I tried 9 AI project management tools to see if they’re worth it

Choosing the right AI project management tool can help teams save hundreds (even thousands) of dollars and hours per year. After all, there’s a reason HubSpot’s 2025 AI Trends for Marketers report found 67% of marketers plan to increase their investment in automation tools moving forward.

Download Now: The Annual State of Artificial Intelligence in 2025 [Free Report]

I‘ve managed projects across scrappy startups and agencies with over 50 team members to enterprises like Dell. And regardless of the company’s scale, I noticed a common problem: rapid growth without proper infrastructure.

Projects run late, managers are stressed about deliverables, and tasks fall through the cracks. AI project management tools can help avoid these pitfalls through effective tracking, accountability, and automation.

In this comprehensive review, I'll walk you through the top nine AI project management software (like HubSpot CRM) going into 2026, including detailed comparisons, pricing, and real-world testing results.

Table of Contents

• Executive Summary
• What does AI project management software do?
• How I Tested the Best AI Project Management Software
• 9 AI Project Management Software
• Frequently Asked Questions About AI Project Management

Executive Summary

AI project management tools use artificial intelligence to automate routine tasks, improve project visibility, and help teams work more efficiently. The best AI tools for project managers in 2025 offer features like smart task assignment, predictive analytics, and workflow automation saving teams time and money.

To choose the right tool, compare options based on team size, budget, and integration needs. Most solutions are easy to adopt, even for AI beginners. Ready to streamline your projects? Start with our comparison table or try HubSpot’s AI-powered product management features for free with Breeze.

What does AI project management software do?

AI project management tools go beyond simple task tracking. They leverage machine learning and predictive analytics to aid in prioritization, collaboration, and even execution. Let’s take a deeper look at some specifics.

Benefits of AI Project Management Tools

Task Automation

AI automatically generates tasks from project briefs, assigns them based on team capacity, and adjusts deadlines when priorities shift. Many tools include real-time risk detection that flags issues before they derail timelines. No more manual or unexpected shuffling of due dates.

It can also send emails, compile lists, update spreadsheets and contact records, and schedule and even recap meetings. The result? AI takes over the mundane aspects of project management, allowing you to focus on more creative, strategic, and relationship-based responsibilities.

Predictive Analytics

These tools analyze historical project data to forecast completion times, identify potential bottlenecks before they occur, and suggest resource adjustments to keep projects on track.

A great example of this is HubSpot’s lead scoring.

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This tool monitors your contacts and identifies and prioritizes the best leads with precise and AI-assisted engagement scoring.

Read: Lead Scoring Explained: How to Identify and Prioritize High-Quality Prospects

Reps can choose what criteria or activities increase a score (i.e., visiting a pricing page or downloading a price guide), but Breeze can also analyze past interactions of converted leads and offer recommendations to build more precise lead scores.

Teams can even set up an automated workflow to send an email notification to sales reps when a lead hits a particular score.

Intelligent Resource Allocation

AI project management tools can monitor team workload in real-time, preventing burnout by redistributing tasks and ensuring optimal resource allocation across multiple projects and opportunities.

Improved Productivity & ROI

The impact of AI on project management extends far beyond automation of daily tasks. In addition, it’s evaluation of your projects and contacts can help teams make more data-driven decisions with its advanced analysis and insights.

All of that adds up to moving faster and more cost-effectively, thereby increasing ROI.

So, which AI project management software should you choose? That depends on your team size, budget, industry, and specific needs. My tests are based on real-world scenarios to help you make the best decision.

How I Tested the Best AI Project Management Software

Since I work with multiple clients, I've used the vast majority of the project management tools in the industry at least once.

For instance, my enterprise clients (like HubSpot) use Asana for content management, so I'm very familiar with the interface. Similarly, Notion and Trello are popular choices among the agencies I work with.

Most tools have released new AI features in the last year, however which is what I was excited to try them out.

The Scenario

The scenario I chose is close to my actual life as a marketer. I tested each tool from the perspective of a remote marketing team that communicates asynchronously.

My AI project management software needed to track remote workflows effectively. All team members should have the ability to add comments, assign tasks, and update task status. The tool should also have an accountability system to keep projects moving.

Finally, I should be able to automate repetitive elements. For instance, marking a task complete and moving it to the appropriate list. Basically, anything repeatable should have the ability to be automated.

