How to Use AI Tools for Study and Work
Artificial intelligence (AI) has transformed the way people approach both study and work, offering innovative tools that enhance productivity, creativity, and efficiency. Whether you’re managing academic assignments or professional tasks, AI tools provide practical solutions that simplify processes, improve focus, and save time. Here’s how you can harness the power of AI for both study and work.
Finding the right AI tool to get your study and work in order. Make use of our list here to find what is right for you. These are grouped by task like organisation and task management, enhancing learning, writing and editing, research, creativity, focus, translation and more. We prepared quick comparison tables to help you make the right decisions.
1. Organise and Manage Tasks with AI
AI-powered task management tools, like Notion and Trello, can help you organize projects, assignments, and deadlines. Features such as automated reminders, intelligent prioritisation and collaborative capabilities make it easier to stay on top of your schedule.
| Feature | Notion | Trello |
|---|---|---|
| Primary Use | All-in-one workspace for notes, databases, and task management | Visual task management with boards, lists, and cards |
| Interface | Flexible, customizable with a modular layout | Simple, intuitive, and Kanban-style |
| Collaboration | Supports real-time editing and team collaboration | Great for team collaboration on tasks and workflows |
| Customization | Highly customizable with templates, relational databases, and views | Limited to board, list, and card structure |
| Task Management | Advanced task tracking with relational databases and timelines | Focused on task cards with due dates and checklists |
| Integration | Integrates with tools like Slack, Google Drive, and Zapier | Integrates with apps like Google Drive, Dropbox, and Slack |
| Offline Access | Limited offline capabilities | Limited offline capabilities |
| Best For | Comprehensive project management, note-taking, and multi-functional needs | Visual task tracking and straightforward project management |
| Pricing | Free plan with limited features; paid plans start at $10/month | Free plan with core features; paid plans start at $5/month |
| Mobile App | Robust mobile app with detailed editing | Simple, user-friendly mobile app |
- Use Notion for detailed, multi-purpose workspace needs with advanced features.
- Use Trello if you prefer a simple, visual task management tool with Kanban boards.
For Study
AI tools can help students stay on top of their academic responsibilities by organizing coursework, tracking deadlines, and creating customised study plans. Platforms like Notion or Trello allow users to break down assignments into manageable tasks, set reminders for due dates, and visualize progress through intuitive dashboards. These features make it easier to manage a busy schedule and stay focused on academic goals.
For Work
AI-powered tools are essential for managing team projects, automating workflows, and prioritizing tasks in professional settings. By using tools like Monday.com or Asana, teams can assign responsibilities, track progress, and identify bottlenecks in real time. Automation features, such as scheduling repetitive tasks or sending reminders, ensure that projects run smoothly, boosting efficiency and freeing up time for more strategic work.
2. Enhance Learning with AI Tutoring
AI tutoring platforms, like Khan Academy’s AI tutor or Quizlet, provide personalised learning experiences. These tools adapt to your learning style and pace, offering targeted support in subjects ranging from math to language learning. Ultimately, helping you grasp concepts more effectively while improving your understanding of complex subjects.
For Study
AI tutoring tools provide step-by-step explanations, practice quizzes, and customized flashcards designed to match your specific needs. Platforms like Quizlet and Khan Academy’s AI tutor adapt to your learning pace, making it easier to grasp challenging concepts and retain information effectively. These features transform studying into a more interactive and personalised experience.
For Work
AI-guided training helps professionals improve existing skills or learn entirely new ones, such as coding, digital marketing, or data analysis. Tools like Coursera or LinkedIn Learning incorporate AI to recommend courses and provide personalized feedback, ensuring a focused and efficient learning journey. These resources make professional growth more accessible and tailored to your career goals.
