“I feel like I’m constantly putting out fires instead of focusing on what really matters.”
Many project managers can relate to juggling deadlines, team dynamics, and shifting priorities. The pressure can be overwhelming in a world where every minute counts and the stakes are high.
Fortunately, there’s a solution: artificial intelligence (AI) in project management. ✨
By learning how to use AI in project management software, you can shift your focus from merely surviving to thriving in your project manager role.
Gartner predicts that by 2030, 80% of project management tasks will be handled by AI. But don’t worry, project managers—AI tools won’t replace you. Instead, it’ll improve your efficiency, shape your future vision, and empower you to drive projects to success. 💪
You can apply AI in your project management toolkit in various ways. And, spoiler alert, tools like make it infinitely easier to do so. 📝
Understanding AI in Project Management
Far from taking over your job and demanding a corner office, AI acts as your smart assistant—never sleeps, never forgets, and is always ahead of potential challenges and project demands.
It’s a promising digital tool that turns raw data into actionable insights, surpassing traditional project management tools. AI project management tools can help you analyze historical project data, predict future trends, and even flag project risks before they become issues.
And while multitasking might leave us overwhelmed, AI thrives on it! So, while you’re managing timelines, team dynamics, and client demands, AI quietly works in the background, crunching the numbers.
Human insight, creativity, and leadership will always be essential at the heart of project management. But with AI as your ally, you can boost productivity, spot hidden details, and address issues early. 🤖
📮 Insight: 88% of our survey respondents use AI for their personal tasks, yet over 50% shy away from using it at work. The three main barriers? Lack of seamless integration, knowledge gaps, or security concerns.
But what if AI is built into your workspace and is already secure? Brain, ’s built-in AI assistant, makes this a reality. It understands prompts in plain language, solving all three AI adoption concerns while connecting your chat, tasks, docs, and knowledge across the workspace. Find answers and insights with a single click!
How to Use AI in Project Management for Different Use Cases
One size doesn’t fit all with project management tools; however, AI is versatile enough to adapt to different project needs.
Let’s look at how AI can enhance your project management strategy. From project planning to execution, AI offers a range of capabilities.
If you prefer learning more through a video, we’ve got you covered with this handy explainer 👇🏽
Here are some key use cases where AI can make your life easier, smarter, and more exciting.
1. Resource allocation
AI can analyze workloads, skill sets, and availability to recommend the best team members for each task. No more guesswork or playing favorites; AI gives you a data-driven approach to balance workloads and optimize resource allocation.
AI can also help optimize tools, technology, and budgetary constraints.
For instance, it can analyze the project’s needs against the available resources. Then, it will recommend deploying resources efficiently, ensuring every dollar is spent wisely.
📌 Example: If you’re launching a marketing campaign, AI can match graphic designers with design tasks and content writers with copywriting assignments, ensuring that each team member is working on what they do best.
Additionally, AI can recommend optimal tool usage; for instance, if your project requires social media scheduling, it might suggest a specific platform based on historical project data.
💡 Pro Tip: , the everything app for work, combines powerful project and knowledge management with built-in chat and AI to help you streamline resource allocation.
AI can automatically populate key fields for your Tasks—including task assignees, priorities, due dates, and even Custom Fields—right as tasks are created.
2. Risk management
Risk management is about preparation, and AI helps you avoid potential challenges. It analyzes historical data, current project metrics, and external factors such as market trends or regulatory changes to identify risks before they become problems. These insights support risk mitigation strategies that help project managers stay proactive.
They turn potential crises into manageable challenges, reducing the likelihood of project derailment.
📌 Example: Imagine a construction project where AI analyzes weather patterns and historical data to predict delays due to rain. By flagging these potential risks, project managers can adjust timelines or resources accordingly, reducing the likelihood of budget overruns and project derailment.
AI tools like Brain make it easier to flag potential budget overruns, timeline bottlenecks, or changes in team dynamics. This way, you can plan and handle the everyday challenges that project managers often face.
💡Pro Tip: Create a risk management dashboard to visualize risks and their potential impact, helping the team stay informed and proactive.
3. Scheduling and timeline management
Keeping a project on schedule, juggling deadlines, team capabilities, and limited resources is easier said than done, especially when dependencies are involved. AI tools can optimize your project requirements and project timeline by analyzing how long tasks typically take, who’s best suited for them, and the most efficient order of execution.
They can also monitor ongoing tasks in real time and alert you if any adjustments are needed to stay on track. With AI, you’re less likely to fall into the trap of overly optimistic deadlines.
📌 Example: In a software development project, AI can suggest the most efficient task order based on coding dependencies and team availability. It can also automatically reschedule tasks in real time if one task takes longer than expected, ensuring the entire project stays on track.
