Artificial intelligence (AI) can help project managers boost productivity by handling repetitive tasks, streamlining communication and getting real-time insights on risk and performance.
With so many solutions on the market, deciding which AI project management software to integrate into your tech stack can be complex. However, making the right choice is crucial to improving processes without complicating them.
In this article, we’ll explore the best AI project management tools for different aspects of project management and provide tips to help you choose the right one for your business.
1. Best AI tool for sales task management: Pipedrive
Pipedrive’s AI-powered CRM software has a suite of AI tools to streamline sales processes, simplify communication and help sales teams close more deals.
Here are some of the features salespeople can use to work smarter and keep projects running smoothly.
AI Sales Assistant. Get insights and recommended actions on deals you have a higher probability of winning to stay focused on what matters most.
AI email creation. Craft compelling, personalized emails and follow-ups from a simple prompt to save time and enhance communication.
AI email summarization. Condense long email threads to quickly grasp essential information, improving inbox management.
AI deal summarization. Generate status summaries to understand the context of deals and better prioritize follow-up actions.
Smart app recommendations. Get tailored recommendations for tools to optimize your CRM, improving efficiency and workflows for enhanced project management.
AI-powered marketplace search. Use OpenAI-driven natural language processing (NLP) algorithms to find the best apps to integrate with Pipedrive, ensuring peak performance.
AI Agents. Get 24/7 help from digital teammates to assist in tasks, answer questions and suggest the next best actions, saving you time and boosting project efficiency.
Pipedrive’s AI features empower sales reps to improve task management and increase productivity, meaning fewer bottlenecks and delays for sales managers.
Additionally, Pipedrive’s dedicated Projects add-on allows project managers to plan and track tasks and customers in one place for seamless collaboration. Combined with Pipedrive’s AI, Projects ensures teams hit key milestones to boost sales success and accelerate growth.
Note: AI deal summarization and AI Agents are currently in beta and due for full release soon. Stay updated with the latest news in the Pipedrive community.
Price: Pipedrive offers several pricing plans to suit different needs, starting at $14 per user per month. The sales assistant, email generator and email summarization AI tools are available in the Professional Plan and above. Smart app recommendations and AI-powered marketplace search are included in all plans. Try Pipedrive with a free 14-day trial.
2. Best AI tool for auto task scheduling: Motion
Motion’s AI helps project managers plan team projects alongside personal tasks.
Motion automatically schedules users’ tasks and deadlines based on urgency and availability.
Project managers can assign tasks to team members and let Motion keep projects moving forward.
All events sync with Google Calendar and iCloud Calendar to give users a big-picture view. The app can also auto-adjust schedules and send notifications to ensure users don’t miss anything.
For example, if a sales rep forgets to update a deal, Motion’s AI scheduling assistant automatically reschedules it for a future time or day.
Auto-adjusting means users can focus on completing tasks without worrying about manually reorganizing their schedules.
As teams work through tasks, project managers can monitor everything on a central dashboard. From here, Motion automatically analyzes projects, providing updates on due dates and highlighting potential delays to keep teams on track.
Price: from $12 per user per month for teams and $19 per month for individuals.
3. Best AI tool for visualizing projects: Trello
Trello is known for its Kanban-style project visualization and collaboration features. Its user-friendly interface and task management boards make it easy for project managers to bring projects to life.
Trello’s Atlassian Intelligence (AI) extends its capabilities to improve team communication and productivity.
Atlassian Intelligence acts as a virtual teammate, using AI and machine learning to simplify time-consuming tasks.
From within a card, users can ask AI to:
Generate content
Improve spelling and grammar
Brainstorm content ideas based on a topic
Extract action items from notes to create to-do lists
Trello’s lack of native reporting and time-tracking features make it less useful for large teams running complex projects. However, its simplicity and AI assistant make it well-suited for small businesses managing one or two projects at a time.
Users can also add extra functionality with Power-Ups. Trello’s integrations include AI-driven tools for insights, analysis, strategy, resource management and more.
Note: Connect Trello to Pipedrive to create cards, boards and lists in your CRM so you can stay focused on important tasks and meet your business objectives.
Price: Atlassian Intelligence is available in Premium and Enterprise Trello plans, from $10 per user per month.
4. Best AI tool for brainstorming and collaboration: Notion
Notion is a note-taking tool that offers project managers an all-in-one solution for effective collaboration.
Like Trello, Notion’s AI is a personal assistant that helps with project tasks, from creating a strategy to streamlining research and communication.
Here are some of the ways project managers and their teams can use Notion AI:
Brainstorm ideas
Outline and draft content
Editing existing content
Summarize content
Analyze large datasets (e.g., customer feedback)
Answer questions about content (powered by ChatGPT)
Autofill database updates
Augmenting and automating everyday actions improves efficiency at each stage in a project’s lifecycle. Reducing manual tasks allows project managers to focus on monitoring and execution to deliver projects on time.
