Transforming Project Management with AI Software: Tools, Challenges, and Best Practices

Transforming Project Management with AI Software: Tools, Challenges, and Best Practices

Artificial intelligence is the talk of the town – and that does not excuse its rapid use in project management. Project managers (PMs) can leverage AI tools that perform predictive analysis, content generation, chatbot assistance, natural language processing (NLP), risk assessment, automated scheduling, and more. 

To understand how AI is transforming project management, its challenges, and the best practices you can follow, read further down the article.

Did you Know? AI can streamline, expedite, and automate tedious tasks or iterations, which increases your project’s success and precise goal tracking. Read more about the benefits of AI in project management

AI-powered Project Management Tools 

Project management software already ensures your goals, tasks, milestones, allocation, due dates, etc., are in one space. It makes the work much easier now that many providers have adopted AI systems into their products. Here are the most interesting AI-powered project management tools to consider. 

ClickUp AI

Best Use Case: Hierarchy structure that scales with your needs

ClickUp is a project management tool with many features that can be tailored to any job requirement. It has hundreds of features that can be tailored to any professional need, and new ones are added for free every week. You can design the ideal structure that grows with your needs using ClickUp’s unique Hierarchy. ClickUp’s increased flexibility and power at each level allows you to manage everything from small teams to large corporations. Whatever you’re looking for can be found quickly with ClickUp’s Everything view, no matter where it is in the Hierarchy. You can organize teams and departments into Spaces, group big projects or initiatives into Folders, and break out tasks into Lists for a clear visual hierarchy of all your work.

ClickUp also has AI features that can help you save time, inspire, brainstorm, and improve your writing using ClickUp AI! You can compose an email, summarize meeting notes, identify action items, or generate ideas. ClickUp AI can currently be used in Docs. You can use ClickUp AI to generate more content based on what you’ve written or based on a prompt you’ve provided. You can also use it to edit content in various ways based on what you’ve written.

Key Features

  • Hierarchy structure that scales with your needs
  • Everything view makes it easy to find anything you’re looking for
  • Spaces, Folders, and Lists for a clear visual hierarchy of all your work
  • Customizable tasks that allow you to choose from 35+ ClickApps to customize your task management for any work need
  • Subtasks and checklists to simplify complex projects
  • Integration with over 1,000 of your favourite tools
  • Automation of routine work and processes with 50+ actions, triggers, and conditions
  • Hundreds of templates for team use cases, views, tasks, checklists, Docs, and more

Best Use Case: Task creation, assignment, and tracking facilitates team collaboration. It allows you to modify any process to match your needs, whether it’s for software development, marketing, or sales. You may collaborate more effectively with your team by centralizing all of your work, processes, tools, and files into a single Work OS. Visual dashboards allow you to keep track of your objectives, goals, and KPIs while also making data-driven decisions.

One of’s interesting features is its AI-based workflow automation and time-saving capabilities. For instance, the Anomaly Detection column allows you to detect odd changes in your data and receive alerts. Additionally, you can do computations and logical operations on your data using the Formula column. To balance the capability of your team and prevent burnout, you can also use the Workload view. is trusted by over 180,000 customers worldwide and has won many awards for its innovation and customer satisfaction. If you want to try it out for yourself, you can start with a free plan and explore its endless possibilities. is more than just a tool; it’s a new way of working.

Key Features

  • Customizable templates, columns, and views
  • Task creation, assignment, and tracking
  • Automation and workflow creation rules
  • Post-project feedback collection
  • Third-party integrations with other tools
  • Data visualization with charts and dashboards
  • People management with workload and performance
  • Reporting and analytics with insights and reports

Project Insights

Best Use Case: Smart task scheduling with auto-adjustments

Project Insights is an award-winning artificial intelligence project management solution that supports organisations and their teams in managing and visualising numerous projects simultaneously, allocating personnel, simplifying accounting, and monitoring the status of operations throughout each project.

Project Insights use AI to evaluate data from ongoing and completed projects to offer project managers insights and advice that will help them make better decisions and overcome obstacles. Using past experience is not always done in companies, which could be a game changer in the area.

So Project Insigths will free up time and resources for more difficult and creative work; Project Insights also uses AI to automate administrative duties like scheduling meetings, sending out reminders, updating information, and documenting. With the aid of Project Insights, project managers in any sector can harness the potential of AI to improve their companies.