📮 Insight: 18% of our survey respondents want to use AI to organize their lives through calendars, tasks, and reminders. Another 15% want AI to handle routine tasks and administrative work.
To do this, an AI needs to be able to: understand the priority levels for each task in a workflow, run the necessary steps to create tasks or adjust tasks, and set up automated workflows.
Most tools have one or two of these steps worked out.
However, has helped users consolidate up to 5+ apps using our platform! Experience AI-powered scheduling with Calendar, where tasks and meetings can be easily allocated to open slots in your calendar based on priority levels. You can also set up custom automation rules via Brain to handle routine tasks. Say goodbye to busy work!
4. Budget management
Budget overruns can be a major headache to project managers, but AI can add precision to budget management by analyzing past spending patterns, real-time costs, and future projections. Forecasting expenses can help you avoid budget overruns before they occur.
AI doesn’t just track expenses; it predicts where funds should be allocated, identifying potential cost-saving opportunities and alerting you to areas where spending might spiral out of control.
📌 Example: During a product launch, AI might track costs associated with marketing and production in real-time, alerting you if spending trends suggest a potential budget overflow. This allows you to make informed decisions about reallocating funds before issues escalate.
5. Team collaboration and communication
AI can supercharge team collaboration by analyzing communication patterns, project updates, and workflow progress.
It can identify when a team needs a reminder to communicate better or suggest a meeting to clarify confusion. This ensures that all voices are heard and fosters a more inclusive environment.
📌 Example: The AI detects this communication gap and sends an alert to the project manager, suggesting a brief sync-up meeting. The notification reads, “It seems the developers and testers haven’t communicated recently regarding the feature implementation. Consider setting up a quick meeting to align on expectations.”
Moreover, AI-driven chatbots and virtual assistants can handle routine queries, provide instant project updates, and schedule meetings across different time zones. They streamline communication by offering quick answers to common questions, allowing team members to focus on more complex discussions.
📌 Example: A team member asks, “What’s the current sprint status?” The AI chatbot responds instantly, “The current sprint is in progress, with 3 out of 5 tasks completed. The next deadline is Friday at 5 PM.” This instant access to information streamlines workflow and fosters a culture of transparency and accountability.
6. Task automation
Time is money, and AI helps you save both by automating project management tasks. Whether it’s sending out status updates, setting reminders for deadlines, or even generating progress reports, AI takes on these mundane tasks. This frees up your time to focus on the strategic elements of your project rather than getting bogged down by the minutiae.
📌 Example: AI can automatically send status updates to stakeholders every Friday without you lifting a finger. Imagine having AI summarize a week’s worth of comments and discussions into actionable tasks for your next meeting—saving you valuable time and keeping your team aligned.
Using AI Software for Project Management
In project management, deadlines are tight, resources are limited, and the margin for error is thinner than a spreadsheet column; an AI tool can transform chaos into order and data into actionable insights.
Simplify, automate, and accelerate tasks with Brain
is the everything app for work that helps teams organize, manage, and track work effortlessly—by bringing projects, tasks, and conversations together into one smart work hub. Its AI-powered assistant, Brain, acts as an intelligent layer across your workspace—automating work, surfacing insights, and keeping teams aligned without the busywork.
It integrates AI to streamline task management, documentation, and communication. As the world’s first neural network to connect tasks, docs, people, and company knowledge, Brain provides a one-stop solution for efficient AI-based project management.
💡Pro Tip: Brain serves as an AI-powered knowledge assistant that understands your entire workspace. Ask it questions like “What’s the status of the Q3 campaign?” or “Who’s responsible for the landing page copy?” and it pulls real-time answers from tasks, docs, comments, and timelines—no digging required.
You can also ask Brain to summarize a project’s progress, compile action items from meetings, or generate status reports in seconds.
It keeps stakeholders informed, so you can spend more time strategizing and less time compiling data.
Brain also brings smart writing tools into Docs, task descriptions, and comments. It ensures clear, consistent communication by checking your writing for errors and crafting replies and content tailored to your needs.
Use it to:
- Summarize meeting notes or long threads
- Draft project briefs, reports, or SOPs
- Rephrase, translate, or shorten content on the fly
This helps teams communicate clearly and stay focused on execution—not formatting.
💡 Pro Tip: Leverage the power of different LLMs within Brain. Choose among GPT-4o, o3-mini, o1, and Claude 3.7 Sonnet for various writing, reasoning, and coding tasks!
Overall, Brain improves productivity and alignment and cuts costs by up to 75%. By automating routine tasks, providing instant access to information, and reducing the need for multiple AI tools, teams can focus on what matters most: delivering successful projects.
Record, transcribe, and summarize meetings with the AI Notetaker
📮 Insight: We found that 27% of survey respondents use digital notepads for meetings, while only 12% use AI note-takers. This gap is striking because 64% of respondents struggle with unclear next steps in nearly half of their meetings.
