10 AI Project Management Tools to Boost Your Productivity

You start your business and give it your all, but so does everyone else in your niche. To stand out, you plan some ingenious projects unthought of by others. But with uncharted territory come unforeseen risks. However, you’re smart and know you can use AI project management tools to keep yourself from getting caught off-guard by those.

AI tools can boost business efficiency when you use them in the right way. Let’s check out the best AI project management tools for different tasks and find out which one’s most suitable for your business. And once you feel the magic, the days of uncertainty are behind you, and you never have to look back.

What should you look for in AI project management tools

You use AI project management tools to look for patterns that a human might miss, analyze data accurately, notify you about potential risks, save your time by doing your repetitive work for you, etc. Let’s see what features an AI tool needs to facilitate your business projects.

Artificial intelligence features

Artificial intelligence features are the first things you should look at when you’re assessing AI project management tools. Here are some basic AI capabilities, and you should look for the combination that best suits your business requirements.

Smart automation

Any project requires tons of repetitive tasks like sending emails at different stages, updating the status after each small task is completed, sorting data, and copying them to different task managers, sending you reminders, etc. These are tasks that anyone can do and don’t require any significant creativity or skill. 

It doesn’t make sense for project managers to waste their time on these repetitive tasks or waste resources by having some other team members do them. The workaround is to use AI tools with automation features, where you only place a command and the automation bot takes care of your repetitive tasks for you.

Predictive analytics

What happens when you’re planning to undertake a project a lot larger than you’ve ever done before? Or change some of the variables? How will you know what effects your new decision leaves on your business?

Here’s where AI comes in with its predictive analysis to show you all the possible outcomes, risk factors, and even the ways you can mitigate those risk factors. And it’s reliable because, basically, it’s math based on real-time data and patterns, and you can’t get wrong with math. 

This way, you can now minimize risks and know how to manage them best without wasting resources or exceeding the deadline, leveraging AI to your advantage.

Natural Language Processing (NLP)

Natural Language Processing (NLP) is the ability of an artificial intelligence to understand and communicate using human language as it is written or spoken. Your AI project management tool needs to be able to process natural language so that it can communicate as you.

Communicating as you cover a number of grounds, including but not limited to writing your emails for you, taking your meeting notes and summarizing them, being able to reply to your clients’ texts as a bot version of you, being able to provide you with correct information when you ask it for any data or assumption, etc.

Ease-of-use

You need to be able to set up and use the AI tool easily, like an expert. Otherwise, it’ll take you and your team more time to use the AI features than you should afford. You need to keep in mind how much time the AI project management tools are going to save you when you’re evaluating which AI tool to buy for project management.

User-friendly interface

An AI project management tool needs to have a user-friendly interface so that you and your team understand its functions without breaking a sweat. Navigation should be smooth and effective. 

The design of the tool shouldn’t cause distraction and should have the right buttons in all the right places, that attract attention but are not visually repulsive.

The tool must also be devoid of bugs, so your project flows without ever facing even the slightest issue.

Availability of resources

Most AI tools usually have a learning curve. You have to keep in mind that the curve can’t be too complex or hard. Because then the learning will take up more time and resources than the tool is worth.

The AI tool should come with a guide that explains all the features and how to use them most efficiently. There should be enough tutorial videos and helpful tips offered by the manufacturers.

Pricing

The pricing of the tool is included in your investment, and therefore your profit directly depends on it. So you need to be mindful of the amount of money you’re spending on it. Take the following things into account when you set the budget for your AI project management tools.

Cost vs. value

Your first concern is value. Consider how much value the tool is providing to your business and if it is providing value to all your projects, however different and versatile they are in nature. Consider what other resources you’re saving by investing in the AI tool, like your team’s capability to plan ahead now that AI is freeing up their time.

If you’re satisfied with the value your AI project management tools provide, and think it is worth the investment you’re making, you should totally go for them. But if the tool is only providing you with some limited features, think twice before investing there.

Scalability

You need to check how scalable the tool is before investing in it. It means whether the tool has a sufficient number of plans to accommodate your growing business.

Because let’s face it. You have visions to make your business grow over time. And as your business grows, so does your team. Now, whatever tool you choose, should have a sustainable plan for your growing team and business. That way, you can just upgrade to accommodate a larger team and a larger number of projects without losing any of your previous progress because of the change.

AI tool’s stage of development

The AI tool’s development stage is another important thing to consider. The popular tools that have been on the market for a while are trusted among users, while the newly developed ones can often have the trendiest features. And you need a perfect balance between the two.

Maturity and Reliability

Maturity and reliability come with age. The longer a tool has been in the market supporting customers, the better its reputation is, and the better settled the tool is. 

They have little to no bugs, everything can be done very smoothly, and any issue can be resolved very easily by the provider company.