The end goal? Help the remote team work more efficiently in a central location.

Evaluation Criteria for AI Project Management Tools

When testing AI project management tools, I evaluated each platform across five key dimensions:

1. AI Capabilities (30% weight)

• Quality of task automation and intelligent suggestions
• Predictive analytics accuracy
• Natural language processing for queries and commands
• AI-powered insights and reporting

2. Ease of Use (25% weight)

• Intuitive interface and onboarding experience
• Learning curve for team adoption
• Mobile app functionality
• Overall user experience

3. Integration Ecosystem (20% weight)

• Native integrations with popular tools (Slack, Google Workspace, etc.)
• API flexibility for custom connections
• Data sync reliability

4. Value for Money (15% weight)

• Pricing transparency and scalability
• AI features included vs. add-on costs
• Free tier limitations

5. Team Collaboration Features (10% weight)

• Real-time updates and notifications
• Comment and feedback systems
• Permission management and security
• Clear task and subtask ownership and dependency tracking.

With that in mind, let’s look at how I tested these tools.

9 AI Project Management Software

Project management tools are worth every penny and will pay for themselves in productivity. But if you’re worried about budgets, plenty of brilliant free project management tools exist.

AI Project Management Tools Comparison at a Glance

Before diving into detailed reviews, here's a quick comparison of all nine tools I tested:

Tool	Best For	Key AI Features	Starting Price	Free Plan
HubSpot CRM	Service-focused Businesses	Lead Scoring, Email Automation, CRM updates	Free	✓ (Limited)
ClickUp	Complex projects & customization	Brain AI assistant, Autopilot agents	$7/user/month	✓ (Limited)
Trello	Small teams & simple workflows	Butler automation, AI power-ups	$5/user/month	✓ (10 users)
Notion	Knowledge management	AI writing, contextual Q&A	$10/user/month	✓ (Limited AI)
Asana	Traditional PM with AI boost	AI Studio workflows, smart suggestions	$10.99/user/month	✓ (10 users)
Monday	Enterprise complexity	Auto-assign, risk detection	$9/user/month	✓ (2 seats)
Basecamp	Large teams (20+)	Project visualization, performance tracking	$15/user/month	✓ (1 project)
Slack	Communication hub	AI search, thread summaries	$7.25/user/month	✓ (90 days)
Loom	Async video communication	Auto-editing, task extraction	$18/user/month	✓ (25 videos)

Prices shown are for annual billing. AI features may require additional subscriptions.

Here are my top nine recommendations for project management software with AI capabilities.

1. HubSpot Smart CRM

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HubSpot Smart CRM is an all-in-one customer relationship management platform that can double as a powerful project management solution with several of its features.

While traditionally known for sales and marketing, HubSpot has evolved into a comprehensive workspace where teams can track deals, manage tasks, automate workflows, and leverage AI to streamline operations.

How HubSpot Supported My Project Management

HubSpot transformed how I manage client projects by connecting every touchpoint in one system. From their marketing activities and client interactions to their service tickets, it could all be seen and managed from one place.

My Favorite HubSpot AI Features

HubSpot's AI capabilities, powered by Breeze AI, have streamlined the most time-consuming aspects of project management:

Task Management: The task dashboard became my command center, giving me a clear view of all to-dos, upcoming meetings, and contact details. I can create tasks directly from my Gmail and Outlook inbox, assign them to team members, and attach them to specific client records or deals.

Workflow Automation: For recurring projects, I set up automated sequences that create tasks, send deadline reminders, and move deals through pipeline stages. When a project milestone is reached, workflows automatically trigger the next set of actions without manual intervention.

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Reporting & Dashboards: I created customized dashboards that track team workload, project timelines, client engagement, and revenue forecasts in real-time. Instead of piecing together spreadsheets, I can instantly see which projects are at risk and where my team's capacity stands.

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HubSpot for Google Sheets: When importing data from Google Sheets, Breeze automatically analyzes column headers and suggests property mappings. Instead of manually matching dozens of fields, the system intelligently recognizes patterns and data types.

This turns what used to be an hour-long data migration process into a five-minute task. Also, the two-way sync means I can work in whichever tool makes sense for the task.

