5 AI Tools Leaders Need
Summary: Feeling overwhelmed by all the AI tools out there? You're not alone. While AI can be incredibly powerful for leaders (early adopters are seeing 41% ROI), the key is picking a few tools and sticking with them rather than constantly chasing the latest shiny object. The five AI tools worth considering are ChatGPT for general tasks, Claude for writing and brainstorming, Fireflies for meeting notes, Perplexity for research, and Motion for calendar management. Just remember: AI works best as your assistant, not your replacement. It can handle the busy work, but you still need real human connection and accountability to truly excel as a leader.
AI Tools are Overwhelming
If I could only use one word to describe my journey into understanding AI tools, it would be this:
Overwhelmed!
It seems like every day there is a new AI app popping up, or a new update for an existing one. To top it off, most of us are being bombarded with messaging telling us we either keep up, or risk falling behind. While AI tools present many opportunities, it's hard for leaders to truly take advantage while juggling their numerous responsibilities.
Thus, I have observed that many leaders I talk to are experiencing the paradox of choice when it comes to AI tools. First coined by psychologist Barry Schwartz, this concept suggests that the more options we have available to us, the less satisfied we feel with the decision. This can make it very challenging to stay committed to a decision, or even make one in the first place. This was certainly the case for me, which is why I honestly resisted the use of many AI tools early on.
However, this past summer I had a little more free time which prompted me to revisit this topic. If there is anything the field of change management has shown leaders is that early adopters enjoy significant advantages over their counterparts, especially in the area of technology. Recent research from Snowflake reveals that 92% of early adopters report positive returns from their AI investments, with the majority quantifying an average 41% ROI. This substantial return drives continued investment, with 98% of early adopters planning to increase their technology spending.
Thus, like any curious leader, I wanted to explore what these new AI tools could add to my business. Over time what I learned is that much of the overwhelm comes from our expectations. Let me say now that while AI tools are incredibly powerful, they are not magic. As the use of AI tools continues to grow, leaders will still need to be intentional with fostering personal connections amongst their team, and protecting authenticity in their work. Furthermore, using AI tools is a lot like many areas in life: you will see the most success if you make an informed decision, and then simply stick with it.
Yes, it's possible a better tool could always come along, but the time and energy investment to constantly be assessing the field and learning new AI tools will often outweigh the marginal benefits one would get from switching platforms. Consistency will be your best friend in this journey, which is why I encourage leaders to simply determine how much time you want to spend researching, do your homework, then stick with the AI tools you chose. And to make some of those decisions easier, I have compiled a small list of AI tools that I am currently using, and I think many leaders could benefit from.
However, first I think it's important to talk a little about the risks of AI tools as this will give us some important insights into how to use them effectively.
The Risks of AI Tools
Perhaps the most significant challenge we have to discuss is something called cognitive offloading. Cognitive offloading is the practice of using external tools, systems, or technologies to reduce the mental burden of tasks that would otherwise require significant cognitive resources. Think of it as delegating some of your brain's work to something outside yourself.
This is a useful mechanism of our brain that we have been taking advantage of for decades with technology such as calculators for complex math problems, and GPS for directions. If we think of the brain like a muscle, it's important that we properly manage the load we place upon it. Constant overload can actually lead to injury. To continue the metaphor however, just like muscles, the brain also needs a certain amount of stimulus to stay healthy, and certainly if we want it to grow. This is where AI tools present a problem.
Returning to calculators or GPS, how common is it nowadays for people to be able to solve math problems in their head, or remember long-distance directions by memory? Not very. Through cognitive offloading, many people have lost the ability to do that as their brain has not had to exercise that function. This is fine for smaller tasks, but what happens when we do it on a large scale... like say with AI tools? Turns out the answer is not great.
AI tools represent the most sophisticated form of cognitive offloading we've ever developed. Unlike previous tools that handled specific, narrow tasks, AI tools can take on complex cognitive work across multiple domains. They can draft communications, analyze data patterns, generate creative content, and even help with strategic thinking processes. This can lead to significant atrophy of the brain which studies are just starting to show us.
A 2025 study conducted by MIT tasked three groups of people with writing an essay. One used generative AI to help write, another used only search engines, and the final group used no tool of any kind. They then measured brain activity in each group. As you can imagine, there were significant differences with the group that used no tools showing the highest brain activity, while the group that used AI tools showed the lowest and "consistently underperformed at neural, linguistic, and behavioral levels." This carries profound implications both with the development of younger employees, and with current leaders themselves.