With the reputed tools, you also know that your data is safe and that you’re not being taken advantage of. Therefore, you can also assure your customers that their privacy is protected.

Innovation and Agility

Whereas a steady reputation is important for a tool, so is its innovativeness and ability to change to accommodate the needs of its users. Because, of course, the tool you use has to be a step ahead if you want to stay a step ahead.

And if a newly developed technology can provide you with the features that you need, then that is what you go for. And how do you know you can trust it, especially since it hasn’t been on the market for a while? Well, you look for the reviews, check their privacy policies, and overall use cases.

10 best AI project management tools

Trello: Best for affordable pricing

Trello is a popular project management tool used by individuals and teams to organize tasks and workflows. It uses a visual system where users can create multiple boards for different projects or purposes, each containing lists and multiple cards under each list. It also offers features such as due dates, labels, attachments, and comments to enhance task management and collaboration, and cards can be assigned to members for a more organized outcome.

Key features

• Supports board view, table view, calendar view, timeline view, dashboard view, and map view
• All data can be viewed, accessed, and managed from one place
• Highly customizable and has a beautiful design

Pros

• Trello automation does most of your repetitive work for you
• Supports more than 350 integrations
• Various power-ups for multiple functionalities
• Availability of templates for different purposes
• User-friendly interface

Cons

• Most of the Power-ups are owned by third parties
• Many of the third-party-owned power-ups take extra charge
• Many of the features are not available on the mobile version

Pricing

• Free: $0 
• Standard: $60 per user per year
• Premium: $119.99 per user per year
• Enterprise: $210.00 per user per year

Reviews

• Capterra review: 4.6 (23091)
• G2 review: 4.4/5 (13,473)

Notion: Best for overall AI project assistant

Notion is a productivity tool with features suited for note-taking, project management, and team collaboration. It allows users to create and organize content in the format of texts, tables, databases, and multimedia. There are multiple templates and layouts for specific purposes. Users can also find information easily via deep search and the powerful filtering offered by Notion.

Key features

• Custom layouts and workflows
• Collaborative and easy to use with a team
• Super cool digital calendar interface

Pros

• Notion AI can generate ideas for brainstorming
• Can analyze meeting notes to generate the next steps
• Can translate a text and edit voice and tone
• High-security policies

Cons

• Cannot generate text from scratch
• Some reviews show complaints about content loss in glitches

Pricing

• Free: US$0
• Plus: US$8 per member per month if billed annually
• Business: US$15 per member per month if billed annually
• Enterprise: Depends on the features you purchase
• Notion AI can be added to any of these plans, including the free one for $8 per member per month if billed annually

Reviews 

• Capterra review: 4.8/5 (2098)
• G2 review: 4.7/5 (5058)

Asana: Best AI for strategizing

Asana is designed to help teams organize and track their work, team members and deadlines can be assigned to tasks. It offers a variety of features, including task lists, boards, timelines, and calendars, to facilitate project planning and execution.

Key features

• Clean interface
• Shows progress on the dashboard
• Allows automation of workflows
• Auto-generated custom fields

Pros

• It sets smart goals by balancing what you want to achieve and your historical performance
• Offers insights about projects and determines the next steps
• Asana Intelligence creates workflows that are optimized over time to match specific goals with simple instructions
• Can pick out action items and highlights from conversations, tasks, and comments
• Helps to get up to speed on the right projects, teams, and goals

Cons

• Lacks flexibility and customization options
• Not suitable for complex projects
• Security policies are not the same for all plans

Prices

• Personal: US$0
• Starter: US$10.99 per user per month if billed annually
• Advanced: US$24.99 per user per month if billed annually

Reviews

• Capterra review: 4.5/5 (12388)
• G2 review: 4.3/5 (9649)

Wrike: Best AI writing assistant

Users can visualize project timelines, dependencies, and resource allocations to better plan and manage their projects. Wrike’s reporting and analytics features allow users to track project progress, and make data-driven decisions.

Key features

• Offers a total of 386 features and 140 integrations
• Well-organized and customizable.

Pros

• Generative AI can generate briefs, and plans, brainstorm ideas from scratch, and tailor them to match your brand identity
• Wrike AI can check for mistakes, change the tone, summarize, and translate a text into any language
• Can identify historical patterns and frequent cases to provide a view of risk factors
• Advanced AI features can help optimize resources and prevent delays
• You can start work by giving Wrike mobile voice commands without opening it first
• Can create parent tasks and sub-tasks from texts and meeting notes
• Suggests automation based on different repetitive actions

Cons

• The number of running tasks is limited on the free plan
• The learning curve is very high
• Free and team plans don’t cover time tracking and risk prediction

Pricing

• Free: US$0
• Team: US$9.80 per user per month
• Business: US$24.80 per user per month
• Enterprise: Customizable (For large teams)
• Pinnacle: Customizable (For teams with complex work needs)
• A two-week free trial is available.

