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ZDNET’s key takeaways
- There are AI tools that can actually offer productivity gains.
- I use these tools nearly every day.
- All the tools on this list are available to users at no cost.
While I was working the other day organically, I opened up one of my favorite AI tools and had an unprompted thought to myself about how grateful I was to have access to this application. That realization then made me think about how many apps have now become an integral part of my everyday workflow, and at this point, many have made the list.
While I put together a similar roundup every end-of-year season, I think it is worth noting that some apps have made the list multiple years in a row, demonstrating consistency in the value of the tools. It is also worth noting that the market is more saturated than ever, so having even a set of tools that cut through the hype and can be relied on to make your life easier is a win.
Also: Gemini vs. Copilot: I compared the AI tools on 7 everyday tasks, and there’s a clear winner
I am sharing my list not because I think it will translate directly to your life, but rather because I hope it sparks ideas on how you can use some of these tools in your own life.
1. NotebookLM
As I have written before, since Google launched NotebookLM, it has been the tool that I am most often asked about by AI superusers and media professionals alike due to their positive experiences. When I initially tried the tool, I could see the potential, but it took me some time to find a way to integrate it into my workflow. Now that I have done that, it’s the tool I reach for the most, and I would be terribly inconvenienced if I had to live without it.
Also: I used NotebookLM for an entire month – here’s why it really is a game changer
NotebookLM is essentially a repository where you can upload your own files, including documents, PDFs, PowerPoint presentations, and voice recordings. Not only does this storage help with organization, as all the data is filed into different Notebooks, but it also makes all your input data easy to parse through with a chatbot-like interface. The magic is that the app only uses your repository of information, so you don’t need to worry about the answers being polluted by internet data or AI slop.
The most impressive aspect is the chatbot’s quality of responses. For example, I often use the tool to find the part of an interview that I need for an article. Some feature articles I write involve speaking with a dozen or more people, which makes it difficult to keep track. With NotebookLM, I can compile all the interviews into a Notebook and then search for specific questions, toggling boxes to include as many or as few responses as I’d like in the search.
Also: I found an open-source NotebookLM alternative that’s powerful, private – and free
The responses the tool offers me include footnotes, indicating exactly which part of the source it found its answer in. The app also provides scannable, easy-to-read outputs of the content. You can then have a conversation with the chatbot, following up with questions, where it maintains the context of what you previously asked. Additionally, if any of the findings stand out, you can add them to the notes bar on the side so they don’t get lost in the interaction.
Otter.ai also features a question-asking capability that allows you to ask the application about your conversation. However, I find that its responses are less comprehensive and helpful than NotebookLM. The output is limited to one source and provides fairly rudimentary answers that lack in-depth elaboration and insight. One advantage of Otter.ai is that your audio transcriptions include timestamps, whereas NotebookLMs do not, making it difficult to skim through the content for what you need to find. However, I found a workaround that led me to my next pick.
2. Apple’s Voice Memo transcription
I have also written about the Voice Memo feature in Apple Intelligence this year, as I frequently reach for it. Whether you are recording voice memos constantly for your job, as I do, or are a student recording lectures, this feature comes in extremely handy. Every time you record something, automatically, a transcript of the recording is generated. The most convenient feature is the search icon, which allows you to search the conversation for a specific term and then replay it.
I like to use Voice Memo in conjunction with NotebookLM because I will ask that tool to help me locate the part of the conversation I am searching for. Then, once I have found what I’m looking for, if I need to listen to the audio closely to clean up the transcript or listen to the full chat, I switch over to Apple Voice Messages, type in a distinctive word from the quote, and re-listen to that portion of the conversation. Voice Memo is free, while Otter.ai has a yearly subscription cost of $200.
Also: Apple’s iPhone App of the Year is an AI tool for people with ADHD – and it’s free
Not only is Voice Memo free to access, but it is extremely easy to use natively without having to export files. All you need is iOS 18.0 or later on an iPhone 12 or later, which makes the app one of Apple’s more accessible features. The broader suite of Apple’s AI features is available only on phones with the A17 Pro chip or higher, which is the iPhone 15 Pro or later models.
To be clear, I still use Otter.ai, and, as of recently, have become one of those people who send their Otter assistant to their meetings for them. However, I use Otter.ai because I am provided with the business tool as a reporter. For my personal projects, I use the combination of NotebookLM and Voice Memo.
3. ChatGPT (Voice Mode and Deep Research, specifically)
I recently had a conversation about this topic with a colleague, and, ultimately, your go-to chatbot will likely be the one you spend the most time tinkering with during your early explorations. For me, that tool is ChatGPT. However, the reason the chatbot has maintained my loyalty, despite me trying dozens of others for my job, is the constant implementation of new, helpful features.
Also: Stop using ChatGPT for everything: I use these AI models for research, coding, and more (and which I avoid)
ChatGPT Voice Mode, for example, has been one of my go-to options since 2024, thanks to its ability to simulate a human conversation while also providing meaningful advice. I have used the tool so much that I have even discussed it on national television and mapped it to my iPhone’s action button. The easiest way to describe Voice Mode is as a voice assistant that actually understands the context of what you are trying to say, while also providing clear and helpful answers.
The most recent example is using Voice Mode with my partner to plan a NYE trip. We used both Gemini’s voice assistant and ChatGPT’s, but were ultimately more satisfied with ChatGPT’s integration and ended up booking one of the destinations it recommended.
A more recent feature, Deep Research, was introduced at the beginning of 2025 and has become a key tool in my arsenal because it works exactly as promised: it can autonomously search the web to compile a robust research report with the sources you are seeking while you are doing other things. The applications for this capability are endless, whether you are researching a topic for school or work, or looking for information for a personal project.