The Data Front

A practical comparison for non-technical professionals in data-adjacent roles

Part 2 in the AI Enablement Series

In my work in data enablement, I spend a lot of time helping people build confidence with the tools they already have – whether that’s Tableau, dashboards, or shared reporting.

Recently, those conversations have started to include AI. Not in the sense of “becoming an AI expert”, but in figuring out how to use AI as part of everyday work — for writing, planning, summarising, and getting unstuck.

The first question I’m often asked is:

“Which AI chat tool should I actually be using?”

There are many out there, but these are the five I use most for productivity and when I reach for each one.

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1. ChatGPT: My go-to for creative thinking and planning

Now powered by GPT-5 as standard, ChatGPT is quick, conversational, and great for turning a half-formed thought into a structured draft. I use it for:

• Brainstorming ideas
• Drafting internal comms
• Shaping project outlines
• Reworking text into a clearer, more concise form
  

Example: “You’re a project manager with experience in change communications. Turn these rough notes into a one-page launch plan for our new internal booking system.”

2. Gemini: Best when I’m already in Google Workspace

Because it’s built into Google Docs, Sheets, and Gmail, Gemini is brilliant for keeping me in the flow of my work. I use it for:

• Restructuring documents
• Rewriting emails directly in Gmail
• Extracting insights from Sheets without leaving the file

Example: “Summarise the actions in this meeting notes doc and put them in bullet form at the top.”

3. Claude: My choice for reflective reading and summarising

Claude feels calmer and more deliberate. It handles long documents well and often returns outputs that feel thoughtful. I use it for:

• Digesting articles or research papers
• Summarising long meeting notes into themes
• Drafting sensitive communications

Example: “Read this 5-page policy doc and produce a one-page summary for team leaders.”

4. Perplexity: When I need sources and up-to-date information

Perplexity is my “research assistant” – it searches the web and provides citations alongside its answers. I use it for:

• Quickly scanning a topic area
• Finding the latest regulations or trends
• Checking facts with links

Example: “What are the most significant HR trends for 2025? Include credible references.”

5. Copilot: Microsoft-native, especially in Excel and Outlook

If you work heavily in Microsoft 365, Copilot is worth exploring. It sits inside the tools you already use, which means:

• Summarising email threads without leaving Outlook
• Analysing data ranges in Excel
• Drafting slides in PowerPoint

Example: “Analyse this Excel data and summarise the top three sales trends this quarter.”

These are the “everyday” chats… but there’s more out there:

This list focuses on productivity AI chats – the kind you can use for writing, planning, summarising, or research.

There’s also a whole category of creative AI tools designed for:
Images (e.g. DALL·E, Adobe Firefly, Midjourney)
Podcasts/voice (e.g. ElevenLabs, Wondercraft)
Video (e.g. Runway, Synthesia, Pika)

I’m starting to explore these, and I’ll share what I learn in a future article.

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Just like with data tools, there’s no “best” AI chat for everyone. The key is to pick the one that fits your workflow today – and start small. Try a task you already do, see how it helps, and then decide whether to add another tool to your mix.