We have been experimenting with AI use in project management to see how we can save time, make better decisions, and improve our efficiency.
In this article, I’ll go over AI’s most popular use cases in project management and then walk you through the best AI-powered PM tools on the market.
➡️ I’ll also provide you with video guides and walkthroughs on how you can use AI in project management using our AI-powered project management solution, SmartSuite.
But first, let’s go over the basics: 👇
How is AI used in project management?
AI is used to automate routine tasks in project management, such as creating and updating fields, tracking progress, generating reports, and analyzing data.
This frees up project leaders’ time so they can focus on higher-value tasks.
AI’s potential for project management is unlimited:
- It can provide real-time insights through predictive analytics.
- It can flag potential risks and delays by analyzing historical data and current project metrics.
- It can optimize your resource allocation by matching team skills with tasks and forecasting resource needs.
➡️ What’s more, the recent developments of AI agents also allow project leaders to improve their communication through automated meeting summaries and provide their stakeholders with AI-driven chatbots.
What are the benefits of using AI for project management?
The main benefits of using AI in project management include:
- Saved time through workflow optimization and reduced manual work.
- Automation of repetitive tasks such as scheduling, reporting, and data entry.
- Improved decision-making through real-time data analysis, predictive analytics, and risk forecasting.
- Improved resource allocation by optimizing team skills, budgets, and tools based on demand.
- Cutting costs for copywriting, editorial work and content creation.
- Advanced risk management using historical data to predict bottlenecks and propose mitigation strategies.
- Streamlined communication via automated meeting summaries, task assignments, and document sharing.
- Quality control automation to detect issues early and maintain output consistency.
- Improved clarity as people can ask an AI-powered assistant about your project’s updates.
The 7 best use cases of AI in project management
Many people get AI wrong with automations.
Here are 7 AI use cases of AI in project management that are not just automations:
- Content creation: This includes the creation and brainstorming of content within your project management platform, such as creating blog posts or job descriptions.
- Creating a new solution (full data schema): All you have to do is explain what you’re trying to do, and AI can generate a workspace.
- Analyzing data and generating charts for you.
- Creating and updating records after certain conditions are met through an API with ChatGPT.
- Automatic image or audio generation from records.
- Correcting grammar and improving clarity in your project documentation.
- Being able to ask questions about your projects, such as an employee asking about the QA work process in your company.
Let’s go over each one of them in more detail: 👇
1. Content Creation
Project leaders can use AI-powered project management tools for content creation to create fresh, precise pieces of content.
For example, you can generate:
- Article content and social media posts for marketing project management.
- Job descriptions for your HR team.
- Press releases.
- Ideas for your blog or advertising campaigns.
You can leverage pre-built prompts that we have in SmartSuite’s AI, as our AI is trained to deliver quality content to save you time and energy.
Alternatively, you can use your own prompts so the response can be tailored to your needs:
Here’s a video walkthrough of how you can use AI to generate content in SmartDocs:
2. Create a full data schema (new solution)
Would you believe me if I told you that you can create a new solution (workspace) inside SmartSuite with the help of AI?
Yep, that’s right: SmartSuite’s AI can create a customized solution in 1-3 minutes based on your needs, with the ability to modify it later.
All you have to do is describe your workflow and the solution that you’re trying to create.
Let’s see what happens when you insert the following prompt:
''We are a consulting firm that takes new leads in through a form on our website. These leads then go through our vetting process, where we meet with them, track the status through our pipeline, and ultimately sign deals with our prospects in this solution. Please create a CRM solution for me that helps me track this process.''
And then voila: Within 1 minute and 5 seconds, Gareth Pronovost generated a lead management CRM.
Here’s a video walkthrough on how you can create a new custom solution inside SmartSuite:
3. Data analysis
Next up, you can use AI to analyze data in project management.
As part of our AI suite in SmartSuite, we’ve also got an AI assistant functionality that can analyze data for you.
All you have to do is ask the AI assistant a question or make a request, such as seeing your revenue data graphed over time, and the assistant will generate it for you:
Here’s a video walkthrough of how you can analyze data in SmartSuite:
4. Creating and updating records
We have partnered with OpenAI to bring you the latest AI technology.
With this integration, you can set up a variety of automations between SmartSuite and ChatGPT, such as automatically creating and updating records.
You can use Make.com to build an automation with a trigger for when a batch of information is completed, to then update a record in SmartSuite.
As a project management example, a manufacturing company can create an inventory restock workflow with this integration.
The organization can track warehouse inventory levels across multiple locations. Their supplier portal can send batch updates each morning with restock shipment details to your SmartSuite solution.
Here’s how this automation workflow would look:
- Trigger: A daily batch CSV file upload to Google Drive (containing 100+ restock items).
- Parse CSV using Make's Google Drive integration
- For Each Item: The tool will be able to find a Record in SmartSuite’s inventory table using the SKU.
- After that, the automation updates the record with the new stock quantity and restock date. You can also create a comment "Restocked: [Qty] units on [Date]"
- As for the batch completion action: updating SmartSuite's "Last Restock" field in the Warehouse table and sending a Slack alert to the procurement team with summary stats.
