ChatGPT, Claude or Gemini? Choose by task, not by brand

"Which AI tool is best?" is one of the questions we hear most. It's understandable, and it's the wrong question. The leading general-purpose assistants are all capable, they update often, and rankings change every few months. A more useful question is: which tool fits this task, this data and my company's rules?

The first filter: what your company allows

Before features, check policy. If your organisation has approved a tool, often one that comes with your existing workplace software, start there. It's usually the one with the right data protections in place, and it may already connect to your documents and email. Using an unapproved tool for work data is the most common avoidable mistake.

Then choose by the shape of the task

Writing and rewriting

Drafting emails, policies, JDs and announcements is a strength of every major assistant. Pick the one whose default tone you need to edit least, and use the same one consistently so you learn its habits.

Long documents

For summarising or questioning long policies, contracts or reports, look for a tool that handles large uploads well and can point you to where in the document it found each answer. Tools such as NotebookLM are designed around working only from the sources you give them.

Data and spreadsheets

For analysis, you want a tool that can work with an uploaded file and show its calculations, or one that lives inside your spreadsheet. Always recheck the numbers.

Inside your everyday apps

If your team lives in Google Workspace or Microsoft 365, the AI built into those apps can save switching between windows. Gemini in Google Workspace is one example of this.

Automating repeated steps

When the same task happens every week (a new application arrives, a form is submitted), no-code tools like Zapier or Make.com can connect an AI step to the rest of your workflow.

A practical way to decide

1. Take one real, non-sensitive task you do every week.
2. Give the same well-written prompt to two or three tools you're allowed to use.
3. Compare the answers on accuracy, how much you had to edit, and how well each followed your format.
4. Pick one as your default for that kind of task. Revisit in a few months.

What we teach

Our HR course covers 14 tools in the context of real tasks, including ChatGPT, Claude, Gemini, NotebookLM, Zapier, Make.com and Google Workspace, so you learn when to reach for each, not just how to use one.