5 Best AI project management tools

Project management (PM) has always involved manual tasks. This includes repetitive admin, outlining goals, and dealing with red tape.

Because time is money, businesses spend much of it on these processes. Think of how much more focus project managers could give their teams if these duties didn’t tie them down.

Fortunately, AI has advanced modern technology. Today, AI project management tools are everywhere, improving standard tools with smart automation. Whether AI scheduling assistants or automated workflows, AI in business is fast-tracking innovation for project teams.

In this article, we’ll explore five AI project management tools. Each tool offers a solution suited to a specific area, giving project managers a diverse array of resources for achieving different objectives. 

Let’s start with our first category, productivity. 

Best tool for productivity 

Different productivity levels produce varying results. Project managers always want to ensure their teams work at their best and have the necessary resources. 

According to Quixy, upgrading to modern project management software increases productivity by 50% and reduces project costs by 20%.

Let’s explore our top AI project management tool for enhancing team productivity.

Asana

• G2 rating: 4.4/5 (10,495 reviews)
• Best for: Teams of any size looking to streamline workflow and project tracking with robust task management and reporting features.

Asana is an industry veteran who has helped over 100,000 companies in 200 countries manage their projects better.

Teams from different departments can use one central place to handle their projects, daily work, goals, and team tasks. 

Asana has smartly used AI in its digital tools. Its AI helps teams see what’s most important by showing clear reports and data. Project leaders can now monitor key information as it happens and use it to make better choices.

Teams can now quickly and easily set up complex work steps. The AI can also handle new project requests, plan timelines, and handle changes.

Asana AI Studio offers smart project templates to generate project plans automatically. It also uses AI to highlight tasks and provide insights for performance recommendations. With natural language processing (NLP), users can create tasks using simple commands.

Almost all of Asana’s customers (98%) use its AI tools, which shows how well it helps teams finish projects faster.

Key AI features

Here’s a summary of key AI features: 

• AI-automated workflows: Streamline processes with automation.
• PM features: Access a suite in Asana AI Studio.
• AI-generated summaries: Receive concise project updates.
• Insights and reporting: Gain AI-derived insights and reports.

Integrations

Asana integrates with the following:  

• MS Teams: Link conversations to actionable tasks in Asana for better collaboration.
• Splunk: Automate audit log ingestion and set up alerts using Asana for improved oversight.
• Adobe Creative Cloud: Manage tasks, share designs, and incorporate feedback directly from Asana.
• Okta: Simplify user management by integrating Okta, eliminating the need for usernames and passwords.

Security and privacy

Here’s an overview of Asana’s stance on security and privacy: 

• Secure hosting: Asana’s servers are in SOC 2 audited data centers, with firewalls limiting access.
• Admin controls: Provides user permissions and third-party app management options.
• Threat monitoring: The security team monitors threats and updates measures.
• Data management: Amazon RDS is used for user data, allowing quick recovery with secure snapshots.

Pricing

Plan	Price	Billing
Personal	Free (10 users)
Starter	$10.99 (500 seats)	Monthly
Advanced	$24.99 (500 seats)	Monthly
Enterprise	Contact Asana
Enterprise +	Contact Asana

Best tool for resource management 

No matter how productive your teams are, progress can be stifled when they lack the resources to do their jobs well. 

For example, if a marketing team works on a campaign with access to the latest design software, they may need access to the latest design software to create high-quality graphics. This can lead to delays in project timelines and lower overall quality of work.

As such, AI PM tools designed for effectively managing resources are needed. 

Let’s look at one tool doing just that.

ClickUp 

• G2 rating: 4.7/5 (9,888 reviews)
• Best for: Organizations wanting a highly customizable project management tool with features that cater to a variety of project types and complexity levels.  

ClickUp Brain is the platform’s core AI offering. Its AI Knowledge Manager provides quick answers about tasks and documents, helping team members find the information they need immediately. 

The AI Project Manager automates tasks like progress updates and project summaries. This helps managers monitor resource usage and adjust workloads. 

The AI Writer for Work assists with clear communication of project details. Based on project discussions, the AI can automatically generate action items, ensuring that team members know their responsibilities and deadlines. 

ClickUp’s analytics features also provide insights into resource use, helping teams identify bottlenecks and make better decisions.

Key AI features

Here’s a summary of ClickUp’s key AI features: 

• AI Knowledge Manager: Offers instant answers about tasks and team members for quick resource allocation.
• AI Project Manager: Automates updates and project summaries for efficient resource monitoring.
• Automated action items: Generates action items from discussions to ensure accountability.
• Subtask generation: Breaks projects into manageable subtasks for effective resource allocation.

Integrations

ClickUp integrates with the following:  

• Zapier: Connect ClickUp with apps to create custom workflows.
• Tableau: Generate visualizations from ClickUp data.
• Intercom: Create tasks based on customer interactions.
• Jira: Sync projects and tasks to enhance team collaboration.