3. Streamline Writing and Editing
AI writing tools like Grammarly or Quillbot help improve the quality of your writing by suggesting corrections, generating ideas, or simplifying complex sentences. These tools are ideal for creating polished essays, reports, or professional documents.
| Feature | Grammarly | Quillbot |
|---|---|---|
| Primary Use | Grammar and spell checking, writing enhancement | Paraphrasing, summarizing, and writing assistance |
| Key Functions | Grammar, spelling, punctuation, tone suggestions, and clarity improvement | Paraphrasing, summarizing, grammar correction, and citation generation |
| Tone and Style Suggestions | Advanced tone detection and style enhancement | Limited tone and style guidance |
| Paraphrasing Tool | Basic rephrasing capabilities | Robust paraphrasing with multiple modes (e.g., formal, creative) |
| Plagiarism Checker | Included in the premium version | Available in premium version |
| Integrations | Works with Google Docs, MS Word, Outlook, and browsers | Browser extensions and integrations with Google Docs |
| User Interface | Polished and easy to use | Simple and user-friendly |
| AI Writing Features | Suggests full sentence rewrites and tone adjustments | Focuses more on rephrasing and generating alternative text |
| Best For | Comprehensive writing improvement and professional documents | Paraphrasing, academic writing, and summarizing text |
| Free Plan | Basic grammar and spell-check available for free | Free plan with limited paraphrasing and summarizing |
| Pricing | Premium plans start at $12/month | Premium plans start at $9.95/month |
| Mobile App | Available for iOS and Android | Not available |
- Choose Grammarly for a robust grammar and style checker, especially for professional and business writing.
- Opt for Quillbot if your primary focus is paraphrasing, summarizing, or academic writing.
For Study
AI writing tools simplify academic tasks by helping students craft essays, reports, or research papers with greater accuracy and efficiency. Platforms like Grammarly and Quillbot provide grammar checks, paraphrasing options, and even citation generation, ensuring that written work meets high academic standards while saving time on tedious edits.
For Work
Professionals can rely on AI-driven tools to create polished emails, presentations, or other professional documents with ease. Tools such as Grammarly Business or ChatGPT offer editing suggestions, enhance clarity, and ensure a consistent tone, helping you communicate effectively and maintain a professional edge in your writing.
4. Simplify Research and Information Gathering
AI research tools like Elicit or Research Rabbit can analyse vast amounts of data to provide summaries, trends, and key insights. They can help save time on extensive research. Use these tools to gather insights for academic projects or market analysis.
| Feature | Elicit | Research Rabbit |
|---|---|---|
| Primary Use | AI-powered research assistant for academic papers | Research discovery and literature mapping |
| Key Functionality | Finds, ranks, and summarizes academic papers | Discovers related research, creates citation networks, and maps research topics |
| Search Focus | Focused on answering research questions | Focused on topic discovery and citation analysis |
| Summarization | Generates summaries and extracts key points | No built-in summarization; focuses on topic relationships |
| Citation Mapping | Basic citation references | Advanced citation networks and relationship visualization |
| User Interface | Simple and direct with a focus on answering queries | Interactive and visual, designed for exploring connections |
| Collaboration | Single-user focus | Collaborative features for sharing networks and data |
| Data Sources | Academic databases, including Semantic Scholar | Citation databases, including PubMed and CrossRef |
| Best For | Quickly answering research questions or reviewing specific topics | Exploring research trends, relationships, and building context |
| Pricing | From Free, Plan starts from $10 | Free |
| Unique Strength | Tailored to answering research queries with summaries | Helps build a broader understanding of research areas through citation networks |
- Elicit is ideal for researchers looking for quick answers and summarised insights from academic papers.
- Research Rabbit excels in mapping relationships and exploring trends, making it a great tool for understanding the broader context of a topic.
For Study
AI-powered research tools streamline the process of gathering information for essays, projects, or dissertations. Platforms like Elicit and Research Rabbit provide curated sources and concise summaries, helping students quickly access relevant data and focus on crafting well-informed arguments without getting lost in endless resources.
For Work
In professional settings, AI tools enhance efficiency by simplifying market research, data analysis, and report generation. Tools like Tableau or Elicit filter and interpret large volumes of information, presenting actionable insights that support decision-making. This allows professionals to focus on strategy while AI handles the heavy lifting of data processing.