It's important to note that the field of generative AI tools is still so new and there needs to be further research. Yet from what we have so far, it does not look promising. That being said, history has shown us that new technology always comes with pros and cons, and usually, human beings are not good at predicting the outcomes.
The big takeaway is that AI tools are best used as an enhancer not an initiator. Thus, they will be most effective and safe in tasks like researching, editing, and optimizing work we have already done or are already doing. Leaders should strive to still challenge themselves creatively and intellectually in their work, and let AI tools fill in the cracks afterwards.
So with that said, let's dive into the best AI tools leaders can use to enhance and optimize their workflows.
Top AI Tools for Leaders
1. ChatGPT - Your Personal AI Assistant
To start our list, we begin with perhaps the most popular AI tool out there: ChatGPT. While this tool doesn't stand out in any one area, where it shines is as a "do-it-all" tool to handle the variety of tasks a leader has to juggle. Kind of like having a personal assistant. ChatGPT can work with brainstorming, creative projects, research, image generation, and many other tasks. If you subscribe to a paid tier, it can even run automations such as doing a competitor analysis for you and generating a report at regular periods. The possibilities are really endless. If you want to keep it simple, ChatGPT can act as a jack-of-all-trades AI tool for you.
2. Claude - Creative Writing and Brainstorming
Claude is one of my favorite AI tools and I use it almost every day. Like ChatGPT, Claude is a chatbot. In other words, it has a text window where you enter prompts to describe the task you would like it to do. What makes Claude unique is that it produces very conversational and human-like responses, making it your best option for writing, creative work, and brainstorming. If you are curious, just give Claude and ChatGPT the same prompt for a certain writing task and watch how much more life-like Claude's responses sound. Also, because it has a very conversational writing style, it is great for complex brainstorming tasks. Furthermore, it has very strict safety standards compared to other AI tools, so it is much less likely to produce false answers or give misinformation.
3. Fireflies - Notetaking and Team Communication
Fireflies is one of the best AI notetaking tools on the market today. What this means is that you can connect Fireflies to whatever video conferencing platform you use like Zoom, Google Meet, or Microsoft Teams, and the app will join the meeting and record it. Upon completion, it creates a full transcription and also uses AI to generate a high-level meeting summary with key themes and action items. This is incredibly valuable for leaders because, as we all know, no one has perfect attention spans and sometimes important information can get lost. Furthermore, you can also create automations to send meeting notes and action items to all participants after the meeting ends, improving team communication and follow-up.
4. Perplexity - Deep Research
Perplexity is another AI chatbot. However, where this AI tool shines is in deep research. Think of it as Google on steroids. Using AI, Perplexity searches the internet and gathers all relevant information on your topic or query, and presents it in an organized way. You can also specify what sources you want it to use such as the web, social media, or even academic papers. Looking for stats or research to improve your presentation? Do you work in an environment that heavily relies on data-driven decisions? This is the AI tool for you.
5. Motion - Productivity and Calendar Management
Motion is an incredible productivity AI tool which syncs with your calendar and manages your tasks and meetings based on the preferences you give it. It can automatically prioritize your meetings and assign tasks based on deadlines. Furthermore, it will search out the best meeting times for efficiency and provide you with focused, uninterrupted work periods. If you really want to optimize your calendar and time management, you might want to look into this AI tool.
AI Tools Don't Replace Everything
So there you have it. Some of the best AI tools I have found for leaders. While there is a plethora of others available, I want to stress again the importance of consistency. Decide how long you want to research, then commit to one or two AI tools and stick with them. I should also note that many of the AI tools I mentioned have generous free versions. So I would encourage you to experiment with them and see if the free version can suit your needs before you look at purchasing something.
According to Harvard Business Review, the most successful implementation of AI tools in leadership roles comes from focused, consistent use rather than trying to master every available platform.
Finally, while AI tools can do a lot of things, what they can't provide is personal connection, accountability, and a true third-party perspective. That's what professional leadership development brings to the table. While AI tools are powerful in the insights they can generate, my experience has been that leaders rarely get derailed for a lack of information. No, what sets successful leaders apart is that they execute. They decide to do something, and then they do it. That is where working with a leadership coach can be so powerful as it brings an extra level of accountability that helps you stay focused on your priorities, even in the midst of a busy schedule.
If you are curious to learn more about what high-performance coaching can do for you, feel free to go ahead and book a Free Discovery Call with me to start the conversation!