Note: Connect Notion AI with Pipedrive to enhance sales project management. Pipedrive’s Notion integration lets managers create, manage and track tasks in Notion and share project-specific information with sales and marketing teams.
Price: Notion offers several pricing tiers for different needs, starting from free. Notion AI is available as an add-on for all plans starting at $8 per member per month.
5. Best AI tool for automating workflows: Asana
Asana is a popular project management tool with vast capabilities for managing complex projects.
Asana’s intuitive interface and ability to track project timelines at a glance make it easy for product teams and sales and marketing to stay organized. Asana AI supports this organization by taking the guesswork out of strategic planning and accelerating work completion.
Asana AI has a range of features to automate workflows and assist with common tasks, including:
Smart status. Get quick updates on projects and tasks to keep users informed without getting bogged down in details.
Smart chat. Get AI-powered answers to project management questions for better decision-making.
Smart fields. Keep task details up-to-date with AI-powered autofill.
Smart summaries. Understand the key points of a project or task without reading lengthy descriptions.
Smart editor. Make writing clearer and more effective with AI editing suggestions.
Smart rule creator. Create custom rules with AI to automate routine processes.
Smart charts. Generate charts from a simple prompt.
Smart projects. Use AI suggestions to create customizable projects based on name and purpose.
Smart goals. Get AI suggestions to improve goals, making them more realistic and achievable.
Asana AI Studio. Set up smart workflows in minutes and share them across your organization to improve efficiency.
For large teams managing multiple projects, Asana AI can help scale work effectively while keeping teams organized. Fast-growing businesses might find its features make it a better fit than Trello.
Note: Add Asana to your Pipedrive CRM to enhance sales productivity. Set up workflow automations for your sales pipeline and automatically create Asana tasks to manage new leads and deals.
Price: plans including Asana AI start from $10.99 per user per month
6. Best AI tool for project forecasting: Forecast
Project managers use Forecast to plan, execute and track project success in one place.
Forecast’s AI provides real-time assistance with planning and resourcing to help teams hit deadlines and stay on budget.
Predictive AI helps project managers from the start of a project, analyzing thousands of risks (e.g., budget and resources) to determine which factors are essential for risk management.
It also learns from past projects and how project managers like to work to provide tailored recommendations.
For example, Forecast can generate a personalized plan and schedule for each individual by assessing the similarity between all their tasks and projects. Tailored timelines ensure every team member focuses on their most important work so projects run smoothly.
Forecast integrates with popular sales, marketing, collaboration and accounting software to give project managers a unified view. Combining tools in one place enables Forecast to deliver more accurate predictions on future capacity and resourcing.
According to Forecast, its AI-powered resource can improve utilization rate by 21% and increase billable hours by up to 43%.
Note: Integrate Forcast with Pipedrive to connect sales and project teams. Convert Pipedrive deals into Forecast Projects to get a clear view of your project pipeline and better organize resources.
Price: custom plans based on contract length and number of users.
7. Best AI tool for product teams: Height
Height is a collaboration tool with autonomous project management capabilities.
It aims to automate manual tasks so teams can focus on building together rather than spending hours managing projects.
With Height’s AI system, users can:
Track projects and get the key details in real-time
View ready-made progress reports to assess a project’s direction
Create subtasks from chat messages
Get AI-powered improvement suggestions
Autofill tickets
Auto-prioritize and assign bug fixes
Auto-draft progress updates
Project managers can track project progress in a spreadsheet, Kanban, Gantt or calendar view. Teams can also collaborate from a central dashboard with live chat and an AI copilot to summarize information.
Additionally, the app integrates with existing product workflow tools like Jira, Github and Slack to centralize information.
Height excels at helping product teams manage dependencies, but customizations can tailor it to any user’s needs.
While product teams might use it to oversee the software development lifecycle, marketing teams can just as easily use it to plan campaigns and monitor progress in real time.
Price: from free to $24 per member per month.
8. Best AI tool for project management productivity: Taskade
Taskade is a lightweight project management tool that lacks some of the tracking features of other apps. However, its vast AI capabilities make it useful for enhancing productivity and team collaboration.
Taskade’s AI-powered software helps project managers create simple workflows to streamline repetitive tasks and organize projects.
Businesses can use Taskade’s AI to:
Generate projects, mind maps, task lists, content and standard operating procedures (SOPs)
Train custom AI Agents to manage tasks and provide insights to enhance performance
Deploy multiple AI Agents to collaborate on project tasks
Design custom automations for an existing tech stack using natural language prompts
The more users interact with the AI workforce, the smarter it gets, offering increasingly personalized suggestions to improve processes.
New users might find Taskade complex due to the depth of features, but a wide range of templates for projects and automations can simplify setup. There is also a library of learning resources to help optimize performance.
