4 Ways AI Made Me a Better Nurse Manager – Using Free Tools You Can Start Today

Being a nurse manager means juggling a lot of different responsibilities. From planning care and managing staff to keeping up with new treatments and talking with families, my days used to feel like a never-ending balancing act. There was always something else that needed to be done, and sometimes it felt like there just weren't enough hours in the day. Then I found something that changed everything: AI. And the best part? These tools are completely free, and you can start using them today!

I want to share four AI tools that have helped me become a better nurse manager. I've been using them all this past week, and they've made my job so much easier, faster, and more connected. These tools—Google’s NotebookLM, OpenAI's Advanced Voice Assistant, ChatGPT-4, and Perplexity—have become my secret allies in managing all my responsibilities. Let me tell you how they’ve helped me stay on top of everything and even enjoy my work a bit more.

1. Organising my day with NotebookLM: My Digital Notebook Helper

Picture this: you're trying to make sense of massive documents, like research papers, and turn them into easy-to-understand notes. It’s overwhelming, right? That’s where NotebookLM—Google’s digital notebook—came to my rescue.

NotebookLM is like having a super-smart organiser that makes finding information a breeze. It helps me summarise big chunks of information so I can quickly get the key points without wading through pages of text. One time, I used it for an Alzheimer’s research paper. I plugged it into NotebookLM, and it generated a podcast of AI conversations, explaining the content in a way that felt like listening to a knowledgeable friend. It was honestly mind-blowing.

Having all the important information summarised and delivered in a conversational way makes it easy to grasp, even when multitasking. NotebookLM saved me from drowning in too much information and allowed me to focus on what really matters—providing quality care. It’s like having a personal assistant that keeps everything organised for me, which saves so much time and energy.

2. Talking and Listening with OpenAI’s Advanced Voice Assistant: A New Way to Communicate

Communication is one of the trickiest parts of my job—whether it's with residents, staff, or families. Some residents struggle to express themselves, and understanding their needs can be challenging. That’s where OpenAI’s Advanced Voice Assistant made a difference.

Last weekend, I used the Voice Assistant to have a real-time conversation with a non-English-speaking resident with dementia. This resident, who normally finds it hard to communicate, was able to engage because the assistant translated our conversation in real time. Watching their eyes light up as we broke through the language barrier was incredible. It reminded me why I love this job.

The assistant can also pick up on emotions in people’s voices, helping me understand how they’re feeling even if they can’t put it into words. The other day, during a meeting, I used the voice assistant to take notes while staying fully engaged. It captured key points and allowed me to participate without distraction. The ability to multitask while staying connected has been a game-changer.

3. Writing and Simplifying with ChatGPT-4: Enhancing Communication

Clear communication is key for every nurse manager—whether it’s with residents, families, or staff. That’s where ChatGPT-4 has become an essential part of my routine.

I use ChatGPT-4 to write clearer emails, create staff memos, and review policies. When reviewing a policy I’d worked on, ChatGPT-4 helped me improve the clarity and structure without changing the content. It’s like having an editor who knows what I want to say and helps me say it better.

One of my favourite examples was a memo I wrote to encourage my staff to contribute more to our fundraising efforts. ChatGPT-4 helped me shape my message to be both convincing and empathetic. The AI suggested wording that really connected with my team, and the result was a much better turnout than I expected.

Another way I use ChatGPT-4 is to create training materials for my staff. It helps break down complex procedures into easy steps, which my team finds incredibly useful. Recently, I created a guide on handling challenging behaviours in residents, and ChatGPT-4 made it simple and straightforward.

4. Researching with Perplexity: The Smart Search Tool I Didn’t Know I Needed

Staying up to date on the latest treatments and best practices is critical for me as a nurse manager. With so much information out there, it’s easy to feel lost. That’s where Perplexity comes in.

Unlike a regular search engine, Perplexity doesn’t just give me links—it gives me detailed answers with reliable sources. Whether I need to learn about a new medication or understand the latest care techniques, Perplexity gives me clear explanations. Recently, I used it to fact-check information about a new treatment, and it gave me everything I needed in just a few minutes.

One standout moment was when I needed to understand the side effects of a new medication for a resident. Perplexity provided an overview, gave me access to studies, and allowed me to ask follow-up questions. This level of support made my decision-making so much easier and less stressful.

AI Tools as My Secret Sauce to a Productive Day

These four tools—NotebookLM, OpenAI’s Advanced Voice Assistant, ChatGPT-4, and Perplexity—have transformed the way I work. They help me stay organised, communicate better, simplify tasks, and stay informed—all without costing a penny.

If you’re in a similar role, I can’t recommend these tools enough. They’re easy to use and can take a lot off your plate, allowing you to focus on what truly matters—the people you care for. It’s about freeing up your time so you can give more of yourself to the residents and the team that rely on you every day.

Want to explore how AI can make your workday easier too? Feel free to reach out to me at [email protected] or send me a message on LinkedIn. Let’s make caregiving less about managing tasks and more about connecting with our residents—together. Because, at the end of the day, it’s those human connections that make all the difference.