These are the AI tools your office coworkers are secretly using
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Perhaps you've wondered how an office colleague has easily and deftly - and lightning-fast - conjured up razor-sharp text for the presentation you're working on together in record time.
The explanation could be that the colleague has - perhaps surreptitiously - crept further into the AI toolbox than you thought you already were.
Knowledge is power, and your colleagues may have discovered several innovative AI tools that are essential for your specific field of work.
The right AI tools can significantly boost your productivity during a busy day at the office. It’s all about identifying and familiarising yourself with these advanced yet lesser-known AI tools, which can help you keep up with your coworkers.
This is how you start
To start, identify the specific areas of your work schedule that you want to prioritise. Optimise your efforts using artificial intelligence tools.
Do you need a clever scheduling assistant that can automatically find the best meeting times, schedule appointments, and even suggest agendas based on your previous discussions?
  The right AI tools can significantly boost your productivity during a busy day at the office. It’s all about identifying these advanced yet lesser-known AI tools, that can help you keep up with your coworkers. Photos: StockCake |
Could AI tools assist you in writing responses, summarising lengthy emails, and suggesting polite ways to decline meeting invitations, thereby streamlining your workflow?
Do you also need quick assistance with complex data management, chart generation, meeting transcriptions, or brainstorming ideas for reports, blog posts, or presentations?
The right AI tools can help you save hours on unnecessary research, analysis, and writing, giving you a competitive edge over your faster colleagues.
Secret tools
A look at social media reveals which AI tools office professionals around the world are particularly fond of to quietly - some even secretly - increase their skills, efficiency and productivity in their daily office environments.
Through a brief research, MatchOffice News has found this selection of 'secret' smart AI tools that are currently becoming some of the most popular among office workers around the world:
Gamma
One of the most popular AI tools among office workers: AI-powered and incredibly time-saving presentation creator that generates amazing slides, great-looking, engaging PDFs, beautiful graphics, and compelling texts for your social media, websites, and much more.
n8n
Outstanding free automation tool that lets you schedule tasks and move data between many of the apps, tools, platforms, and services you and your team use every day, freeing you from mundane manual work. Your key to saving time and reducing repetitive work.
fal.ai
A leading platform dedicated to generative media technology for developers, it provides tools and models for creating advanced generative content, including images, videos, and text. Optimised for fast inference, allowing developers to train and customise their models efficiently.
Napkin AI
A brilliant tool that transforms text into visual formats such as diagrams, flowcharts, and infographics. Designed to help users present their ideas visually without requiring advanced design skills. Just enter your text, and Napkin AI will generate relevant visuals in various formats, including PNG, PDF, or SVG.
Bardeen AI
A powerful tool designed to automate repetitive tasks and workflows, making it very beneficial for those looking to save time and boost their productivity. It can be integrated with various applications and is essential for automating processes such as data collection, planning, reporting, and much more.
Perplexity AI
An advanced AI-powered platform that combines search engine capabilities with natural language processing and is razor-sharp for information retrieval, creating insightful content, research, writing, investment analysis, and other tasks that require in-depth information. An innovative search engine!
Syllaby
An efficient AI-powered platform that can help create engaging content for social media and video marketing. Can, among other things, generate customised scripts for videos, create digital twin avatars that can deliver captivating video stories or help plan and execute a social media strategy.
HeyGen
An AI-driven Chinese video generator allows you to create professional videos quickly and efficiently. The platform utilises generative AI technology to convert text into video, offering features such as text-to-speech, realistic avatars, and customizable templates for branding, product, and training videos, among others.
PhotoRoom
A great photo editing app that specialises in removing backgrounds from images quickly and accurately. Extremely popular among both professionals and amateurs, it is often used by online store owners, photographers, and content creators, among others, to add text, graphics, and other elements to optimise photos.
NotebookLM
An AI tool developed by Google, designed to help you organise, analyse, and understand complex information from your documents, such as summaries, automatic document summaries, or podcasts, where NotebookLM can generate audio conversations with AI hosts discussing your material.
Read more:
Economictimes.com: What AI tools are people secretly using to make office work easy
Quantasi.com: 10 AI tools you need in your office for productivity
Youtube.com: Top 10 AI tools to boost office productivity in 2025
Unite.ai: 10 Best AI Collaboration Tools (June 2025)