Price: from free to $16 per month.
9. Best AI tool for project planning: Hive
Hive is an all-in-one project management workspace for teams to unify projects, tasks and deadlines.
Hive has a range of tools for team communication, understanding workflows and streamlining feedback. Its ability to help users plan projects from scratch sets it apart from other tools.
Enter a project title, and Hive’s AI Assistant, Buzz, automatically generates a stream of tasks, split by phase with start and end dates. Users can then interact with Buzz to tweak the project to their needs.
When a project is live, Buzz can provide insights on tasks, assignments and reporting metrics. Users can also ask it to execute workflows and automations to streamline daily tasks.
Alongside Buzz, Hive users get AI-powered HiveMind to create and manage project tasks based on suggestions.
For example, a user can ask HiveMind to recommend steps and write content for a marketing meeting agenda.
HiveMind’s generative AI can also assist in other ways, including:
Brainstorming ideas
Providing facts and statistics
Generating sales and marketing content
Editing and proofreading content
Translating and summarizing documents
Designing custom images and logos
Both Buzz and Hivemind improve over time, learning about your preferences to offer tailored recommendations.
Price: from free to $12 per user per month. Custom plans are available for Enterprises.
10. Best AI tool for complex projects: Wrike
Wrike’s project management software assists growing teams that are managing complex projects. Its self-learning Work Intelligence AI engine aims to remove the burden of repetitive and mundane tasks that can hold up projects.
Like other generative AI tools in this list, Work Intelligence can help speed up content creation, summarize task comments and turn notes into action items.
One standout feature is AI risk prediction. Work Intelligence uses historical data to identify patterns and frequent issues and turn them into insights. Using this information can help project managers prevent delays and improve resource allocation.
Wrike’s AI can also analyze previous activity to automate workflows. Its AI automation feature spots repetitive actions and suggests rules tailored to users and teams. This automation is a useful way to save time and improve efficiency with large projects with multiple processes.
Work Intelligence extends to mobile, too. Users can issue voice commands to create and check tasks without having to open the app. It’s an effective tool for reducing admin time and keeping projects running smoothly on the go.
Note: Add Wrike to your Pipedrive CRM to align sales and project management processes for better visibility and efficiency.
Price: from free to $24.80 per user per month for growing startups, with custom plans for enterprises.
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11. Best AI tool for project management customization: Airtable
Airtable can plan and track tasks while making it easy for project managers to customize the results.
Airtable’s AI-powered Cobuilder turns prompts into apps that streamline data and present it in a user-friendly way.
For example, here’s how a project management app might look for the prompt: “I need to manage localized video production for Girls Who Code classes.”
While fine-tuning the app can require some upfront effort, Airtable lets users customize every aspect of the product to their needs. It allows every user to create a system that best suits their work style.
Project managers can use Airtable’s time-saving generative AI, along with the AI Cobuilder, to better manage projects.
This feature has the same ability to generate drafts, extract insights and translate docs found in other AI-powered tools.
AI can help categorize information by theme, sentiment, use case and more. Additionally, project managers can use it to route work in progress to ensure priority tasks are completed on time.
Note: Use Pipedrive’s Airtable integration to store, organize and collaborate on projects. Manage tasks, track progress and create to-do lists in Airtable and sync data back to Pipedrive to keep teams updated and projects moving forward.
How to choose an AI project management tool
Each AI project management tool has pros, cons and differentiating features that will influence your decision.
Before choosing a tool, decide on your needs and performance objectives. Collect feedback from team members and stakeholders to understand current challenges and key features you need to overcome them. Use this to create a shortlist of standout tools to research further.
Here are some questions to ask when comparing tools in this list.
Does the software integrate with your existing tech stack so you can sync data?
Can you tailor the solution to your needs (e.g., customize views, dashboards and workflows)?
Can you scale the software as your business grows?
Does it have plans to match your budget?
Does it offer mobile support to manage projects on the go?
Does it have an intuitive interface for easy onboarding?
Does it offer onboarding support for new users?
Are there a range of support options to get help when you need it (e.g., live chat, phone support and community forum)?
Does it have a library of training resources to help your team learn and optimize performance?
Read reviews on company websites and third-party platforms to learn about the usefulness of AI project management software for businesses like yours.
If a solution seems like the right fit, take advantage of free trials to stress-test it. Setting up a dummy project with relevant tasks provides the best insight into how a tool handles processes and supports your company’s needs.
Final thoughts
The best AI tool for project management is the one that enhances teamwork by improving daily workflow and communication to achieve better project outcomes.
Match your needs and objectives to the tools in this list to narrow down the most suitable options. Once you find the right tool, you’ll soon see an increase in team productivity and efficiency.
Try Pipedrive tools to see how AI tools can improve sales project management. Get started with a free 14-day trial.
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