If you're anything like me, you're always on the hunt for tools that can help you get more done in less time.
Today we're reviewing 5 of the best AI project management tools.
These tools are like having a super-smart assistant by your side, helping you streamline your workflows, automate tedious tasks, and generally make your life easier.
So let's get cracking!
The best AI project management tools
- Motion for seamless time management, AI-powered automation, and maximum visibility into team workload capacity
- Asana for AI-assisted goal setting and project creation
- ClickUp for teams looking for powerful automations and customization
- Trello for visual thinkers who love Kanban boards and AI-powered content generation
- Notion for teams that want integrated AI writing and Q&A features
How we evaluated these tools (& you should too)
AI project management tools come packed with features that support every stage of project planning, execution, and monitoring.
Here are a few key features to look for:
- Task automation - AI tools that can automatically generate tasks, assign them to team members, and reschedule tasks based on your workload can save you a ton of time and headaches.
- Project planning - Some AI tools can actually help you plan out entire projects, breaking them down into actionable steps and identifying potential risks or bottlenecks.
- Integration - The best AI project management tools will integrate effortlessly with the other apps and services you already use to create a smooth and cohesive workflow.
- User experience - If a tool is clunky or confusing to use, you're probably not going to stick with it for long. Look for intuitive interfaces and thoughtful design.
The best AI tools for project management at a glance
Best AI project management tool for AI-powered automation, and maximum visibility into team workload capacity
Motion
Standout features
- Visibility into team workload capacity to prevent overallocation
- AI-powered time management and task scheduling
- Automatically schedules tasks based on priorities, deadlines, and availability
- Syncs all your work into one unified calendar view with Gantt, list, and Kanban options
What I liked
Having experience on both large and small teams, I can say—Motion is transformative.
This clever tool strips away hundreds of hours of project management and coordination.
It combines your calendar, to-do list, and project management into one streamlined workspace.
Never again do you have to ask, "When will XYZ be done?" because that is exactly what Motion shows you.
You know that feeling when your team is swamped with tasks, deadlines are approaching, and everyone's drowning in work?
We've all been there.
Motion eliminates that chaos.
The best part is how easily it integrates into your existing workflow, so you're not jumping between a million different apps. And the AI scheduling capabilities? Genius!
It intelligently organizes team tasks based on availability and priorities. No more constant reshuffling or playing project Tetris.
I also love how Motion gives you visibility into team capacity.
Let's say a manager assigns 30 hours of new work to someone who already has 20 hours on their plate, but only 40 hours of actual capacity that week.
❌ Without Motion, you'd have no clue they're overbooked until it's too late.
🤩 With Motion, you can see that conflict coming and negotiate priorities before everything derails.
Here's what sets Motion apart though: Motion tells you exactly what each person should work on daily to meet deadlines.
Most project managers just give you a massive to-do list, but don't actually prioritize what needs to get done first.
With Motion's smart prioritization and planning, you can confidently assign the right tasks in the right order to meet deadlines.
No more late nights, feeling like you're constantly grinding but never catching up.
When you can clearly see what's important and urgent, your team focuses on the right work.
What I disliked
While Motion ticks a lot of boxes for teams under 100 people, it may not have enough firepower for larger, more complex operations.
Advanced reporting, resource management, and granular permissions are a bit lacking compared to enterprise-grade tools.
But for teams of up to 100 people, Motion is an absolute gem.
It's affordable, easy to use, and makes staying organized a total breeze.
How Efficient App uses Motion for project management
There are tons of project management apps out there, and it's hard to know which one to trust.
Every company wants to put their best foot forward, and content like this can be incredibly biased.
We're not here to blow smoke. That's why we're letting Efficient App do the talking.
Check out the video below to see how their team uses Motion to streamline their workflows and crush deadlines like nobody's business 👇
Best for AI-assisted goal setting and project creation
Asana
Standout features
- AI-powered task summaries and status updates
- Automated workflow builder
- AI-assisted goal setting and project creation
What I liked
Asana is a solid project management tool with some neat AI capabilities.
Its AI features can generate detailed task summaries and status updates, giving you a helpful starting point without having to manually keep track of everything yourself.