Security and privacy

Here’s an overview of ClickUp’s stance on security and privacy: 

• Data security: Safeguards client data while enhancing user experience.
• Secure hosting: Utilizes AWS with advanced security features and certifications.
• Infrastructure: Operates within a secure environment with limited access.
• Compliance: Maintains SOC 2 compliance and ISO certifications.

Pricing

Plan	Price	Billing
Free	Free
Unlimited	$7.00	Monthly
Business	$12.00	Monthly
Business Plus	$19.00/per user	Monthly
Enterprise	Contact ClickUp

Best tool for collaboration 

Without clear channels for communication and collaboration, project progress can become siloed. It doesn’t matter how effective each team member is; success relies on team unity.

Virtual collaboration tools are key to achieving this unity. This is especially important now with more people working remotely or in hybrid setups. Teams in different locations need a reliable way to share important information in real-time.

One product stands out by promoting collaboration for project teams and using AI to speed up the process.

Fellow

• G2 rating: 4.7/5 (2,204 reviews)
• Best for: Managers and team leaders who need a tool focused on meeting productivity, collaboration, and effective one-on-one sessions with team members.  

Fellow provides remote and hybrid teams with an AI co-pilot to improve collaboration. This AI assistant captures key highlights and automatically organizes action items from meetings. It can also record sessions and transcribe audio, giving teams a reliable resource.

The AI co-pilot summarizes meeting notes accurately, eliminating the need for manual note-taking. It also creates meeting chapters that track conversations and organize talking points, action items, and decisions. 

Strong access controls keep sensitive information secure, ensuring only authorized members can access it. 

Fellow has other key AI features designed to enhance collaboration in project management. 

Let’s look at some of them below.

Key AI features

Here’s a summary of Fellow’s key AI features: 

• Accurate recordings: AI generates precise recordings and transcriptions linked to meeting notes.
• Centralized note-taking: Stores meeting notes in a centralized library for easy access.
• AI Copilot queries: Teams can ask the AI for insights about meetings.
• Multilingual support: Translates meeting notes for broader accessibility.

Integrations

Fellow integrates with the following:  

• Slack: Integrates with Slack for seamless collaboration on agendas and notes.
• HRIS: Connects with systems like BambooHR and WorkDay to automate updates and eliminate manual invites.
• Zapier: Links favorite apps, automating workflows by pushing action items and pulling notes from Trello and Evernote.
• Google Meet: Provides an extension for real-time note-taking and action item recording.

Security and privacy

Here’s an overview of Fellow’s stance on security and privacy: 

• AWS hosting: Fellow’s infrastructure is hosted on AWS and meets SSAE16 and SOC2 security certifications.
• Intrusion detection: Employs systems to monitor and protect against unauthorized access.
• Penetration testing: Conducts annual third-party tests to identify vulnerabilities.
• Uptime monitoring: Continuously monitors server uptime, providing a status page for transparency.

Pricing

Plan	Price	Billing
Free	Free
Pro	$7.00 (per user)	Monthly
Business	$10.00 (per user)	Monthly
Enterprise	Contact Fellow
Solopreneur	$19.00 (per user)	Monthly

Best tool for knowledge management 

Information and data are the lifeblood underpinning project management. Without it, teams cannot access vital insights needed to progress objectives.

When project managers have a dedicated source of truth to access all necessary information, they can make informed decisions and reduce confusion.

Let’s look at one AI tool enhancing knowledge management for project success.

Notion

• G2 rating: 4.7/5 (5,794 reviews) 
• Best for: Small to medium-sized businesses and startups requiring a flexible platform for project management, note-taking, and documentation.   

Notion is a trusted project management tool that enables the swift exchange of knowledge and information between teams. A suite of resources, including document management, databases, and Kanban boards, allows teams to store and access essential information. 

Notion AI integrates models like GPT-4 and Claude, enabling users to search trusted knowledge sources like Slack and GitHub for quick answers. It can also use existing data to generate or edit content. Users can guide model responses by referencing pages like style guides or project updates for context-specific results.

The platform’s AI also offers helpful pop-ups when you highlight text. It can explain content or improve writing without tedious promoting methods. 

Notion AI also pulls insights from long PDFs, suggests workback plans, and explains uploaded images. These tools allow teams to extract information quickly, increasing innovation management. 

Key AI features

Here’s a summary of Notion’s key AI features: 

• Notion AI search: Quickly asks questions to search trusted sources like Slack and GitHub for accurate answers.
• Highlight suggestions: Provides one-click action suggestions, such as “Explain” or “Improve Writing,” when text is highlighted.
• PDF & image insights: Extracts insights from PDFs or images, offering recommendations like workback plans.
• Smart writing assistance: Generates or edits content based on knowledge pages for accuracy.

