactly as promised: it can autonomously search the web to compile a robust research report with those sources while you’re doing other things. The applications for this capability are endless, whether you’re researching a topic for school or work, or looking for information for a personal project.
