Streamline Project Delivery: AI Tools for Project Management

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• What is AI project management?
• Types of AI project management tools 
• Top AI tools for project management
• Key features to consider: AI project management tools
• FAQs

Are you a project manager constantly waking up in a cold sweat thinking about possible project failure?

You wouldn’t be wrong to worry, considering that nearly 70 percent of projects fail.

Wondering if a solution exists? Absolutely.

AI tools for project management can improve your success rates, empower data-driven decisions and drive efficiency.

In this article, we will discuss everything you need to know to take that first step towards AI project management. We will also discuss the features, benefits and the best software in 2023. 

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TL;DR: Top AI tools for project management

1. Scribe: Best project documentation tool
2. Notion: Best task management tool
3. Monday.com: Best collaboration tool
4. Forecast: Best planning and scheduling tool
5. ClickUp: Best tracking and reporting tool
6. Wrike: Best portfolio management tool
7. Smartsheet: Best work execution tool

What is AI project management?

AI project management uses algorithms to automate routine tasks like project prediction, task allocation, collaboration, testing, and more. 

Project management technologies can help to reduce the complexity of your job. You can use AI tools for project management to analyze data, identify risks, facilitate collaboration, forecast projects and more.

For example, AI can analyze available data and generate schedules containing all task details and estimated task duration, helping you work smarter and more efficiently.

So why not start investing in AI today?

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Ty‎pes of AI tools for project management 

Here is a bullet list of different types of AI project management tools that you can use. 

• Task management AI tools help you organize different projects and make priority-based allocations automatically. 
• Resource allocation AI tools help you optimally distribute resources to different projects to avoid poor resource allocation, quality issues, resource wastage, increased costs, and staff burnout.  
• Predictive analytic AI tools assess project success probabilities, aid in prioritizing projects, and help predict and resolve potential project issues.
• Scheduling and calendar management AI tools empower project managers to effectively plan, coordinate and track progress. These tools help streamline time management, enhance productivity, and ensure efficient scheduling.
• Project documentation AI tools help you improve communication, increase efficiency, reduce errors, improve training, and ensure compliance. Automation tools can generate project management SOPs, training materials, new project management checklists and more.

To‎p 7 AI tools for project management

Here’s a list of the top AI-powered project management tools for you. 

1. Sc‎ribe

‎Scribe makes creating process and project documentation a breeze, saving time and boosting team efficiency. With Scribe, you can effortlessly craft process guides while you work, empowering you to create project management SOPs, training materials, and step-by-step user guides, complete with screenshots.

Use Scribe's generative AI to add titles, descriptions and additional context to your project documentation—or ask the AI to write it for you.

Scribe has replaced an extremely labor-intensive process that most project managers may go through on a daily basis.

Scribe user Qwantel Mosley shares how she uses Scribe with ClickUp, Google Docs and Google Sites to create SOPs and process documentation:

‎Pros:

• Scribe gives you a project process document in seconds, complete with text and screenshots.
• With Pages, you can combine your guides with video, images and more, then use AI to write everything from SOPs to fully-fledged onboarding manuals.
• Concerned about data privacy? Scribe protects user data with its robust encryption and stringent security measures.
• Redact sensitive information from documents and guides while adding your company's branding for a professional touch (Pro users).
• Add your team to your Scribe workspace to give them access to Scribe guides as they work and collaborate.
• Share guides with a single click, embed into your documentation, or export to PDF.
• Scribe integrates with thousands of tools like Clickup, Notion, Confluence, Sharepoint, and more.

Cons:

• Some advanced features like screenshot editing, annotations and advanced export options are only available to Pro users.

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2. No‎tion

‎Notion is an AI project management tool you can use from ideation to execution. It automatically updates information like action items and summaries throughout the project using AI autofill. Integrations with tools like GitHub, Slack, Asana and Scribe help with collaboration and issue tracking across different departments. 

Pros:

• Integrated templates make project launches quick.
• Great collaboration tool for a larger team.

Cons:

• Offline mode is not up to the mark.
• A bit of a learning curve, so the platform takes some time to get used to.

3. Mo‎nday.com

‎A WorkOS platform, Monday.com is a popular project management tool that lets you manage every aspect of your project, regardless of your company size. It automates the task generation process, composes and rephrases emails, helps your team stay synced, stores documents, evaluates productivity, and efficiently allocates resources. The monday AI assistant (still in beta) offers automated task generation, email composing and rephrasing, summarizing, and more.

Pros:

• Integrates your tasks into your calendar.
• Collaborate on projects in real time.
• Easy to track project progress and customize templates.

Cons:

• May spam your inbox with unwanted emails.
• Poor customer service.

4. Fo‎recast App

‎Forecast is a resource and project management tool that enables you to plan projects, meet deadlines and stay within budget. It offers features like AI work automation, team collaboration, integration with other software like Jira, and finance and billings. You can also access it from your Android or iOS phone, helping you manage work on the go.

Pros:

• Easy to schedule resources, departments and teams.
• The Forecast AI learns from your projects and project managers to give tailored recommendations.
• Analyze thousands of tasks and use AI-powered insights to take action before your projects go off-course.

Cons:

• Users report a learning curve that may require staff training on the features.
• Some modules, like advanced reporting, are only available in higher-tier plans.