5. Boost Creativity and Idea Generation
AI-powered creativity tools like Canva, DALL-E, or Copy.ai (or used together) enable students and professionals to design visuals, write content, and brainstorm innovative ideas. These ideas can be used in presentation, campaigns or study materials.
| Feature | Canva | DALL-E | Copy.ai |
|---|---|---|---|
| Primary Use | Graphic design platform for creating visual content | AI-powered image generation based on text prompts | AI-powered content generation for text-based needs |
| Core Functionality | Templates, drag-and-drop design, and pre-made assets | Generates original images from text descriptions | Generates written content like blogs, ads, emails, and product descriptions |
| Design/Writing Approach | Combines user creativity with ready-made elements | Fully AI-driven, creating unique visuals from scratch | AI-driven text creation with user-guided input for tone and style |
| Customization | Extensive customization with fonts, colors, and elements | Limited customization after image generation | Adjustable tone, length, and format of written content |
| Ease of Use | Intuitive and user-friendly interface for non-designers | Simple text-based input; results depend on prompt clarity | Easy-to-use interface with predefined templates for various content types |
| Collaboration | Team collaboration with real-time editing and sharing | No collaboration features; individual usage | No direct collaboration features, but outputs can be shared manually |
| Best For | Marketing materials, presentations, social media graphics, and branding | Creating unique, AI-generated images for creative or illustrative purposes | Writing ads, blogs, emails, social media captions, and other written content |
| Content Library | Millions of templates, stock images, and design elements | No library; relies on user-generated prompts | Predefined content templates for various use cases |
| Output Quality | Polished, professional designs using pre-made assets | Highly creative and unique but varies depending on prompt specificity | Professional-quality text; quality depends on user input and AI context understanding |
| Pricing | Free plan with basic features; paid plans start at $12.99/month | Free with limits; credit-based pricing for additional image generations | Free plan with limited features; premium starts at $36/month |
| Learning Curve | Minimal; designed for beginners and professionals alike | Low learning curve for prompt writing; requires creativity in descriptions | Low; templates and examples make it beginner-friendly |
| Use Cases | Social media posts, infographics, posters, resumes, logos | Concept art, custom illustrations, and unique creative visuals | Copywriting, content creation, product descriptions, ad campaigns, and emails |
- Canva is ideal for visual content creation, from professional designs to everyday graphics.
- DALL-E specializes in generating unique, creative visuals from text prompts, perfect for concept art and illustrations.
- Copy.ai excels in text-based content generation, helping users craft compelling blogs, ads, emails, and more with minimal effort.
For Study
AI creativity tools enable students to produce visually appealing presentations, posters, or infographics with ease. Platforms like Canva and Piktochart provide templates, design suggestions, and customization options, helping students convey their ideas effectively while adding a professional touch to their academic projects.
For Work
Professionals can leverage AI to design eye-catching marketing materials, generate innovative ad copy, or brainstorm fresh ideas for campaigns. Tools like Copy.ai and DALL-E streamline the creative process by offering unique design elements or content suggestions, making it easier to produce compelling and impactful outputs in less time.
6. Improve Focus and Productivity
While these have no AI capabilities yet, they are time management apps that complement each other. Focus@Will or RescueTime allows you to track habits and give you timely reports so you can find ways to optimise your workflow and improve productivity.
- Focus@Will is designed for individuals who benefit from background music tailored to improve focus and productivity.
- RescueTime is ideal for tracking how time is spent, identifying productivity bottlenecks, and setting goals to optimize workflow.
For Study
Focus-enhancing apps help students stay on track by managing distractions and maintaining study schedules. Tools like Forest and Focus@Will create a structured environment with features such as timed study sessions and concentration-boosting background music. These apps support better time management, allowing students to stay engaged and achieve their academic goals.
| Feature | Forest | Focus@Will |
|---|---|---|
| Primary Use | Focus through gamified time management | Focus enhancement using scientifically designed music |
| Core Functionality | Grow virtual trees by staying off your phone | Plays personalised playlists to improve concentration |
| Gamification | Strong gamification element | No gamification; purely music-based |
| Customization | Set timers and choose tree types | Customize playlists based on focus type |
| Best For | People distracted by phone usage | Those who focus better with background music |
| Free Plan | Available with in-app purchases | No free plan; subscription starts at $3.99/month |
| Mobile App | iOS and Android | iOS and Android |
For Work
Productivity tools that analyse work habits and offer tailored strategies to optimise efficiency like RescueTime or Motion track how time is spent across tasks and suggest improvements to eliminate distractions or reprioritize efforts. These insights help professionals work smarter, improving output and reducing wasted time.
