How Virtual Assistants Can Use AI to Their Advantage (+ 6 Tools)

How Virtual Assistants Can Use AI to Their Advantage

It’s hard to have a conversation today without bumping into the hot topic of AI tools. From the fantastical world of Spanish architect Antoni Guadí to beer brewed by AI, it seems as though there are limitless possibilities for what it can generate. 

Although AI tools aren’t new, their adoption has exploded like fireworks with the launch of ChatGPT, an artificial intelligence chatbot that reportedly attracted 1 million users within five days of its launch

Six months later, and there are over 1 billion users on the platform. It’s probably safe to say that the tools are here to stay. 

Are the Robots Taking Over?

Discussions around AI tools have garnered mixed reactions. Some fear that machine learning is quickly replacing humans and we’ll soon be out of jobs.

But here’s the thing, AI tools are only as good as the hand under which they’re wielded. 

And if used correctly, these tools have the potential to increase productivity and reduce costs, which is arguably something that every business is looking for. 

The way we see it, the only risk to AI tools is not learning them.

How AI Tools Can Help Virtual Assistants 

If you’re a virtual assistant, you should be excited about the access to AI tools that can streamline your workflows and shave hours off your week. 

But keep in mind that AI tools are (thankfully!) not your replacement.

You’ll still need to be involved in the tasks that you’re delegating to your AI helpers, but you’ll get to the finish line much faster. 

Before diving into the tools, it’s important to consider these things:

  • Understand what success looks like – Stepping into the world of AI tools can be hazy and overwhelming, with new tools and features springing up daily. Before approaching them, identify where exactly you want to see some changes. Maybe you want to create content faster. Or you want a more efficient system for moving through a client’s inbox. Perhaps you want to automate a process that shouldn’t require 100% of your attention every time it needs to be completed. Knowing where your current workflow can use some efficiency is an important place to start. 
  • Be prepared to train your AI tools – The cool thing about AI tools is that they’re highly trainable. You’ll get the most out of them if you take the time to give them directions. Giving notes like “make this more friendly” or “use a tone that will appeal to parents of young children” are directions that AI tools can handle. Be clear on the tone and style you’re expecting and steer the tools in that direction. 
  • Set goals and assess if things are working – It’s exciting to cut hours off your schedule with the help of these handy tools, and as tempting as it may be to kick back and let them do the work, you’ll want to set goals to determine how things are working. Compare your analytics for AI-assisted content with content created on your own. Is the performance on par? At the end of the day, you’re responsible for delivering high-quality work. Many tools are still in their infancy, so there will be a lot of tweaking and adjusting.

6 Ways Virtual Assistants Can Use AI Tools

With those things in mind, here are 6 AI tools for virtual assistants to add to their toolkit!

1. Social Media Captions

We all get stumped putting together that perfect Instagram post, especially if you’re a marketing virtual assistant jumping between different social accounts. 

Ad is a super powerful tool that generates graphics, copy, and captions for social posts. You can even upload your color palette and logos for branded creative. It’s a great place to jog some creative inspiration.

2. Transcriptions for Zoom Calls

You know when you’re feverishly taking notes on a Zoom call while also carrying the conversation? Yeah, we’ve all been there. has a Zoom-based add-in that will transcribe all of your Zoom calls for you. Manic note-taking no more!

(image source: OtterAI)

3. Highlight Clips from Videos

If you’re working with long-form video content like podcasts, interviews, or presentations, Get Munch is a nifty tool that pulls out the most noteworthy moments and then turns them into clips optimized for YouTube and social media. 

4. Copy Writing

Blog posts, email templates, social media copy, job descriptions, oh my! You can get these written in a fraction of the time with a tool like ChatGPT or Jasper AI. Try to be as specific as you can in the prompt you give and see what it comes up with. You’ll still want to research your topic well and infuse your client’s personality into it, but this is a great way to create a foundation. 

5. Inbox Management

Whether you’re trying to move through your own inbox or a client’s more quickly, SuperHuman is a must-try tool. There’s a slight learning curve to get a hang of the command bar, but once you get going, you’ll be adding things to calendars and reminder lists and pulling up templates at record speed. We love that there’s an option for multiple inboxes, too.

(image source: SuperHuman)

6. Voice Generation

ElevenLabs is a lifesaver for virtual assistants working on podcast production, especially if a section of the show gets garbled or distorted. You can upload a sample of a voice, input what you want it to say, and, voila, no need to ask your client to re-record that one sentence. 

It’s an exciting time to be learning and experimenting with AI tools. While they aren’t end-to-end solutions, artificial intelligence is a useful power-up for businesses, and especially virtual assistants, to work more efficiently, speed up tedious tasks, and ultimately, get some precious time back!

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