AI for project management: Tools, best practices, and use cases for 2025
Hannah Wren
4 min read
Written by
Hannah Wren
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AI
In less than five years, 80% of project management tasks will be run by artificial intelligence (AI), according to Gartner.
But this isn’t a distant future—it’s happening now. Forward-thinking leaders are already using AI to track strategic initiatives in real time, prioritize high-impact work, and redirect human talent to where it drives the most value.
And the urgency is real: only 48% of projects succeed, according to the Project Management Institute. For the rest, that’s a costly drain on time, budget, and momentum. AI is changing the game—automating complex workflows, surfacing risks early, and giving stakeholders the visibility they need to stay agile and deliver better outcomes, faster.
Read on to learn how forward-thinking organizations are using AI in project management to stay ahead.
What is AI for project management?
AI for project management uses technologies like machine learning, natural language processing, and generative AI to automate admin work, surface real-time insights, allocate resources more effectively, simplify complex workflows, and even generate content. The result? Less busywork for project managers and more visibility for leaders across every project in their portfolio.
How AI is being used in project management: Top use cases
AI can add value at every stage of the project lifecycle. Here are a few high-impact ways it drives real results.
Automating status updates: AI can automatically send progress reports, reminders, or handoff notifications—keeping everyone aligned while saving team members from manual check-ins.
Identifying risks early: By analyzing historical data and current project trends, AI flags potential delays, budget overruns, or resource constraints before they escalate.
Generating project documentation: AI can draft project briefs, meeting note summaries, and task descriptions—saving time and improving consistency across teams.
Improving resource allocation: AI helps assign the right people to the right tasks by analyzing team capacity, skills, and availability in real time.
Providing real-time insights: AI surfaces key metrics, bottlenecks, and trends in your project portfolio, so leaders can quickly see what needs attention.
Supporting strategic decision-making: With predictive analytics, AI helps project managers and business leaders prioritize work based on impact, feasibility, and risk.
Enabling smarter collaboration: AI-powered project management software beats static spreadsheets by enabling real-time collaboration and live updates—so everyone stays aligned. And with built-in integrations for tools like Jira, Slack, and Gmail, it simplifies communication and unifies teamwork across systems.
Instantly summarizing meetings, action items, project updates, stakeholder feedback, and research—turning messy information into clear, actionable insights. For example, with Airtable AI, you can automatically generate recaps, surface key tasks, and extract patterns from project data to speed up reporting and keep teams aligned.
Automatically categorizing, labeling, and segmenting project data—making it easier to organize information, filter tasks, and prioritize work. With Airtable AI, you can even train models to group tasks by urgency, tag issues by type, and keep complex projects streamlined and searchable.
Benefits of AI in project management
A Capterra study found that 90% of project managers saw a positive ROI from AI in just one year. It’s already helping these teams move faster, scale smarter, and drive better outcomes. Here are three high-impact ways to start seeing results:
1. Boost productivity and efficiency
63% of project managers say AI has significantly increased productivity, according to Capterra. By automating repetitive tasks and streamlining workflows, AI frees team members to focus on high-value work—accelerating timelines and maximizing resources.
2. Elevate the role of the project manager
AI isn’t replacing project managers—it’s unlocking new opportunities for them. With less time spent on admin, PMs can build their leadership skills and focus on more strategic project planning while also guiding how AI is used to drive better outcomes.
3. Get real-time visibility across your entire project portfolio
The benefits of AI in project management go beyond the project management office (PMO). AI provides leaders with a live, bird’s-eye view of every initiative across the business. With instant insights into progress, blockers, and resource allocation, they can intervene quickly, prioritize effectively, and keep projects aligned with strategic goals.
Types of AI tools for project management
AI tools are reshaping project management—from streamlining execution to surfacing smarter insights. While some focus on specific tasks like content generation or scheduling, the most powerful platforms combine multiple AI capabilities to automate work across the entire project lifecycle. Here are a few key types of AI tools driving impact today:
1. Project assistants
AI-powered assistants are evolving beyond simple chatbots and generic co-pilots—and Airtable Assistant is leading the way. It works with the full context of your data, workflows, and business logic. That means it can summarize briefs, flag blockers, answer team questions, and make smarter recommendations—because it understands how your work connects.
2. Document analysis tools
A project manager could use AI document analysis to quickly scan, summarize, and extract key information from project documents like proposals, contracts, meeting notes, or status reports. Instead of manually reviewing piles of paperwork, AI can highlight action items, risks, deadlines, and decision points—giving the project manager instant visibility into critical details. It helps them save time, catch inconsistencies early, and ensure that important insights don’t slip through the cracks
3. Internet research tools
Project managers can use AI web and internet research tools to quickly gather information on vendors, market trends, competitor projects, regulatory updates, or best practices—without spending hours manually searching. AI tools can scan thousands of sources, summarize key findings, and even flag relevant insights based on the project’s goals. This helps project managers make faster, better-informed decisions and stay ahead of risks or opportunities.
4. Risk management tools
AI can identify risks before they derail progress by analyzing timelines, budgets, and dependencies. It flags delays, scope creep, and resource constraints early—so teams can course-correct with confidence
5. Workflow automation
AI keeps projects moving by automating repetitive task management action items like status updates, handoffs, and notifications. For example, it can instantly send a Slack or email when content is ready for review or a deliverable hits the next stage.
AI can also automatically route data to the right person, project, or team—reducing manual work, minimizing errors, and keeping information flowing smoothly across tasks and teams.