Key Features

  • Customizable dashboards with various items
  • Smart task scheduling with auto-adjustments
  • AI-based data insights for project managers
  • Admin task automation for efficiency
  • Various tool integrations for convenience

Trello Strategy-AI

Best Use Case: Ideal for generating strategic reports

Trello is a powerhouse tool when it comes to project management. While it’s known primarily as a productivity and collaboration platform, letting project managers stay connected with their teams, its AI capabilities via Strategy-AI Power-Up allow for intuitive decision-making based on progress scoring.

Strategy-AI can generate reports from the Trello Boards. The data presented in these reports reflect the progress of the team members and the project as a whole. It also comes with visual representation, allowing you to identify bottleneck areas that need more attention. 

Although you have to purposely add Strategy-AI to your board within the limits of your Power-Ups, you can maximise its use in detecting and even preventing project management roadblocks. 

Key Features

  • Automated progress reporting by Strategy-AI Power-Up
  • Drag-and-drop project management 
  • Workflow automation via Butler
  • Predictive analytics
  • Multiple views for timeline, calendar, dashboard, etc.
  • Visualisation tools for prioritising tasks
  • Hundreds of third-party integration and Power-ups
  • Downloadable mobile app system

Wrike Work Intelligence

Best Use Case: Topnotch tool for expediting and replicating project management workflow

With Wrike’s AI capabilities, PM can now leverage its tools for project risk prediction with notification to team leaders, task prioritisation, forecasting, subtask creation, and work iteration. 

Wrike’s AI and machine learning capabilities quickly identify bottlenecks that may cause delays in the timeline or hurdles in terms of resources. This feature makes it easier for project managers to devise a strategy to iron out the roadblocks. 

Its Work Intelligence allows for subtask creation based on your notes, forms, and other documents. The digital assistant not only itemises subtasks but also provides suggestions and predictive analysis, sorting out the next best steps you can take. 

Key Features

  • Task automation
  • Multiple view options
  • Custom workflows
  • Prioritisation guesswork
  • Comprehensive project management tools
  • Intelligent report and resource management
  • File digitalisation from mobile screenshots and images
  • Early diagnosis of work blockers with the recommendation


Best Use Case: Great for synchronising actionable insights from meetings to projects

Asana offers all the tools a project manager needs – from milestone trackers, analytics reporting, workflow builder, and communication tools with stakeholders. Aside from automation, it also has an AI add-on for streamlining workflow. 

Asana’s integration unlocks the platform’s capability to prompt actions and steps agreed upon during meetings and then incorporate them into the project in a two-way sync. This expands the value of Asana as a project management tool, which already has basic and advanced workflow automation, scheduling, goal tracking, and reporting features.  

Key Features

  • Calendar and boards synchronisation
  • Meeting actions two-way sync
  • Timeline and milestone management
  • Workflow builders
  • Natural language processing
  • Collaboration with guests

Notion AI

Best Use Case: Ideal for brainstorming product development strategies

Notion’s AI is your one-stop-shop virtual workplace that simplifies tedious tasks such as taking notes during meetings, creating subtasks, and summarising critical actions. Its intelligent assistance allows for automated writing, which is highly useful when making meeting minutes, drafts for contracts, and other documents necessary to move the project forward.

Its content generation capability is beneficial during the planning and brainstorming phase. Not only does it take notes, but Notion AI also provides recommendations on which steps or actions you can perform based on the meeting discussion. 

Key Features

  • AI writing assistant 
  • Content generation based on notes
  • Automated action items
  • Translation (Spanish, German, etc.)
  • Drag and drop editor


Best Use Case: build healthy and successful teams

Ayanza is an AI-powered team collaboration platform that helps you build healthy and successful teams. With Ayanza, you can manage your culture, strategy, objectives, tasks, knowledge and rhythm in one place. You can also use practical templates for various use cases, such as goal-setting, meetings, product design, sales, etc.

Ayanza also provides AI coaching and feedback to help you improve your performance and well-being. Whether you are a CEO, a data scientist, a user experience designer or any other role, Ayanza can help you align with your team and achieve your goals. Ayanza is available on mobile and desktop devices and is free to start. Join thousands of users who trust Ayanza to run their teams and projects in a smart and joyful way.

Key Features

  • AI-powered team collaboration platform
  • Manage culture, strategy, objectives and tasks
  • Use practical templates for various use cases
  • Get AI coaching and feedback for performance
  • Align with your team and achieve goals

Zoho Projects (Zia)

Best Use Case: Great for AI digital assistance in project management

Zoho has a pristine reputation in the business realm, with its multitude of tools for building operations, projects, and customer relation management (CRM). Its Zoho projects contain all the features project managers find to enhance their responsibilities. 