The workflow builder also lets you automate entire processes with relative ease.
But here's the part I find really cool—the AI-assisted goal setting and project creation.
Just tell Asana what you're trying to achieve, and it'll help you break it down into actionable steps and tasks.
It's like having a friendly strategic planning buddy by your side!
While Asana's AI tools are handy for generating ideas and content, they can't actually improve your processes or manage projects for you.
Think of the AI as a knowledgeable assistant that can help you brainstorm and organize your thoughts, but you're still the one calling the shots and doing the real work.
What I disliked
While Asana's AI features are solid, the tool itself is a bit of a jack of all trades, master of none.
It doesn't really excel in any one area, which can be a downside if you're looking for a specialized solution.
The interface can also be a bit overwhelming for new users, with a bit of a learning curve.
If you're looking for something more straightforward, you might want to consider some of the other options on this list.
Best for teams looking for powerful automations and customization
ClickUp
Standout features
- AI-powered task automation and intelligent suggestions
- Natural language workflow builder that understands plain English
- AI writing assistant for creating and editing content
What I liked
ClickUp is like the Swiss Army knife of AI project management tools.
It's packed with features like AI-generated subtasks, natural language automation builders, and even AI-powered content creation and editing.
If you're a solopreneur or freelancer who wears a lot of hats, ClickUp can be a real lifesaver.
One of my favorite things about ClickUp is how easy it is to build automations using natural language.
Just tell the AI what you want it to do, and it'll handle the rest. No more fiddling with complex rules or code!
What I disliked
With all those features, ClickUp can be a bit overwhelming at first.
There's definitely a learning curve, and you might find yourself spending more time than you'd like just figuring out how to use all the bells and whistles.
It's also not the most budget-friendly option, especially for larger teams.
Best Kanban-style visual project management
Trello
Standout features
- Classic Kanban boards for visual workflow management
- Calendar, timeline, dashboard views for high-level overviews
- AI content generation, summarization, and writing assistance
What I liked
If you're a visual learner like me, you're going to love Trello's Kanban-style boards.
They make it super easy to see what's in progress, what's coming up, and what's been completed at a glance.
Plus, with Trello's AI-powered content generation and brainstorming features, you'll never be at a loss for ideas or content.
And if you're looking to take your automation to the next level, Trello integrates seamlessly with Zapier, giving you access to a whole world of advanced automation possibilities.
What I disliked
While Trello is great for basic project management and task tracking, it can feel a bit limited if you're working on more complex projects.
It lacks some of the advanced features you'll find in tools like Motion, Asana or ClickUp, like Gantt charts or resource management.
It's also worth noting that the AI features are currently only available in the Premium and Enterprise plans, which can get pricey for larger teams.
Best for teams that want integrated AI writing and Q&A features
Notion
Standout features
- AI writing assistance for notes, summaries, and brainstorming
- AI-powered Q&A for quick information retrieval
- Flexible workspace customization
What I liked
Notion is a bit of a dark horse in the AI project management space, but it's definitely one to watch.
Its AI writing assistance features are seamlessly integrated into the workspace, so you can quickly generate notes, summaries, or even brainstorm ideas without ever leaving the app.
But what really sets Notion apart is its AI-powered Q&A feature.
Just ask it a question, and it'll scour your entire workspace to find the most relevant information.
What I disliked
While Notion's AI features are impressive, they do come at a cost – literally.
The AI add-on is an extra $10 per user per month on top of your regular Notion subscription.
And if you want to give your whole team access to the AI features, you'll need to purchase the add-on for your entire workspace.
Additionally, Notion's AI features can be a bit limited compared to some of the other tools on this list, especially when it comes to task automation and project planning.
The bottom line: Motion wins
There's no such thing as a perfect AI project management tool—it all comes down to finding the one that best fits your needs and workflow.
But whether you're a solopreneur looking to simplify your processes or part of a larger team that needs advanced automation and planning features, there's an AI-powered solution out there for you.
If you're ready to stop drowning in tasks and start crushing your goals, give Motion a try.
Motion offers a 7-day free trial, so you've got nothing to lose except your constant state of overwhelm.
Once you experience the magic of Motion, you'll wonder how you ever lived without it.