| Feature | RescueTime | Motion |
|---|---|---|
| Primary Use | Time management and productivity tracking | Task management with distraction blocking |
| Core Functionality | Tracks time spent on tasks and apps, provides insights | Automates scheduling, blocks distracting sites, and organizes tasks |
| Customization | Customisable goals and productivity alerts | Customisable task priorities and scheduling |
| Distraction Blocking | Optional feature for focus sessions | Strong focus on blocking distractions by default |
| Insights and Reports | Detailed productivity analytics | Minimal; focuses on task completion and focus |
| Best For | Analyzing time usage and improving work habits | Organizing tasks and staying focused on priorities |
| Free Plan | Limited free plan; premium starts at $12/month | No free plan; starts at $19/month |
| Mobile App | Available for iOS, Android, macOS, and Windows | Not currently available |
7. Translate and Communicate Effectively
AI translation tools like DeepL and Google Translate allow seamless communication and text translation, making them invaluable for working in multilingual environments or studying foreign languages.
| Feature | DeepL | Google Translate |
|---|---|---|
| Primary Use | High-quality translations for professional and nuanced text | Quick, versatile translations for general use |
| Languages Supported | 31 languages | 100+ languages |
| Translation Quality | Superior for nuanced, formal, and complex text | Good for casual and everyday translations |
| Additional Features | Allows tone adjustments (formal/informal) | Includes voice input, real-time camera translation, and speech-to-text |
| Best For | Professional use and high-accuracy translations | Everyday use and wide language support |
| Free Plan | Free with limited features | Free with full access |
| Premium Plan | Paid plans start at $8.74/month for advanced features | No premium plan; fully free |
- DeepL excels in high-accuracy, nuanced translations, making it ideal for professional and academic use.
- Google Translate is more versatile and accessible for casual, everyday language needs with its wide language coverage and additional features.
For Study
AI translation tools assist students in translating foreign texts, practicing pronunciation, and even learning new languages. Platforms like Google Translate and DeepL provide instant translations, while language-learning apps like Duolingo or Babbel use AI to tailor lessons and improve fluency. These tools make it easier to access global knowledge and develop valuable linguistic skills.
For Work
Professionals benefit from AI-driven tools for seamless communication with global clients or colleagues. Real-time translation and transcription features from tools like Microsoft Translator or Zoom enable smooth interactions across languages, fostering better collaboration and understanding in multilingual environments. These capabilities make cross-border communication effortless and efficient.
8. Automate Repetitive Tasks
Automation tools like Zapier and IFTTT simplify repetitive tasks, enabling you to focus on more critical work while improving efficiency.
| Feature | Zapier | IFTTT |
|---|---|---|
| Primary Use | Automates complex workflows for businesses | Simplifies everyday tasks with app integrations |
| Complexity | Handles multi-step workflows | Best for simple one-step automation |
| Target Audience | Professionals and businesses | Casual users and home automation enthusiasts |
| Supported Integrations | 5,000+ apps | 700+ apps |
| Customization | Advanced triggers and conditions | Basic triggers and actions |
| Free Plan | Limited free plan; premium starts at $19.99/month | Free plan available; premium starts at $2.50/month |
| Best For | Automating professional workflows | Connecting apps for personal or home use |
- Zapier is ideal for businesses requiring complex, multi-step automations.
- IFTTT caters to casual users looking to automate simple, everyday tasks and home integrations.
For Study
Automation tools help students stay organized by managing notifications for deadlines and automatically sorting files in the cloud. Platforms like Zapier and IFTTT can be configured to send reminders, organize assignments into folders, or even sync class schedules with calendars. These small automations save time and reduce the stress of manual organization.
For Work
In professional settings, automation tools streamline workflows by connecting apps and automating repetitive tasks. Tools like Zapier can handle processes like data entry, email sorting, or generating reports, freeing up valuable time for more strategic work. This approach enhances efficiency, allowing professionals to focus on tasks that matter most.