But above those, it has Zia, an AI-driven chatbot that doubles as your digital assistant. Zoho’s Zia can perform various tasks, such as creating tasks, projects, and documents. It can also schedule meetings and events on your behalf. Plus, Zia can recommend actions based on the data from your dashboard. 

Key Features

  • Task creation, assignment, and prioritisation
  • Task status update
  • Time and schedule tasks
  • Event and meeting scheduler

Current Challenges in Implementing AI in Project Management

AI is a game-changer in many industries, including project management. But it doesn’t come without a fault. In fact, implementing AI comes with various challenges ranging from discriminatory or biased recommendations and inaccurate data prediction to safety and ethical concerns. 

  • Inaccurate or low data quality: AI-generated reports may not always hit the optimum precision, which can be detrimental to your milestone tracking or goal setting. 
  • AI mastery required for the team: There could be a steep learning curve when navigating AI tools for project management. Not everyone on the team may find it easy to master the platform. In that case, you’ll need additional resources for training. 
  • Ethical data gathering issues: One of the biggest issues in using AI is its ethical implication in terms of data gathering. There’s an ongoing debate on how protected and secured are personal data when it comes to generative predictions. 
  • Biased AI-based decisions: AI lacks judgment rooted in factors outside its logic-based system, such as political implications and other areas that could influence discrimination. That said, AI can produce biased results. As a result, it can lead to discrimination in hiring, performance evaluations, and other areas of project management.
  • Integration with existing systems: Integrating AI technology with existing project management systems may be challenging. For example, integrating AI-powered project management software with an organization’s present CRM or ERP system might be fairly difficult.
  • Cost: AI project management implementation might be pricey. To properly integrate AI, businesses may need to invest in new hardware, software, and employees. The advantages could occasionally outweigh the costs.
  • Lack of transparency: AI algorithms have the potential to be opaque, making it difficult to comprehend how they determine their suggestions. Due to this lack of openness, it may be challenging for project managers to justify choices to stakeholders.
  • Data security and privacy: There are issues with the privacy and security of data used in project management systems driven by AI. Businesses must ensure that data is handled securely, stored safely, and protected from unauthorized access.
  • Resistance to change: Any new technology deployment faces this problem frequently. Project managers may need to offer additional training and assistance to overcome team members’ resistance to adopting AI-powered technologies.

In conclusion, even though AI has the capacity to transform project management, doing so completely will present a number of difficulties. Obstacles to effective adoption include problems with data accuracy, command of AI technologies, ethical issues, biased decision-making, integration with current systems, expense, lack of transparency, data security and privacy, and resistance to change.

However, businesses may overcome these obstacles and reap the rewards of AI in project management with the right planning, education, and financial commitment. To achieve effective adoption, it is critical to emphasize AI’s ethical and open use, preserve data security and privacy, and include stakeholders in decision-making.

Best Practices for Successful AI Implementation 

Although the challenges above continue to exist, they are mostly driven by the lack of balance between AI capabilities and human competence. 

In short, you’ll most likely face more problems than progress in using AI if you solely depend on it and fail to counter-check or evaluate its results. 

1. Develop an AI Strategy:

In everything you do that involves AI, make sure to have a plan in hand. As a project manager, identify which areas of your project phase, milestones, and tasks will use AI tools and how you’ll utilise the technology. 

2. Utilise Interdisciplinary Teams

Ensure your team has a diverse skill set from the get-go. Learning AI tools has basic skill prerequisites and knowledge of navigating online apps. Plus, you can tap team members who are well-versed in AI technology to lead the training. 

3. Set Data and Ethics Standards

Some of your team members and even the project’s stakeholders can become apprehensive about using AI tools due to unstable security or the risk of exposing critical information about the company or business. Hence, it is crucial to set data and ethical standards in line with the use of AI. It should outline data privacy and security and the limitations of AI use.

4. Integration with Existing Project Management Tools

A great way to streamline the use of AI is to use AI-powered project management tools. Doing so, limits the degree of AI use and, in turn, minimises the threat of privacy invasion. AI-driven project management tools also offer customisability, permission controls, focused data analysis, and numerous avenues for human judgment. 

