AI for administrative tasks: Top 9 tools
From sending emails and making schedules to organizing documents and answering customer questions, admin keeps the wheels of business turning. But while these types of tasks play a crucial role in most organizations, many of them are also time-consuming and repetitive — eating up hours of your day and taking you away from other, more important work.
Enter: tools that harness AI for administrative tasks. These tools are designed to complete routine or mundane tasks for you, saving the time and energy you need to focus on the more creative, strategic parts of your job.
In this article, we’ve rounded up the top 9 tools that use AI for administrative tasks. Depending on your area of need, one (or more!) of them will help you get the job done. But first, let’s look at how artificial intelligence (AI) supports your administrative work and the different ways it can enhance efficiency and productivity.
What is AI in administrative tasks?
Artificial intelligence tools have exploded in recent years, with 99 percent of Fortune 500 firms now implementing an AI solution in their business.
AI-powered tools can support a number of business functions, such as customer service, sales, marketing, and more. Some of the common AI tools organizations use to complete administrative tasks include:
- Chatbots: Companies use this AI-powered software to engage with customers and website visitors. It offers a conversational experience as it answers questions, responds to queries, and provides helpful information. AI chatbots are typically used in external-facing roles, such as on a company website, but some companies also have internal chatbots that field employee questions.
- AI assistants: Organizations use these tools to handle admin functions such as scheduling appointments, sending reminders, providing directions, and researching information. AI assistants support employees by taking care of mundane tasks so they can better serve customers.
- AI agents: More complex than an AI assistant, AI agents use autonomous decision-making to complete specific goals. Because AI agents can analyze vast amounts of data without human oversight, businesses use them to support areas such as finance, customer service, sales, and more.
In addition to the above, many organizations also use business tools — such as project management or communication software — with an AI component. This may complete a specific function within the larger scope of the software, such as providing AI-enhanced schedules to meet a project completion deadline.
How AI enhances admin efficiency and productivity
AI tools can help you get many administrative tasks done in very little time. Depending on the type of technology you use, the AI can also act autonomously, completing tasks without needing to be prompted.
Here are some of the ways AI tools can enhance administrative efficiency and productivity:
- Automate routine tasks: One of the primary benefits of AI tools is that they can complete routine tasks on schedule without manual intervention. For example, you can use an AI tool to send automated reminders for scheduled appointments to customers.
- Enhance communication: Having trouble putting your thoughts into words? AI tools can help write emails, reports, marketing materials, and more. Not only that, but you can also use them to distribute content, such as automatically scheduling emails based on specific operational triggers.
- Ensure compliance and security: If you’re in a highly regulated industry, such as healthcare or finance, you likely have many administrative processes that must follow compliance and security procedures. AI tools can ensure your workflows and communication meet the regulatory standards.
- Enhance decision-making: AI tools are designed to analyze vast amounts of data with ease and can provide you with quick summaries and analyses to help you make better business decisions. Instead of taking hours to read a report, AI can give you a summary of the key points within seconds.
- Manage data effectively: It’s vital to keep your organization’s data secure, organized, and easily accessible. AI tools can support intelligent data management with aspects such as storage, file organization, file naming, access passwords, and more.
9 tools that use AI for administrative tasks
1. Jasper
Jasper (formerly Jarvis) is an AI-powered assistant that helps you create different types of content like social media posts, reports, and other materials. It supports various aspects of marketing, such as writing, branding, styling, and more.
Developer: Jasper
Best for: Marketers looking to enhance content with AI
Key features: Customizable content tone to match brand voice, 50-plus writing templates, marketing-trained chat assistant for ideation support
Pros: Templates are particularly helpful, so users don’t have to start from scratch
Cons: Some content outputs can feel generic and unappealing; has a steep learning curve for new users, even tech-savvy ones
Plans/pricing: Free seven-day trial; paid plans start at $39 per month per user
G2 rating: 4.7/5
2. Otter.ai
Otter.ai is an AI-powered meeting transcription software that takes notes during your meetings and calls. It can provide you with detailed summaries, action items, and more. You can also ask Otter.ai questions about the meeting to get the specific information you need.
Developer: Otter.ai
Best for: Those looking for support with meeting notes
Key features: Integrations with meeting tools such as Zoom and Google Meet; detailed notes, summaries, and action items from meetings; live transcription during meetings
Pros: Time-stamping the transcription makes it easy to follow along with audio recordings
Cons: Works best with English, accents pose a challenge, background noise can impact transcriptions
Plans/pricing: Free version; paid plans start at $8.33 per user per month, and a custom enterprise-level plan is available
G2 rating: 4.4/5
3. Socratic
Socratic is a search engine for academic subjects, and a great tool for business administrative professionals who need to get key insights on complex topics fast. It covers a range of subjects from math to social sciences.