9. Analyse and Visualise Data
Programs like Tableau and Power BI process complex data sets into clear visuals, making it easier to analyze information and present findings effectively.
| Feature | Tableau | Power BI |
|---|---|---|
| Primary Use | Advanced data visualization and analytics | Business intelligence with data visualization |
| Ease of Use | Requires more learning; suited for advanced users | User-friendly for beginners and professionals |
| Data Integration | Connects to a wide range of data sources, including live data | Seamlessly integrates with Microsoft ecosystem and other sources |
| Customization | Highly customizable dashboards and visuals | Offers customizable dashboards with pre-built templates |
| Collaboration | Robust sharing and collaboration via Tableau Server or Tableau Online | Easy collaboration within Microsoft Teams and SharePoint |
| AI and Automation | Includes AI-powered insights and forecasting | Strong AI tools with natural language queries and automated insights |
| Pricing | Starts at $70/user/month | Starts at $10/user/month (Power BI Pro) |
| Best For | Advanced analytics and large-scale enterprise use | Affordable and versatile option for small to medium-sized businesses |
- Tableau is ideal for advanced analytics and enterprise-level data visualization with a focus on flexibility and depth.
- Power BI offers a cost-effective, user-friendly solution for businesses, especially those already using Microsoft tools.
For Study
AI tools make it easy for students to create graphs, charts, and other visual aids for projects or presentations. Platforms like Excel and Google Sheets with AI-enhanced features simplify data analysis and visualization, allowing students to interpret research findings and present their work effectively.
For Work
Professionals can use AI-powered tools like Tableau or Power BI to generate compelling visuals and analytics for meetings or reports. These platforms transform complex data into clear, actionable insights, making it easier to communicate ideas and support decision-making with data-driven evidence.
10. Collaborate and Share with AI
AI-enhanced platforms like Microsoft Teams or Slack streamline team communication and improve collaboration through shared files, real-time messaging, and app integrations.
| Feature | Microsoft Teams | Slack |
|---|---|---|
| Primary Use | Comprehensive collaboration platform for chat, meetings, and file sharing | Flexible team communication with channels and integrations |
| Video Conferencing | Built-in, supports up to 1,000 participants | Limited native video calls (up to 15 participants) |
| File Sharing | Seamless integration with OneDrive and SharePoint | Supports file sharing with integrations like Google Drive |
| Integrations | 1,000+ apps; deep integration with Microsoft 365 | 2,000+ app integrations with various third-party tools |
| Customization | Moderate customization with tabs and apps | High flexibility with custom workflows and bots |
| Search Functionality | Advanced search within chats, files, and channels | Robust search across messages and files |
| Pricing | Included in Microsoft 365 plans (starting at $6/user/month) | Free plan with limited features; paid plans start at $7.25/user/month |
| Collaboration Strength | Ideal for businesses using Microsoft products | Great for startups and teams with diverse tool preferences |
| Mobile App | Available with full functionality | Available with full functionality |
- Microsoft Teams is best for businesses already using Microsoft 365, offering robust video conferencing and file-sharing capabilities.
- Slack excels in flexible team communication, third-party integrations, and custom workflows, making it a favorite for startups and creative teams.
For Study
AI-enhanced collaboration tools simplify group projects by enabling students to share resources, communicate in real-time, and manage tasks effectively. Platforms like Google Workspace and Microsoft Teams offer features like shared document editing, live chat, and progress tracking, making teamwork smoother and more organized.
For Work
In the professional world, AI-powered tools enhance collaboration across departments by automating meeting scheduling, streamlining communication, and integrating workflows. Tools like Slack or Microsoft Teams enable real-time updates, file sharing, and task management, ensuring that teams stay connected and projects progress efficiently. These capabilities foster seamless collaboration, even in remote or hybrid work environments.
AI tools are transforming the way we study and work, offering innovative solutions to everyday challenges. From organising tasks and streamlining writing to enhancing creativity and boosting productivity, these tools help you achieve more with less effort. By integrating AI into your daily routine, you can unlock new levels of efficiency and focus, leaving more time to innovate, learn, and grow. Which AI tool will you try first? Let us know in the comments!
