How to organize your AI tool usage

Keep it simple

You don't need a complex system to manage your AI tools. A few simple practices will keep everything organized and accessible.

Bookmark your most-used tools

Create a bookmark folder in your browser called "AI Tools" and add:

• Your primary chatbot (ChatGPT, Claude, Gemini, or Copilot)
• Any specialized tools you use regularly (Grammarly, Otter.ai, Perplexity, etc.)

Quick access: Pin the bookmark folder to your browser's bookmarks bar for one-click access to all your tools.

Use the same login across tools

Sign up for all AI tools using the same email or social login (like Google). This means:

• You always know which account to use
• Password recovery is simpler
• You can search your email for AI-related messages easily

If you use a password manager (like 1Password, Bitwarden, or LastPass), all your AI tool passwords stay organized automatically.

Create a simple reference list

Keep a note on your phone or computer listing:

• Which AI tools you have accounts for
• What each tool is best at
• Your login email for each

Example note:

My AI Tools:
- ChatGPT (gmail account) - general chatbot, drafting
- Claude (gmail account) - long documents, analysis  
- Grammarly (gmail account) - grammar checking
- Otter.ai (gmail account) - meeting transcription

This takes 5 minutes to create and saves confusion later.

Organize by task, not by tool

Instead of thinking "I should use ChatGPT," think about what you're trying to accomplish:

For drafting and brainstorming → Use your favorite chatbot

For polishing writing → Use Grammarly

For transcribing meetings → Use Otter.ai

For researching with citations → Use Perplexity

For analyzing documents → Use Claude or NotebookLM

This task-based approach helps you pick the right tool automatically without overthinking.

Keep conversation history manageable

Most AI tools save your conversation history. Keep it organized:

Delete old conversations you don't need: Most chatbots let you delete individual conversations. Clear out experiments, tests, or outdated chats.

Rename important conversations: Give useful conversations descriptive names so you can find them later. Instead of "Chat from Tuesday," rename it to "Marketing plan for Q1."

Use folders or projects (if available): Some tools let you organize conversations into folders or projects. Use this feature if you work on multiple distinct projects.

Set up browser shortcuts

If you use certain AI tools constantly, create keyboard shortcuts or custom search engines in your browser:

Example in Chrome:

1. Right-click the address bar → Manage search engines
2. Add ChatGPT, Claude, or other tools
3. Set a short keyword like "gpt" or "c"
4. Now typing "gpt" + Tab in your address bar goes straight to ChatGPT

Manage email notifications

AI tools send emails (welcome messages, usage summaries, feature updates). Keep your inbox clean:

Unsubscribe from promotional emails: If a tool sends too many marketing emails, unsubscribe (there's usually a link at the bottom of each email).

Keep important notifications: You might want to keep notifications about usage limits, billing, or security.

Create email filters: Set up filters to automatically organize AI tool emails into a folder for later review.

Track which tools you actually use

After a month or two, review which AI tools you've actually used:

Used weekly or more: Keep these accounts active and bookmarked

Used occasionally (once or twice a month): Keep the account but remove from daily shortcuts

Never used: Consider deleting the account to reduce clutter

This prevents account sprawl where you have 15 AI tool accounts but only use 3.

Organize browser tabs

If you keep AI tools open in browser tabs:

Use tab groups (in Chrome or Edge): Create a tab group called "AI Tools" and keep your chatbots, Grammarly, etc. together

Pin frequently-used tabs: Right-click a tab and select "Pin tab" to keep ChatGPT or your primary chatbot always accessible

Close tabs you're not using: Don't keep every AI tool open. Open tools as you need them and close when done.

Mobile organization

If you use AI tools on your phone:

Create a folder on your home screen for AI app icons

Use the web versions: Many AI tools work well in mobile browsers, so you might not need separate apps

Sign in once and stay signed in: Enable "Remember me" so you don't have to re-enter passwords constantly

Create templates for common tasks

Save time by creating templates for tasks you do repeatedly:

Email templates: "Help me write a professional email to [person] about [topic]"

Research templates: "Summarize the main arguments for and against [topic]"

Writing templates: "Edit this paragraph for clarity and conciseness: [paste text]"

Store these templates in a note app (like Apple Notes, Google Keep, or Notion) for quick copy-paste into AI tools.

Weekly or monthly review

Once a month, spend 5 minutes reviewing:

• Which tools you're using most
• Whether any tools are redundant
• If you should upgrade, downgrade, or cancel any subscriptions
• Whether your organization system still works

This prevents drift where your setup becomes cluttered or outdated.

Related resources

Not sure which tools to keep? See Do I need accounts with multiple AI tools?. Want to understand free vs paid? Check When is free enough vs when to upgrade?. For privacy tips, visit Privacy considerations across different tools.