Reviews 

• Capterra review: 4.3/5 (2585)
• G2 review: 4.2/5 (3520)

Motion: Best AI for scheduling

Motion AI tool is designed to automate conversations and tasks through artificial intelligence and natural language processing. It simplifies customer support, lead generation, and other business processes by providing automated responses and actions in real-time. Among other digital calendar features, the motion calendar can smartly reschedule tasks, which includes automatically rescheduling a task’s dependencies.

Key features

• You can easily share your availability, so others can book meetings with you on your calendar
• You can create custom meeting templates
• Automates 90% of project planning
• Integrates with Zapier

Pros

• If you choose priorities, motion can automatically create a schedule with those
• Can combine all your calendars
• The blockers can detect task dependencies, and if task A depends on task B, it doesn’t reschedule task A without moving task B first

Cons

• Not the best suit for large businesses
• No free version is available

Pricing

• Individual: US$19 per month if billed annually
• Team: US$12 per user per month if billed annually
• A 7-day free trial is available

Reviews 

• G2 review: 4.2/5 (85)

Fireflies: Best AI meeting assistant

Fireflies AI can automate and optimize business communication and workflows. It helps teams save time by automatically generating meeting summaries and action item lists. Furthermore, it prioritizes security and data privacy to protect sensitive information.

Key features

• Captures both video & audio and generates transcripts in minutes
• Measures performance

Pros

• Can pick out the key points from conversations and texts
• Memorable moments from meetings can be shared easily by creating soundbites
• Can identify objections, competitors, and other topic trackers
• Can track speaker’s sentiments

Cons

• Unlimited storage starts from business plans

Pricing

• Free: US$0
• Pro: US$10 per seat per month if billed annually
• Business: US$ 19 per seat per month if billed annually
• Enterprise: Custom (Only annually)

Reviews 

• G2 review: 4.7/5 (290)

Personal AI: Best AI personal assistant

Personal AI is an AI model that uses your own data, facts, and opinions to create a responsive and interactive messaging experience. It trains itself to be like you through your interactions and works as an assistant who can take notes and remember information for you, also communicate as your bot version.

Key features

• Works as your assistant 24/7
• Time-based long-term memory to train AI

Pros

• Can enrich ideation for new products, campaigns, and strategies according to your perspective
• Unlimited AI conversations
• Auto-drafts replies that sound more and more like you over time
• “Sent with Copilot” lets your contact know your reply was created by AI

Cons

• Very limited features
• “Unlimited memories” is only available for Elevate users

Pricing

• Premium: US$ 400 per year
• Elevate: (Price varies)

Reviews

No reviews available

Mailbutler: Best AI email assistant

Mailbutler offers email tracking, scheduling, snooze, and follow-up reminders to help users manage their email communication more efficiently. You can schedule emails to be sent at a later time and set reminders to follow up on important messages. It is compatible with both personal and business email accounts.

Key features

• If you provide a few keywords, “Smart Assistant” will draft an email for you
• AI email assistant finds information on your contacts even if you forgot to add them as contacts

Pros 

• Email automation
• Can make an overview of an email
• Can improve the spelling and grammar of an email
• The smart assistant can give you a list of to-dos by scanning your email
• 100% GDPR complaint

Cons

• No free version is available
• Smart un-schedule, auto-schedule, smart assistant, etc only available from the smart plan

Pricing 

• Tracking: US$49.99 per user per year
• Professional: US$89.99 per user per year
• Smart: US$149.99 per user per year
• Business: US$329.99 per user per year
• Offers a 14-day free trial

Reviews 

• G2 review: 4.4/5 (62)

Monday AI: Best for larger teams

Monday AI can analyze data and provide actionable insights to help users make informed decisions. It can identify patterns, trends, and anomalies within project data, allowing teams to optimize their workflows and resources. It also offers features like automation, predictive analytics, resource allocation recommendations, workflow optimization suggestions, etc.

Key features

• Monday offers a total of 467 features and 34 integrations
• Data can be viewed in many different ways

Pros

• Upon knowing an objective, Monday AI will generate formulas to achieve it sooner
• Will generate project plans
• Will summarize, rephrase, and provide action items
• Will compose and edit emails within Monday sales CRM

Cons

• Monday AI is currently in beta testing
• Gantt view, automation, and integrations are only available from the standard plan

Pricing 

• Free: US$ 0 (up to 2 seats)
• Basic: US$9 per seat per month if billed annually
• Standard: US$12 per seat per month if billed annually
• Pro: US$19 per seat per month if billed annually
• Enterprise: Price varies

Reviews 

• Capterra review: 4.6/5 (4613)
• G2 review: 4.7/5 (10,544)

ClickUp: Best AI for task management

ClickUp offers a wide range of features including task lists, calendars, Gantt charts, and time tracking. Users can create tasks, assign them to team members, and set deadlines to ensure timely completion. It also offers advanced reporting and analytics features to help users track project progress and make data-driven decisions. 