5. Training and Development

AI systems can be complex and challenging to understand. So, whether your project leverages AI as a system or as part of the project management tools you’re using, add its training to your project proposal. In addition, provide how AI’s use may progress throughout the project’s timeline and what additional training you’ll need. 

6. Evaluating AI Tools

When choosing AI tools, make sure they match your business or project needs. Avoid using AI without any purpose and consider their efficiency in enhancing the project flow. For example, if your project requires quarterly reports, consider an AI-based project management tool with strategic analytics and reporting capabilities like Trello. 

7. Start Small and Scale Up

Before fully integrating AI into your project management, consider starting with a small-scale pilot project. This will help you identify potential issues and fine-tune the system before investing more resources. Once you’ve tested the AI system, evaluate its effectiveness, and if it meets your requirements, gradually scale up the usage.

8. Monitor and Evaluate Results

Monitor and analyse the performance of your AI system on a regular basis. This will help you identify any mistakes or biases in the system and correct them before they cause major issues. You should also evaluate the influence of AI on project performance and make necessary adjustments.

9. Foster a Culture of Innovation

It is easier said than done, but encourage your team members to be innovative. They will have a better chance to adopt new technology like AI and be more adaptable as a result of this. Additionally, be sure to explain the advantages of AI to your team, stakeholders, and clients and demonstrate how it may improve project performance and results.

10. Collaborate with AI Experts

Work with AI specialists to gain knowledge and guidance on utilising AI in your project. You may use this to locate possible problems and solutions to enhance the functionality of the AI system. To find out about new trends and the best ways to deploy AI, you may also speak with AI specialists.

Future Developments

AI made rounds online in 2023 and started transforming project management, and it’s expected to continue doing so in the future. According to Gartner’s research, by 2030, 80% of project management tasks will be run by AI, powered by big data, machine learning (ML), and natural language processing (NLP). As you explore the current AI capabilities, check out what else you can expect from AI real soon.

  • Augmented reality (AR) and virtual reality (VR): Integrating AR and VR will provide another layer of accuracy to projects with tangible goals. For example, in the construction industry, AR can enhance project staging. This could polish the project design, influence resource allocation, and provide better analytics that impact timeline and milestone tracking.
  • Chatbots and virtual assistants: Project management tools have already started utilising AI for virtual assistants like chatbots. However, it is predicted that AI chatbots will become more rampant on online platforms. It’s also likely that in the coming years, these chatbots can perform almost all administrative tasks. 
  • Predictive analysis and risk management: A huge advantage of AI in project management is its ability to predict data and evaluate risk. However, these features are yet to be perfected for accuracy and real-time generation. 

Some futuristic not so far world could look like this. Imagine there is an app that allows a CEO to check on her organisation’s seven strategic initiatives using her smartphone. Within a few taps, she knows the status of every project and what percentage of expected benefits each one has delivered. Project charters and key performance indicators are available in moments, as are each team member’s morale level and the overall buy-in of critical stakeholders.

Ethical Implications of AI in Project Management

As AI is relatively in its juvenile years, the ethical implications of incorporating the system to project management can highly influence clients’ or business preferences. With that, it’s imperative to understand these implications and how you can navigate these issues. 

  • Privacy: AI systems can collect a large amount of data, which raises concerns about privacy. Project managers who intend to use AI systems must comply with data privacy laws and regulations. Plus, the data should be used only for the intended purpose.
  • Transparency: This can make it difficult for project managers to explain the decisions made by AI systems to stakeholders. Project managers must ensure that their AI systems are transparent and that stakeholders understand how decisions are made.
  • Responsibility: As AI systems become more autonomous, it can be difficult to determine who is responsible for their actions. Systems should be in place to ensure accountability and responsibility for using AI in project management.


AI in project management is not going anywhere. In fact, it will only develop even further. That said, ensure you know the AI tools available to streamline your projects. Likewise, understand the various challenges and limitations you should impose in AI. Ultimately, make sure to implement best practices for successful AI implementation in project management.

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Paulius Petravicius PhotoABOUT ME

I am an experienced ex. Business & Data Analyst and now a Project Manager with multiple years of experience gained in several international companies.

These days, business problems require data crunching and telling stories to make the right decisions. Simply put, business stakeholders need insights into their projects and deliveries.

This is where I come in. I have learned and applied PythonPower BISQL and Excel to analyse and present data. Also, I gained experience in Project Management and Business Analysis. So, I can not only spot insights but execute business decisions. Moreover, I can teach you as well. Read More

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