5. Cl‎ickUp

‎ClickUp is a project tracking, reporting, collaboration, and document organization tool. Features like sprint management, kanban boards, whiteboards, and collaborative documents make it a popular choice among project managers. The ClickUp AI tool offers 100+ templated prompts that can be tailored to your role, or you can use it to instantly generate a first draft or brainstorm.

Pros:

• Feature-rich customizable tool.
• Unlimited Gantt charts.
• Powerful free version. 

Cons:

• Steep learning curve.
• Poor customer support.
• Glitchy mobile phone application.

6. Wr‎ike

‎Wrike is a fantastic project portfolio management tool that allows you to manage unlimited tasks and subtasks. You can also track and manage different schedules and projects in real time. Their AI feature, Wrike Lightspeed, helps you break the barrier of rigid workflow templates and interconnects the entire enterprise to help everyone keep delivering on business goals. 

Pros:

• 20 free external app integrations.
• Unlimited free portfolio management.
• Customizable.

Cons:

• Some robust and crucial features like time tracking, budgeting, and Gantt charts are only available in the paid plans.

7. ‎Sm‎artsheet

‎Smartsheet vouches to revolutionize the way project managers work by creating charts within seconds from complex data. It also writes formulas for a more data-driven and agile organization. This helps in better tracking of project progress. The platform uses generative AI tools, including an AI-powered help assistant, AI solution builder and AI insights.

Pros:

• Outstanding customer support.
• Great for managing different projects across different teams.
• Allows you to effortlessly compile and present data insights in a visually engaging format.

Cons:

• You can only copy 500 lines at a time.
• Does not have to feature to color the different cells, which may make understanding the sheet a bit complex.

Ke‎y features to consider: AI project management tools

Since artificial intelligence in project management offers a wide range of features, here’s a checklist of some key features to look for when deciding on a tool.

Predictive analytics

No matter how good you are at your job, there’s no way to anticipate the success of a project. AI predictive analytics can help you detect a project’s success probability and point out problem areas even before they arise. This helps with better risk management and cost optimization and removes human biases from decision-making.

Task automation

According to a StartUp House survey, 54 percent of project managers report spending more than five hours weekly on repetitive and tedious tasks. For some, it was more than 10. 

Task automation can help you stay one step ahead of your competition. It truly offloads routine tasks like scheduling meetings, tracking progress and updating estimates so that you can focus on more strategic tasks. 

Planning and reporting

As mentioned above, risk management is one of the most crucial functions of AI. ML and big data have the ability to not only predict project loopholes but also devise mitigation measures for them. 

This approach can facilitate better and improved planning and reporting for project managers. In fact, it can replace the current manual reporting system with real-time records. 

Resource allocation

Poor resource allocation equals poor cost optimization and waste of effort and time. Not to mention the increased chances of project failure. 

AI project management tools let you identify the most optimal way to allocate resources and help prevent all of that. It ensures that every project you’re dealing with has the right ratio of talent and staff to achieve the best possible results. 

Collaboration

85 percent of project managers handle multiple projects at a time. Handling multiple projects without project management software coupled with a hectic schedule and a stressed-out manager is a perfect recipe for failure. That’s why you need a collaboration feature in the tool of your choice. 

AI-powered project management tools can give stakeholders real-time insight into project progress. Such cutting-edge solutions offer users a bird’s eye view of project progress, streamline document sharing, facilitate collaboration, and ensure seamless cross-department communication. 

Project testing

No project can go live without testing. Project managers and QA engineers will agree that project testing is no easy feat. 

For example, every time a developer makes some changes to a code or adds new ones, you might have to conduct the entire testing from the beginning. Advanced testing was only available for megaprojects in the past. 

With AI, you can conduct product and software testing with greater accuracy and speed. AI can evolve with any changes made to a project and can test those modifications instantaneously.  It also prevents deadline delays and overbudgets, boosting project success chances. 

Wrapping up

The use of AI in project management comes with numerous benefits. They can be valuable tools when used with other project management tools and techniques.

When choosing AI tools, be sure to consider the specific needs of your projects and team. AI tools can be complex, so it's important to consider the skill level of your team before implementing a new tool.

When it comes to boosting your team's tech skills and making AI adoption a breeze, look no further than Scribe. Sign up for Scribe and create step-by-step project documentation and SOPs right from the get-go in seconds. With Scribe, you'll bridge the technology skills gap effortlessly.

FA‎Qs 

Will AI replace project managers?

Currently, AI can't handle every aspect of project management. Human project managers continue to play a vital role in project management, with AI tools complementing project management tools and techniques.

What are the benefits of using AI tools for project management?

AI tools can take a lot of workload off a project manager’s shoulders. By automating tasks, identifying patterns and making predictions, AI tools can help you save time, reduce errors and improve your clients' outcomes. Here are a few benefits of AI tools for project management.

• Better prediction of project success. 
• Risk management and mitigation.
• Automating routine tasks like scheduling, planning, and reporting.
• Cost optimization through efficient resource allocation.
• Real-time insights and collaboration.
• Enhanced project testing.

How can I get started with AI project management?

To kickstart your AI project management, follow these best practices:

• Pick a tool that best suits your needs from the recommended AI-powered project management options.
• Take some time to go through the onboarding process.
• Check out the user guide.
• Give the tool a test run.

Make sure the AI tool meets your requirements before upgrading to a paid plan.