Key features

• Offers a total of 237 features and over 1000 integrations
• Excellent customization options
• AI assistant can answer about products, plans, and projects

Pros

• ClickUp AI can answer questions about your docs, tasks, and projects
• The free plan allows unlimited users
• AI assistant creates contents and replies
• Generates subtasks
• Automation available

Cons

• You have to pay extra for AI add-ons
• All the actions are not available for mobile devices

Pricing 

• Free: US$0
• Unlimited: US$7 per member per month if billed annually
• Business: US$12 per member per month if billed annually
• Enterprise: Price varies

Reviews  

• Capterra review: 4.7/5 (4010)
• G2 review: 4.7/5 (9383)

How to find the right AI project management tools for your business

Now that you know which elements of the tool to take into account when you’re looking to manage your projects with an AI tool, it’s time to take a look at your business to see which aspects of it the tools should depend on. Keep these in mind when picking out AI project management tools, and they’re going to fit your business like Cinderella’s glass shoe.

What do you want AI to help you with

You don’t always require all the features an AI tool is offering. For example, if your team has experts in strategizing and they are the best fit for your projects, then you don’t need AI for strategizing. You do, however, need AI tools to do the repetitive tasks so the experts have more time to focus on the things that require their attention the most.

So, when you’re planning, you must have a clear idea of what you want the AI tool to do for your business and progress towards a certain plan that covers your requirements but excludes features you have no use for. Planning this way is also cost-effective for your business.

Complexity of your project

You have to take into consideration how complex your projects are. For example, whether the tasks are simple and independent or if they have multiple layers that depend on other layers is a really important aspect to consider when you choose an AI tool.

If your project consists of some really complex tasks, then you need an AI tool with deeper capabilities that is able to process that, and once you hold off on a task, it can reschedule all the other tasks that the particular task depends on accordingly.

Size of your team

You want a plan that perfectly accommodates your team and projects. For example, you don’t want a plan for a hundred members when your team consists of only 10. 

You also need to check if the pricing plan offers the same features for a team of ten as it does for a team of hundred. 

Moreover, some plans are best suited for larger teams while others are better suited for smaller ones, and you need to figure out which one best serves your team.

Budget

When investing in an AI tool, you obviously have to think of your budget. You can’t invest the lion’s share of the total budget in the AI tool, because after all, that’s what it is, a tool. You still need to supervise everything it generates to see if all the important points are covered and all its predictions to assess the real-time chances of that happening. 

So, if you’re just starting out and the budget is tight, you pick the features you need the most and get a subscription for those. You can also get a subscription for only the project managers instead of all the team members, but not every tool gives you that flexibility.

There are also some AI tools with freemium plans, where the free plan offers some limited features. You can also check those out, and if the free features don’t cover all your requirements, you can get those particular features somewhere else and integrate them with your primary plan.

Available integrations

When managing a project, you have to keep track of a lot of elements, like emails, sheets, customer information, employee information, company data, product lists & information, individual tasks and projects, etc. For smooth management, you want all of them in the same place, so all the relevant data is in one place, and accessing them is hassle-free. 

You want your emails to get auto-sorted and placed in their category, with the key points highlighted. This way, you can browse them easily from your project management tool, and you don’t even have to manually list them according to their classification. The same goes for all other elements relevant to your project management.

That’s why the availability of integration is very important, and before you settle for a project management tool, you need to go over the integrations it allows to cover all the bases.

Privacy policies

Last but not the least, you need your customers and your employees to feel safe. So before agreeing to a privacy policy, make sure that it’s not in violation of your promise to your audience. Trust is really important for building and maintaining a relationship with your target audience, and you want to hold your side of the bargain for the sustenance of your business.

Pro Tip

If you’re using Trello or Notion for project management, you can automatically import your audience’s data to your designated boards from your website using Fluent Forms, the smartest form builder plugin. This way you can save hours of time since you don’t have to manually copy the form entries to your project management platform. And since it’s automated, there is no chance of mistakes as well.

Conclusion

Now that you know what your business needs, and which features the AI project management tools provide, you can easily figure out which tool is perfect for your projects. 

Selecting the right tool is doing half of the work. All you have to do now is brainstorm new ideas, put your AI tool to use, and wait for the success of your project.

So which tool do you think suits your business best? Share with us! And feel free to ask questions in case of any queries, and we’ll get back to you.

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