6. Data analysis and insights
AI transforms mountains of project data into actionable insights in seconds—giving teams real-time visibility into the project roadmap and flagging when execution drifts from strategy. From spotting performance trends to uncovering hidden blockers, it empowers stakeholders to make faster, smarter decisions backed by data.
7. Content automation and AI-generated visuals
AI can streamline marketing project management by handling content-heavy tasks within your project workflow. Whether you’re launching a campaign, updating internal documentation, or managing stakeholder communications, AI can draft copy, generate visuals, and localize materials—reducing turnaround time and keeping projects on schedule.
8. Customer insights
AI helps project managers and product leads turn feedback into action. By analyzing customer input and competitor data, AI surfaces trends that can shape priorities, inform roadmap decisions, and ensure that each project is grounded in real needs—not just assumptions.
9. No-code app builders
A no-code app builder lets teams create custom project management tools—no coding required. Got a pain point in your planning process? AI-powered builders make it easy to design your own app to solve it, fast.
Take Airtable’s AI-powered Cobuilder: just describe what you need in plain language, and it automatically generates a tailored app with the right fields, views, and structure. Project managers can instantly spin up trackers for better task management, deadlines, and team assignments—cutting setup time and accelerating collaboration.
Best practices for AI project management
Based on our experience supporting project teams with AI adoption, here are a few best practices to set you up for project success.
1. Get buy-in from your project managers
AI project management tools won’t deliver value if your project managers don’t actually use them. Involve project managers early—ask where they’re spending the most time, what tasks slow them down, and where processes feel clunky. Use their input to identify high-impact opportunities for AI.
To drive adoption, position AI as a career growth opportunity—not a threat. Provide hands-on training, highlight how it frees them up for higher-value work, and empower them to lead the AI rollout. Keep the feedback loop open so the tools evolve alongside your team’s real-world needs.
2. Pilot a few use cases at a time
Start with one or two high-impact use cases to build early momentum. A pilot approach gives you quick wins, real-world insights, and the chance to fine-tune your approach before rolling it out at scale.
Two great starting points: AI assistants that analyze your project data to answer status questions, flag project risks, and optimize planning—and workflow automations that handle repetitive tasks like triggering updates or routing deliverables to the right team.
3. Prioritize security from the start
Bring your IT and security teams into the conversation early. Choose AI tools with enterprise-grade protections, clear compliance protocols, and data transparency. Trust is non-negotiable—especially when sensitive business data is involved.
4. Jumpstart with a prebuilt template
Don’t start from scratch—use a prebuilt project management template with AI already built in. Project planning templates help teams get up and running faster, with ready-to-go workflows, smart fields, and automation baked in—so you can see results right away.
AI project management template
How to choose the best AI project management software
Not all AI tools for project management are created equal. Use this checklist to find the right fit for your team and goals.
1. Look for tools that are easy to use and quick to set up
The best AI tools shouldn’t require a team of engineers to get started. Prioritize no-code platforms that come pre-trained with useful capabilities—like automated status updates or risk detection—so your team can start seeing value on day one.
Even better, the AI should help you get started. In Airtable, for example, you can describe your workflow in plain language, and AI will generate a setup tailored to your needs.
2. Make sure it can scale across your entire portfolio
Don’t settle for point solutions. Choose AI software that supports cross-functional work, handles multiple projects at once, and grows with your business—so you’re not stuck managing different tools for different teams.
3. Find AI that can be embedded in your data and workflows
Generic AI won't cut it. Look for tools that can embed directly into your data, workflows, and domain-specific needs. For example, Airtable’s AI Assistant doesn’t just surface insights—it analyzes your unique project data to deliver answers in context, helping your team move faster and make smarter decisions.
4. Choose something that’s customizable
Every team works differently. Pick AI software that adapts to your processes, not the other way around. Whether that means tailoring dashboards, adjusting prompts, or integrating with your existing tools, flexibility is key to driving real impact.
How Airtable AI is transforming project management
With Airtable AI, you can automate repetitive tasks like drafting updates, summarizing notes, and routing data—without any code required. It gives teams real-time insights into project status, potential risks, and resource allocation, helping leaders make smarter, faster decisions. And with flexible AI fields and customizable workflows, Airtable scales across departments and project types, making it easier to manage everything from strategic initiatives to day-to-day execution.
Unlock the power of Airtable AI
FAQ
AI for project management: Frequently asked questions
Yes—AI is rapidly becoming a core part of how projects are planned, tracked, and executed. It helps teams hit key milestones by automating busywork, surfacing real-time insights, and giving project managers more time to focus on strategy, leadership, and project outcomes.
The best AI project management software depends on your team’s needs, but look for platforms that are easy to use, scalable, and customizable—like Airtable, which combines AI features with flexible workflows and powerful automations. Tools that integrate with your existing tech stack and don’t require heavy setup will drive faster adoption and impact.
Common challenges include low adoption due to lack of training, concerns about job displacement, and data privacy or security risks. These issues can impact project success rates if not addressed early. Solving them requires transparent communication, proper onboarding, and choosing tools with strong governance and security standards.
Airtable goes beyond tasks and timelines. While tools like Asana, ClickUp, and Trello focus primarily on project and task tracking, Airtable gives teams a flexible, relational database that can structure any type of business data—assets, campaigns, resources, approvals, and more. That means you can manage projects and the broader workflows they connect to. Start with project management, then scale to support cross-functional processes across marketing, product, operations, and beyond.
