Managing a project isn't just about tracking tasks and coordinating meetings. It's about juggling budgets, communicating with clients, ensuring deadlines are met, and handling a thousand tiny details that no one else even notices. For project managers, keeping everything under control can feel both empowering and overwhelming at the same time. But what if you could hand off some of those repetitive, time-consuming tasks? Enter AI tools. From automating scheduling and transcribing meetings to generating polished presentations, AI is revolutionizing project management. These tools are designed to make your work smarter, not harder, freeing you up to focus on the big picture. We’ve rounded up five game-changing AI tools that every project manager should have in their arsenal.

Jadve AI

Jadve AI is a chatbot that operates on advanced language models, including GPT-4o, GPT-o1, and Claude 3.5 Sonnet. The tool is designed to assist with tasks such as drafting texts for client communication, creating presentations, developing strategies, budgeting, and task allocation. It also allows users to upload documents and screenshots to streamline the creation of reports and other documentation. Additionally, Jadve AI can generate ideas for business promotion.

Key Features:

• Text Generation.
• Image Generation.
• Code Generation.
• PDF reading.

Pricing: The free plan includes access to the GPT-4o-mini model and up to 1,000 tokens daily, though responses may have a slight delay. Upgrading to a paid subscription unlocks all models, image generation capabilities, and increased token limits with instant responses. The monthly plan costs $5.99, while the annual subscription offers more value at $49.99. For those requiring additional tokens, a package of 50,000 tokens is available for just $1.79.

Zapier

Zapier is a platform designed to automate business processes by seamlessly connecting the tools you already use. It works like this: when something happens in one app, Zapier instantly triggers the appropriate action in another (or even multiple) connected apps. Setting up automation is called “zaps”. All you need to do is link the apps you use and set up rules for how they should interact. The creation process is quick and doesn’t require any technical skills. With just a few clicks, you can customize workflows tailored to your needs.

Zapier supports hundreds of integrations, from CRMs and email platforms to social media apps and chatbots.

Key Features:

• Automated workflows.
• Tables for collecting and automise data.
• Form creation.
• Kanban for task tracking.
• Chatbot Building.
• A canvas for process visualization.
• • Integrations with popular tools.
• Team Workspace.

Pricing: You can start using Zapier for free, but if you need access to unlimited zaps, premium apps, and advanced tools, you can upgrade to a paid plan for $19.99 a month. You can use a 14-day free trial before making a purchase. For teams, Zapier also offers a plan with shared workspaces, role management, and permissions to keep everyone on the same page.

ClickUp

ClickUp is a platform that brings together everything you need for effective project management. It offers a wide range of features, including task trackers, customizable dashboards, and dynamic tables to organize your workflow. With ClickUp, you can monitor team productivity by tracking task completion times and even viewing employee screens.

However, ClickUp’s rich functionality comes with a downside—its interface can feel overwhelming. For beginners, navigating the platform without prior training can be a challenge, so expect a bit of a learning curve.

Key Features:

• Task Management.
• Dashboards.
• Time Tracking.
• Goal Tracking.
• Audit Logs.
• Integrations with popular tools.
• Team Workspace.

Pricing: ClickUp provides a free plan suitable for individual use, with a storage limit of 1000 MB. For team collaboration, the service offers paid plans starting at $7 per month per user, which include expanded functionality and features for managing group projects.

Trello

Trello is an online project management system built around the Kanban board methodology, providing a visual way to organize tasks and workflows. It enables teams to track progress and manage projects efficiently. The platform supports integration with numerous popular services, including Slack, Evernote, GitHub, Google Drive, Dropbox, OneDrive, MailChimp, Twitter, and more, making it adaptable to various workflows and tools.

Key Features:

• Kanban Boards.
• Task Management.
• Tables.
• Integrations with popular tools.
• Team Workspace.

Pricing: After registering, Trello offers a 14-day free trial of its Premium plan. Once the trial ends, users need to choose a subscription plan to continue using the service. The Standard plan is available for $7 per month, while the Premium plan costs $10 per month.

Asana

Asana is a project management platform that helps companies efficiently handle their workflows and tasks. It enables teams to customize task views, delegate responsibilities, and monitor progress in real time. Notifications and reports ensure that both managers and employees stay updated on ongoing projects, while the built-in comment system allows for seamless communication within tasks. Asana also offers flexible task display modes, letting users switch between "List," "Board," "Timeline," and "Calendar" views to suit their workflow preferences.

