3 AI Productivity Tools We Actually Use (And How They Save You Hours)
You don’t need more software. You need fewer headaches.
At Pocketknife, we’ve tested a ton of AI tools. Most are hype. Three actually earn their keep every week:
Granola – automatic meeting notes without a weird bot in your Zoom
ChatGPT – but using the right model for the job
Perplexity – fast, cited answers so you stop opening 12 tabs
Let’s keep this simple and useful.
Granola: Meeting Notes Without Typing (or a Bot)
What it is: Granola listens from your own computer and spits out clean summaries, action items, and shareable notes. No “Granola Bot has joined” message in your call. Just hit record on your end and focus on the conversation.
Why you’ll like it:
No more scribbling during sales or client calls
You get the same recap everyone else does—no confusion later
One click to drop notes into Slack, Notion, or HubSpot
How to try it (5 minutes):
Install the desktop app
Press record before your next call
Copy the summary into your task list or send it to your team
ChatGPT: Pick the Right Model, Get Better Results
What it is: ChatGPT is the Swiss Army knife of AI. The trick is picking the right model so you don’t waste time or money.
Easy model cheat sheet:
GPT‑4o – Everyday writing, summaries, brainstorming, image or audio stuff
GPT‑4o mini – Faster, cheaper drafts and bulk work (social posts, short emails)
o3 / o3 mini (reasoning models) – Hard problems, planning, math, anything that needs deeper logic
How we use it (daily):
Turn messy notes into a clean to-do list
Draft proposals, blog posts, and client emails in our voice
Compare tools or vendors without skimming 20 sites
Brainstorm headlines and offers when we’re stuck
Get better answers by telling it:
Who you’re talking to (“non tech clients,” “homeowners in Seattle”)
What you need (“short email confirming scope,” “3 ad headline options”)
How it should sound (“friendly, direct, no fluff”)
Perplexity: Real Answers With Sources, Fast
What it is: Perplexity is an AI search engine. Ask a question in plain English and it gives you a tight answer with links to real sources. You can keep asking follow-ups until you’re done.
Why it helps:
Need market stats for a pitch? It finds and cites them
Want to see how competitors price something? It compares pages for you
Writing a blog post? It surfaces the right links to back up your claims
How to try it (3 minutes):
Go to Perplexity.ai
Ask your question (“What changed in Ohio real estate law in 2025?”)
Click the sources you care about, ask follow-ups, copy what you need
Pro move: Before a client call, ask “What’s new in [client’s industry] this month?” Drop the key points into your agenda.
Quick Comparison
| Tool | Biggest win | Use it for | Watch out for |
|---|---|---|---|
| Granola | Notes without note‑taking | Sales calls, interviews, internal check‑ins | Get consent; skim summaries for accuracy |
| ChatGPT (pick models) | Writing, brainstorming, deep thinking | Emails, content, planning, problem solving | Choose the right model; give clear context |
| Perplexity | Fast, sourced research | Stats, competitor checks, blog support | Verify critical facts before publishing |
How to Work Them In Without Blowing Up Your Routine
Monday morning:
ChatGPT (GPT‑4o mini) outlines your week and drafts any long emails you’ve been avoiding.
Midweek calls:
Granola records them. Paste the action items into Trello, Notion, or ClickUp right after.
Research moments:
Perplexity for “What’s the average cost of X in 2025?” or “Top 5 trends in [industry].”
Friday wrap-up:
Ask ChatGPT to turn the week’s notes into a tidy update for clients or your team.
That’s it. No giant workflow change—just smarter swaps.
Final Takeaway
Pick the tool that solves your biggest pain first:
Too many meetings, no time to take notes? Granola
Blank page staring back at you? ChatGPT (use the right model)
Research rabbit holes killing your afternoon? Perplexity
When you’re ready to go beyond DIY tools—to a website and system that actually drives leads—Pocketknife is here.
Want help choosing or setting up AI tools, or just want us to handle it?
Book a quick call and we’ll point you to what makes sense for your budget and goals.