Integrations

Notion integrates with the following:

• Panther: Integrates with Notion for scalable SIEM and real-time threat detection.
• Sumo Logic: Analyzes data from Notion, providing actionable insights for operational intelligence.
• Nightfall AI: Monitors sensitive Notion data for continuous security and compliance.
• Splunk: Analyzes Notion logs for in-depth analysis and performance tracking.

Security and privacy

Here’s an overview of Notion’s stance on security and privacy: 

• Security infrastructure: Utilizes layered security, including encryption and a bug bounty program.
• Operational security: Implements continuous monitoring, intrusion detection, and vulnerability scanning.
• Product security: Features SSO via SAML 2.0, SCIM provisioning, and detailed audit logs.
• Compliance: Follows SOC 2 Type 2 and ISO certifications for data protection

Pricing

Plan	Price	Billing
Free	Free
Plus	$8.00	N/A
Business	From $15.00	N/A
Optional add-on: AI	From $8.00	N/A
Enterprise	Contact Notion

Best tool for task management

Tasks are the building blocks of a project, serving as specific actions that drive teams toward success. 

Effective task management is essential for meeting deadlines and achieving project goals. 

Enter AI tools for task management. Traditional project management required manually designing, planning, and deploying tasks. Now, AI can handle these repetitive tasks, allowing project leads to focus on progressing the project as a whole.

Trello rounds out our list as an excellent tool for effectively using AI in task management. 

Let’s take a look.

Trello

• G2 rating: 4.4/5 (13,614)
• Best for: Teams seeking a visual task management system that’s simple to use and integrates well with various third-party applications.  

Trello is an end-to-end visual collaboration tool that gives project teams a unified platform for managing emails, spreadsheets, and archiving documents.

Using Trello’s AI AutoPlan feature, lists, tasks, and reminders are automatically deployed. It creates a roadmap of required tasks, ensuring project development is measured. Teams can then leverage the Auto Checklist feature to ensure no missed steps.

Trello Lens looks at your boards and cards to find helpful patterns and tasks you might not notice. When you add your API Labz login, Trello Lens creates clear reports that show everyone how the project is going.

The platform simplifies reporting by writing summaries and showing trends in easy-to-read charts. Using the project data it provides, teams can spot problems and find ways to improve their work. This helps them make smart choices to move their projects ahead.

Key AI features

Here’s a summary of Trello’s key AI features: 

• Trello AI chat: Search Slack, project databases, and boards for immediate answers and context from past work.
• Auto plan: Converts project briefs into structured cards and lists, setting deadlines to fit team workflows.
• Trello lens: Analyzes board data to identify bottlenecks and productivity patterns, offering specific improvement recommendations.
• Card actions: Select a card for AI assistance to generate tasks, enhance descriptions, or analyze content with one click.​​​​​​​​​​​​​​​​

Integrations

Trello integrates with the following: 

• Trello auto scroll: Automatically scrolls your board to view all columns from start to end.
• Zapier: Connects Trello to thousands of apps for improved workflow efficiency.
• MyLenio: Manages who can view and edit boards, allowing easy team access control.
• Trello calendar connector: Integrates Trello due dates with any calendar using Cronofy.
• Egnyte: Links Egnyte files directly in Trello without needing to switch apps.

Security and privacy

Here’s an overview of Trello’s stance on security and privacy: 

• SOC 2 and SOC 3 compliant: Follows strict security standards.
• Data encryption: Secures data in transit and at rest.
• PCI-DSS certified & FedRAMP-authorized: Meets secure data handling and government use standards.
• Regular security assessments: Conduct weekly scans, annual penetration tests, and internal reviews.

Pricing

Plan	Price	Billing
Free	Free
Standard	$5.00	Monthly
Premium	$10.00 (100 users)	Monthly
Enterprise	Contact Trello

A look ahead at AI project management

Through AI, business innovation is moving at lightning speed. The adoption of digital tools over the past two decades has already spurred transformation across sectors. These changes are expected to increase tenfold as AI adoption becomes more widespread.

The rush to capture AI’s value must be approached carefully and responsibly. Since AI operates on probabilities, its predictions can sometimes be false or biased.

Any business incorporating ethical AI into its products and services must establish clear parameters, ensuring fairness and accountability.  This includes verifying outputs, ensuring data integrity, and complying with all regulatory frameworks governing AI usage.

When done right, AI can transform project management and how we connect as a working population.

People Also Ask

• What are the challenges of AI in project management?
  The challenges include ensuring good data quality, avoiding bias in AI decisions, and handling concerns about job loss. Teams may also find it hard to fit AI tools into their current workflows.
• What are the benefits of AI in project management?
  AI helps project management by automating tasks, improving decision-making, and enhancing process efficiency. It allows teams to allocate resources more effectively, predict risks, and keep projects on track.
• What is the main focus of AI in project management?
  The main focus of AI in project management is to make processes smoother, improve productivity, and help teams reach their goals. It provides tools and insights for better project management.