Developer: Google
Best for: Those looking to brush up on complex academic topics
Key features: Comprehensive library of subjects from drama to physics; visual explanations for complex topics; powered by Google AI
Pros: Ideal for helping administrative professionals get up to speed on specific topics
Cons: May not contain much information on very niche or highly academic topics, only available as a mobile app
Plans/pricing: Free
G2 rating: N/A
4. DALL-E
DALL-E 2, 3, and 4 are generative AI tools that can create images based on text prompts. Admin professionals can leverage them to create visuals for presentations, marketing materials, and more.
Developer: OpenAI
Best for: Those who want to create custom images fast
Key features: Image generation with simple text prompts, ability to request edits to images, highly accurate visuals based on prompts
Pros: Simple and intuitive dashboard
Cons: Limitations on file size and image proportions, generating images can be costly
Plans/pricing: Custom pricing based on usage
G2 rating: 3.9/5
5. Murf.ai
Murf.ai is an AI voice generator that administrative professionals can use to create human-like voiceovers for all types of videos, audiobooks, demos, presentations, and more. It’s intuitive and easy to use, even for beginners.
Developer: Murf.ai
Best for: Those who want to create voiceovers for videos and presentations
Key features: Vast collection of 200-plus voices, support in 20-plus languages, voice-cloning capability
Pros: Wide array of voice options makes it easy to customize voiceovers
Cons: Limited ways to control the vocal expression, free plan limits voiceover minutes
Plans/pricing: Free version; paid plans start at $19 per month, and a custom enterprise-level plan is available
G2 rating: 4.7/5
6. Gamma
Gamma is an AI-powered tool for making visually appealing presentations, documents, and websites. Administrative professionals don’t need to have any coding or design experience to use it, so it works well for users who are not tech-savvy as well as experts.
Developer: Gamma
Best for: Those who want support creating beautiful presentations and other materials
Key features: AI-powered text, images, and search functions; eye-catching designs, galleries, and layouts; versatile pre-made presentation templates
Pros: Even users who are not tech-savvy can make full use of the solution because there’s no coding involved
Cons: The initial setup can be time-consuming, free plan has very limited functionality
Plans/pricing: Free version; paid plans start at $8 per user per month
G2 rating: 5/5
7. Reclaim.ai
Reclaim.ai is a scheduler that’s ideal for admin professionals who are tasked with scheduling meetings and appointments for others. It integrates with business tools like Google Calendar and Slack for streamlined operations.
Developer: Dropbox
Best for: Those who want support with scheduling
Key features: Scheduling links with smart meeting controls, time-tracking functionality, auto-scheduled buffer time between meetings
Pros: The “habits” feature lets users customize routine tasks in their calendar
Cons: No native ability to collect payments through scheduling links; missing integrations with some key business tools, especially project management solutions
Plans/pricing: Free version; paid plans start at $8 per user per month
G2 rating: 4.8/5
8. SaneBox
SaneBox is an email management tool that uses artificial intelligence to pinpoint priority emails and move distractions to a separate folder. It’s a great tool for busy administrative professionals who manage multiple email inboxes.
Developer: SaneBox
Best for: Those looking to optimize their email inboxes with AI
Key features: Ability to snooze important emails for later, daily summary of inbox activity, AI assistant for follow-up reminders
Pros: Integrates with every major email service, such as Gmail, Microsoft 365, Apple iCloud, Yahoo! Mail, and more
Cons: No free plan available; dashboard is complicated and can be difficult for some users to navigate
Plans/pricing: Free 14-day trial; paid plans start at $4.13 per month
G2 rating: 4.9/5
9. Grammarly
Grammarly is a writing and editing assistant that uses AI to optimize your content, including emails, memos, presentations, and more.
Developer: Grammarly
Best for: Those who need support writing and editing administrative content
Key features: Writing enhancement through text prompts, personal style and brand style for unique writing voice, plagiarism checker
Pros: Can be used within other platforms, such as business tools, social media, and more
Cons: Doesn’t work well on non-English content, can occasionally misinterpret the context of a sentence and provide incorrect improvements
Plans/pricing: Free version; paid plan is $12 per month, and a custom enterprise-level plan is available.
G2 rating: 4.7/5
Photo by Cup of Couple
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