Key Features:

• Notifications and Reports.
• Task Management.
• Kanban Boards.
• Tables.
• Integrations with popular tools.
• Team Workspace.

Pricing: After registration, Asana offers a one-month free trial of the Advanced plan. Once the trial ends, you can choose from three subscription options: a free plan, the Starter plan at $10.99 per month, or the Advanced plan at $24.99 per month. The free plan supports up to 15 users, making it suitable for personal use or small projects.

Notion

Notion brings together a variety of tools in one platform, designed to help users manage tasks, collaborate on projects, and organize information. Its flexibility allows users to tailor the system to their specific needs, whether it’s for tracking tasks, planning meetings, or brainstorming ideas. The platform also supports the creation of structured tables and even simple one-page websites. To enhance productivity, Notion includes an AI assistant capable of generating text and assisting with various tasks.

Key Features:

• Text Generation.
• Task Management.
• Dashboards.
• Kanban for task tracking.
• Tables for collecting data.
• Website Building.
• Integrations with popular tools.
• Team Workspace.

Pricing: Notion provides all its tools for free, but this plan is limited to a maximum of 7 members in a workspace and comes with restricted storage capacity. For larger teams or those requiring additional features, paid subscriptions start at $10 per month.

Ayanza

Ayanza offers features for task coordination, information sharing, and communication optimization. Teams can create dedicated channels or groups to share important updates and keep everyone aligned. The workspace also allows users to track tasks, monitor progress, and organize workflows using boards and tables. Ayanza also includes an AI assistant to generate text and provide answers to questions.

Key Features:

• Text Generation.
• Task Management.
• Dashboards.
• Whiteboards.
• Kanban for task tracking.
• Tables for collecting data.
• Integrations with popular tools.
• Team Workspace.

Pricing: Ayanza’s free plan gives you access to all the core tools you need, but it’s limited to just 5 users. If your team is bigger, you can upgrade to a paid plan starting at $6 per user per month, which removes the user limit.

Otter AI

Otter AI helps to simplify the process of recording, transcribing, and summarizing meetings. It converts speech into text in real time, making it easier to capture and analyze important discussions. The platform integrates seamlessly with popular online meeting tools like Zoom and Google Meet. Additionally, Otter generates summaries, action items, and even email drafts based on meeting transcriptions.

The tool uses speaker identification technology to distinguish between participants, assigning unique labels to each speaker. This feature allows users to track conversations and identify who said what during the meeting.

Key Features:

• Real-Time Transcription.
• Meeting Summaries.
• Task and Email Drafting.
• Text Generation.
• Searchable Archives: Stores meeting transcripts in an organized and searchable format.
• Integrations with popular tools.
• Team Workspace.

Pricing: Otter AI offers a free Basic plan that includes 600 minutes of transcription per month, suitable for users with minimal or occasional needs. However, this plan allows only 3 file uploads, and if these uploads don’t utilize the full 300 minutes per file, the remaining minutes cannot be used elsewhere.

For users with more frequent transcription needs, the Premium plan is available for $16.99 per month, providing additional features and flexibility.

Fireflies AI

Fireflies AI acts as a meeting assistant that transcribes conversations and creates clear summaries, enabling you to stay engaged in discussions without the fear of missing key points. By uploading a video, the tool generates a time-stamped transcript, making it simple to turn the content into step-by-step instructions or even draft materials for a book.

A notable feature of Fireflies AI is its ability to extract tasks directly from meeting recordings, helping streamline follow-ups and create actionable to-do lists. Additionally, it functions as a collaborative platform where users can edit transcripts, share notes with their team, and collect feedback through comments and bookmarks.

Key features:

• Video Transcription.
• Meeting Summaries.
• Dashboards.
• Cut soundbites and add them to other videos.
• Leave notes and comments on recordings and notes.
• Integrate with Productivity Tools like Slack, Asana, and Trello to streamline task management.
• Search Notes.

Pricing: Free version allows you to upload up to 800 minutes of video for free. For regular use, consider a subscription starting at $10 per month.

Which AI Software to choose for project managemen

We’ve compiled all the services mentioned in this article into a single table to make it easier for you to compare and choose the right one.