AI Notetaker transforms meeting follow-up! Automatically capture every important detail, clearly identify action items, and instantly assign tasks to team members—eliminating those frustrating “What did we decide?” follow-ups.
💫 Real Results: Teams using ’s meeting management features report a whopping 50% reduction in unnecessary conversations and meetings!
Whether you’re in Zoom, Google Meet, or Microsoft Teams, the AI Notetaker captures every conversation, converts it into searchable transcripts, and instantly generates clear, action-oriented summaries.
You can assign tasks, highlight decisions, and keep everyone aligned—without lifting a finger. It makes every project meeting 10x more effective.
Keep your team aligned and on track with ’s all-in-one project management platform
’s Project Management platform transforms how teams plan, document, and execute projects.
Streamline documentation
Brain enhances project documentation by auto-generating structured outlines and summaries. Imagine creating project scope documents, organizing project management goals, and even getting AI-generated suggestions for refining strategies. All your information stays accurate and accessible—you don’t have to dig through endless files.
Stay updated with custom dashboards
With Dashboards and customizable views like Gantt charts and timelines, teams can easily track project progress and stay updated.
- Brain automatically generates status updates and progress reports by analyzing task completion and timelines. This saves teams the effort of manually compiling updates
- Additionally, it flags potential risks, enabling teams to act quickly and keep stakeholders informed
💡Pro Tip: Use the customizable dashboards to create visual snapshots of your projects. This can help team meetings align everyone on priorities and next steps.
Automate repetitive tasks for maximum efficiency
’s free project management software elevates productivity by automating repetitive tasks. Brain can generate subtasks from your brief task descriptions, draft project updates, and summarize comment threads into actionable insights.
📌 Example: Imagine condensing a week’s worth of comments into a single actionable list for your next meeting. That’s the power of AI-driven automation!
You can even build custom no-code automations in using natural language commands!
📌 For example: When the task status changes to “ready for design,” assign the task to Josh. Or: When a high-priority task is created in the Bug Fixes list, add a comment instructing the team to pick it up first.
This AI-driven automation streamlines workflow, enabling teams to focus on high-impact tasks while the AI manages routine processes such as status changes and approvals.
Manage every phase of your project with the Project Management Template
The Project Management Template offers an intuitive, streamlined approach to managing tasks, timelines, and team collaboration.
Its dynamic interface lets you view project progress at a glance—whether you’re dealing with a roadmap overview, Gantt charts, or OKR boards. Each component allows teams to stay aligned, prioritize effectively, and track project milestones with real-time updates.
Whether you’re managing short-term projects or long-term programs, ’s project management templates promote a balance between ease of use and functionality, offering powerful customization tools to fit any team’s workflow.
Track performance with the Project Management Review Template
You can also use ’s Project Management Review Template to streamline the review process, offering a structured framework that keeps every aspect of your project organized.
The Project Overview and Summary give you a high-level view of the entire project. Brain can automatically generate concise summaries by analyzing the project data, letting you focus on refining details rather than starting from scratch.
AI is crucial in guiding project teams during the Objectives and Performance Review. Here’s how it helps:
- Setting goals: It suggests realistic, actionable goals based on historical project data, ensuring everyone is aligned and focused
- Identifying roadblocks: AI can pinpoint potential roadblocks, helping teams anticipate challenges before they become critical issues
As the project progresses, Brain highlights upcoming milestones, flags delays, and allows project managers to adjust timelines before issues escalate. Plus, it can assist in drafting Action Items to address roadblocks, ensuring that your proposed actions are feasible and lead to successful project outcomes.
🗂️ Template archive
If you’re looking for a tool to help create project management task plans, you need the Project Management Task Plan Template. It lets you set up tasks and subtasks, assign them to team members with access controls, and visualize progress with timelines.
’s templates make project management easy. Thus, clients have repeatedly endorsed as their go-to project management tool.
Read what our customers have to say!
Adhere Creative, an award-winning full-service B2B brand development in Texas, chose to manage every aspect of our agency’s production, from strategy, copy, and design to development, printing, and launch.
Here’s what their Digital Project Manager, Ericka Lewis, says about :
So you see how, with its customizable options, teams find adaptable to their unique needs, making it an essential part of their business objectives!
—Your AI Productivity Genie
’s AI features act like a productivity genie, automating routine tasks like progress updates, scheduling, and task assignments. This means less time spent on manual tracking and more time focusing on high-priority tasks that drive results.
Looking ahead, AI’s potential in project management is boundless, and its future is exciting. As machine learning advances, AI will be even better at predicting outcomes and adapting to unique project needs, allowing for greater efficiency and seamless workflows.
Sign up for today! After all, why just work harder when you can work smarter, too?
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