Customers of SmartSuite can get started with 200 free requests from OpenAI, after which they will need to load their OpenAI key.
5. Automatic image or audio generation from records
Another automation that I’ve seen people set up between OpenAI and SmartSuite is the ability to watch new/updated records and then generate an image or audio from the records.
Here’s what it’ll look like in the back-end:
Trigger: New/updated record in SmartSuite "Campaign Posts" table.
AI Processing:
- DALL-E Image Generation: Converting visual brief text to a social media image.
- Whisper Audio Conversion: Transforming post copy into a podcast-style audio clip.
SmartSuite Updates:
- Attaching generated image/audio files to the original record.
- Adding AI generation timestamp and model version used.
- Updating status field to "Assets Ready."
💡 With this workflow, marketing teams can:
- Generate 10 variations of product images for A/B testing.
- Create voiceovers for Reels/TikToks from blog-to-social copy.
- Produce mockups for client approvals before final designs.
6. Correcting grammar and improving clarity
Next up, you can correct grammatical errors in your project management documentation and enhance its clarity.
➡️ We at SmartSuite are using this AI functionality to keep our project documents as simple as possible while making documentation impactful.
We have embedded our AI into our SmartDocs that are live directly within your work management system.
That means you create collaborative, next-gen, AI-powered docs directly where you’re getting work done.
Here’s a video walkthrough of how you can use AI in SmartDocs
7. Asking project-related questions to an assistant
Last but not least, I also wanted to touch on ClickUp’s new AI functionality that lets your co-workers ask project-related questions to an assistant and get instant answers.
➡️ For example, your project leadership team can ask about project updates, instead of looking through all of your documentation, tables, and dashboards.
I found this to be particularly helpful for contractors and new employees who are getting brought up to a new project that has already been undergoing for a few months.
They could ask questions to the assistant, such as clarification on the QA process work in the company, and information fed to the assistant beforehand.
You can read our comprehensive ClickUp review to learn more about its features and what its users think about it.
The 3 best AI-powered project management tools in 2025
Now that we’ve got the definitions and use cases of AI in project management, I wanted to end this article by going over the 3 best AI-powered project management tools on the market right now:
#1: SmartSuite
SmartSuite offers the best AI-powered project management solution with our SmartSuite AI functionality, advanced workflow automations, and integration with OpenAI.
Apart from that, our task management software lets you manage all your projects on a centralized platform with built-in automation and a communication centre.
Let’s go over the features that make SmartSuite the perfect choice for teams looking for an AI-driven project management solution: 👇
Manage Simple To Complex Projects With SmartSuite AI
SmartSuite AI is an advanced feature designed to streamline work processes through artificial intelligence.
It assists project leaders like you in content generation, language editing, and workflow optimization, tailored to various professional needs across all sectors.
Whether you're in HR, marketing, product development, or risk and compliance, SmartSuite AI has something for everyone.
You will be able to generate job descriptions, draft company memos, analyze assessments, and so much more.
💡 Interested in how other team leaders are using SmartSuite? You can check out our video walkthrough:
Here are the other project management features that teams from all over the world love the most about SmartSuite:
- Smart task management: Turn any item field into a task—a checklist item, comments, or sub-item. You can easily build a solid task list and assign it to the right person with a due date and priority status.
- Project phases and milestones: Having milestones ensures your project stays on track and moves towards the objective. With SmartSuite, you can set them, monitor them through your reporting dashboard, and flag issues.
- Files and project deliverables: Manage and organize all your documents. It is also possible to attach project-related files, share feedback with your team, and manage version history, all within your work context.
- Native time tracking: Monitor and evaluate task and project completion times. SmartSuite’s built-in tracking helps group time entries, see estimates, and segment billable and non-billable entries.
SmartDocs
SmartSuite docs help you brainstorm with your teams, map out the campaign’s resources, or do a SWOT analysis.
All this happens in your work management platform, ensuring smooth collaboration and task assignments.
As I already mentioned, our technical team at SmartSuite embedded our AI into our SmartDocs that are live directly within your work management system.
You and your team will be able to create collaborative, next-gen, AI-powered docs directly where you’re getting work done.
➡️ SmartDocs offers all the standard text styling options you expect from any word processor – but with even more features that allow you to customize your content.
Advanced workflow automation
SmartSuite's no-code automation builder lets teams automate some of the repetitive tasks that they’re facing in their day-to-day operations.
For example, you can assemble automation at the task and project level and automate repetitive tasks based on triggers like changing dates, sending notification emails, or updating statuses.
There are six pre-defined triggers and 15+ actions, with options to build custom ones.
Once you’ve set up a workboard in SmartSuite, you can head to “Automations” and automate anything from record creation to updates to task assignments and notifications.
Here’s more information about SmartSuite’s workflow automations: 👇
SmartSuite Pricing
SmartSuite has a free plan with access to 250+ automation actions, team collaboration, multi-dashboard views, and more.
There are four paid plans with a 14-day free trial:
- Team: Starts at $10/user per month, including Gantt charts, timeline views, 5000 automation runs, and time tracking.
