AI apps that replaced multiple Mac apps in my workflow
I’ve always been obsessed with optimizing tasks on my Mac, but it got out of hand at some point. Whenever I found an app that could save me a few minutes, I’d add it to my stack.
Over time, I built what I thought was a pretty optimized setup. But then I started paying attention to how often I was moving between apps. I ended up replacing most of them with a few of the best AI apps that now cover a large part of my work, and I’ll show you how I did it.
I changed my thinking from apps to systems
Before my little audit, I used to think of automation as simply using a tool to reduce manual work. But at some point, I realized I had several duplicate apps with small differences, which kept me constantly switching between them. For example, I had a favorite app for drafting content, then another one for refining text anywhere on my Mac.
During one of my productivity assessments, I realized that this duplication was costing me a lot of time through constant context and app switching.
I then started thinking of my tasks as part of a workflow and ended up with one question: Do I really need three apps for this workflow, or is there one that can handle most of it?
Elephas replaced most of my writing support stack
I’d open a browser to chat with AI, use BoltAI for inline text editing, rely on Finder to locate files that I’d then read manually, and start Grammarly for editing.
When I discovered Elephas, it helped me avoid having to find files on my Mac, manually look up details, and copy-paste content into browser AI chats for context. I use its Super Brain feature to create knowledge bases that I can query via chat. For example, I have a Meetings brain that I can ask for a recap before another meeting.
Elephas also offers a general AI chat tool with multiple AI models, snippets I can run at any time, and powerful inline editing, making it one of the best AI apps for Mac. Whether I’m writing in MS Word or any other app, I can invoke Elephas’ floating tool and use it to edit my writing, rewrite text, or write a blog without switching apps.
Granola took over my post-meeting routine
I used to dread meetings because I needed to capture detailed notes during a conversation, then spend another 20 minutes trying to make sense of everything and share it with the team.
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This involved juggling a recorder or transcription tool, using the Notes app as a scratchpad, relying on a task manager to pull out action items, and manually drafting a follow-up email.
Now, I let Granola handle most of these steps. I’ve connected my calendar and email to let it track my meetings and find useful context for replies.
Whenever I start a meeting in any app, it generates a live transcript and provides a scratchpad. I can then turn my mini points into complete notes and action items with a single click, generate a follow-up email, and send everything to my main notes app in a few seconds.
Oh. And I can also see my entire day’s schedule from the menu bar.
Raycast AI absorbed most of the small jobs on my Mac
This was the hardest app to evaluate because it does so many things that I’m still discovering new ways to use it. The basics that I started with are searching files, managing windows, keeping clipboard history, and doing conversions. This alone replaced my clipboard manager, window snapper, and Spotlight.
But the AI layer is what made it particularly interesting to my workflow. Quick AI is one of my favorite features because I can ask AI quick questions without leaving what I’m doing. Its app integrations have also been a breath of fresh air. I can now translate text without opening a browser. I can also search my messages across multiple work apps instead of switching between them.
I’m still adding command hotkeys to reduce various macOS friction points, but the app has already taken over more small tasks than I expected.
My Mac is now leaner and less chaotic
I’m still adjusting my systems from app-first to workflow-first, but it has been very promising so far. I’ve already uninstalled four free utility apps and canceled three subscriptions.
But the main benefit has been a more streamlined workflow. I no longer have to keep providing the same context to different AI tools or waste time switching between five overlapping apps and getting distracted in the process.