- Professional: Starts at $25/user per month and adds two-factor authentication, Gmail & Outlook integrations, and unlimited editors.
- Enterprise: Starts at $35/user/month and includes access to audit logs, data loss prevention, and 50,000 monthly API calls.
- Signature: A customized plan tailored to your organization’s needs and team size with no predefined limits.
#2: Monday.com
Monday.com is an all-in-one project management app that has recently introduced its own suite of AI-powered features for project management.
Apart from that, the software helps you build project-level goals, plan resources and budgets per project, and assign responsibilities to your workers.
Monday.com’s AI Features
- Uncovering risks across your portfolio in real-time and notifying your team of the reason (e.g., risks caused by timeline delays and ownership issues).
- Monitoring all of your projects at once so you can then ask an AI-powered assistant questions, such as which tasks and projects are behind schedule.
- Automatic assignment of the right people to the right projects.
➡️ Learn more about Monday.com with our in-depth Monday review.
Monday.com Pricing
Monday.com has a free plan for up to 2 seats, where you can test out the tool’s basic project management features.
💡 In our guide on Monday’s pricing, I dive deeper into whether the software has good value-for-money plans.
To access the platform’s advanced features, you’d need to be on one of their four paid plans:
- Basic: Starts at $17 per user/month and adds Kanban board view and unlimited users with view-only access.
- Standard: Starts at $20 per user/month and adds 250 automated actions/month, 3+ dashboard views, and Zoom integration.
- Pro: Starts at $32 per user/month, and adds all five dashboard views, time tracking, and 2-factor authentication.
- Enterprise: Custom price, which adds a dedicated customer success manager, enterprise-level reporting, and administration control.
#3: ClickUp
ClickUp is a cloud-based project management solution that has also recently introduced a new suite of AI-powered functionalities for project leaders in its ‘’ClickUp Brain.’’
The platform’s goal is to connect tasks, docs, people, and all of your organization’s knowledge with AI.
ClickUp’s AI Features
- You’ll be able to ask about tasks, docs, and people in your projects: ClickUp Brain provides instant, accurate answers based on context from any work within and connected to the platform.
- You can also automate project summaries and updates: The tool provides AI-powered progress updates and status reports for tasks, docs, and people.
- Content generator: You’ll be able to use the AI assistant to generate content, edit text, and create tables from scratch.
➡️ Are you wondering what the best ClickUp alternatives on the market are? Dan Leeman created this comprehensive guide:
ClickUp Pricing
ClickUp’s pricing offers a free plan that includes unlimited task creation, access to 100 MB of storage, and collaborative docs.
The platform has three paid plans with a 14-day free trial:
- Unlimited: Starts at $7 per user/month, which includes access to unlimited custom views, timesheets, guest access, and 100 mind map creations.
- Business: Starts at $12 per user/month and adds private docs, sprint reporting, and all dashboard views.
- Enterprise: Custom price that adds white labelling, enterprise-grade security, and AI features.
➡️ ClickUp’s AI functionality, Brain, needs to be paid separately, from $7/month/user.
Next Steps: Get Started With SmartSuite’s AI With Our Free Trial
Well, that was it – our complete guide on AI’s use for project management in 2025.
If you’re a project manager looking to streamline your project management workflows with AI, you can try it out with our 14-day free trial.
SmartSuite’s platform offers just the right customization, native collaboration capabilities and a library of 200+ project management templates to help teams create and maintain a project management workflow.
Here’s what's in it for your team when you try SmartSuite:
- Access to a generous free plan with features including multi-board views (Kanban, Chart, Map, Timeline, Card, and Calendar), 100 automations/month, and 40+ field types, including formula and linked record fields.
- No-code automation builder to set up to 500,000 trigger/action workflows.
- Built-in productivity tools, including time tracking, status tracking, and checklists.
- Team collaboration and planning tools such as whiteboards and SmartSuite docs.
- Resource management across projects and teams.
- 40+ field types, including the option to add your custom fields.
Alternatively, you can sign up for a free plan to test the waters of our other task management features.
Or, if you’d like to talk to our team of experts, schedule a demo.
Read More
- The 10 Best Project Management Software For Engineers: We break down the top 10 project management solutions built with engineers in mind in 2025.
- Top 10 Monday Alternatives to Streamline Your Workflows (Features & Cost): Learn about the best Monday alternatives on the market right now.
- Visual Project Management: Definitions & 10 Examples: For the teams looking to use visual project management to simplify their workflows.
- 10 Best Healthcare Project Management Tools in 2025: Find out the best healthcare project management solutions on the market.
- 10 Best Project Management Software for Construction in 2025: A useful guide if you operate in the construction industry and you’re looking for a project management app.
- 10 Best Enterprise Project Management Software: Find more about the best Enterprise-grade project management solutions on the market.
- 10 Best Project Management Tools For Remote Teams In 2025: Learn more about the best project management tools for remote teams in 2025.
- 10 Best Project Management Tools For Consultants In 2025: Find out the best project management solutions for consultants.