Breeze Copilot: Breeze Copilot is HubSpot's AI assistant that lives directly in your CRM workspace. I used it to:

• Ask questions like “What projects are behind schedule?” and get instant answers from my HubSpot data
• Generate progress summaries for stakeholders before client calls
• Identify bottlenecks across my pipeline by analyzing relationships between contacts, deals, and tasks
• Get contextual insights I might miss when manually reviewing data

It's like having a personal project analyst available 24/7.

Content Assistant: HubSpot's Content Assistant uses generative AI to draft emails, proposals, and project documentation directly within the platform. I rely on it for:

• Creating project updates and follow-up emails with the right tone
• Organizing raw meeting notes into structured action items and next steps
• Crafting personalized sequences for workflow automation
• Generating professional copy in a fraction of the time

This feature alone saved me hours each week when managing multiple client projects.

HubSpot Pricing

HubSpot operates on a freemium model with tiered pricing:

• Free: Basic task management, deals, contact management, and email integration for unlimited users
• Starter: $15/month per seat with automation and basic reporting
• Professional: $800/month for three seats with advanced workflows, custom dashboards, sequences, and Content Assistant
• Enterprise: $3,600/month for five seats with Breeze Copilot, advanced analytics, and custom objects

Best For

• Agencies, consultancies, and service-based businesses where project management and client relationships overlap
• Sales teams managing complex deal cycles who need automation and pipeline visibility
• Marketing teams connecting campaign performance directly to project outcomes
• Teams tracking the entire customer journey from lead to delivery in one place

2. ClickUp

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I’ve used ClickUp in the past, and back then, I didn’t find it too different from the other tools. However, it has recently gained popularity within my agency network. So, I decided to give it a shot, especially for its AI features.

ClickUp is cheaper than most tools on this list. It also has a handy calculator on its pricing page to estimate how much it’ll save you.

How I Discovered ClickUp

I first used ClickUp for a social media client. They ran their operations exclusively on ClickUp, so I had to learn the ropes. The overall experience was quite intuitive.

How ClickUp Supported My Project Management

I used ClickUp to coordinate between writers, designers, and founders and keep projects on track. Like Asana, ClickUp helps manage remote teams in different time zones via a card-based task interface. You also have personalized dashboards, goal and timesheet tracking, and more.

Overall, I find Clickup’s UI to be slightly better than Asana.

My Favorite AI Features

Note: All the AI features I’ve tested below are not available on free plans.

ClickUp Brain

Brain is ClickUp’s amazing built-in AI assistant. Honestly, I love both the name and the experience.

You can access Brain in two ways: either by tagging @brain in a task or directly in the “Brain” tab. After activating the AI assistant, you can use it for a variety of things, from task creation, help using ClickUp, generating images, deep research, and more.

I largely use Brain for quick briefs, images, meeting summaries, and creating custom autopilot agents (which we will talk about next).

ClickUp Autopilot Agents

Autopilot agents are another cool feature I found on ClickUp. Think of these as independent AI agents integrated into your project dashboard, acting on specific triggers. For instance, I created a custom agent for my hiring process using Brain.

My agent evaluates their qualifications and cover letters, and ranks the top candidates in order for me. Then, it creates a ClickUp task for each candidate interview with suggestions for interview dates, follow-ups, etc.

Pricing

• Get started for free, unlimited members and tasks with up to 60 MB in storage.
• Unlimited package is $7/user/month, paid annually.
• Business is $12/user/month, paid annually

AI features are add-ons at $9/member/month.

Best For

• Teams that want advanced AI features on a budget.
• Brands that want to customize their tracking system heavily.
• Complex project tracking.

3. Trello

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I’ve been using Trello for years now. As a content marketer, I find Trello to be the simplest project management tool to get started on. While I have tried other tools for specific use cases, I do use Trello quite regularly for small or one-off projects.

Trello organizes projects in workspaces, allowing you to create up to 10 boards in each workspace for free. Boards keep individual projects separate. For instance, if my company is launching a service while also building a product, I’d manage these two initiatives in separate boards to avoid confusion.

How I Discovered Trello

I got introduced to Trello during my first internship in 2018. The company used it to organize my two-month internship, assigning tasks for the week with checklists and deadlines. It completely changed how I perceived project management.

Fast forward to today, I’ve used Trello for multiple things: managing content, backend business operations, and even my to-do (and grocery) lists.

How Trello Supported My Project Management

I love Trello because it is simple. You have all the essential features, onboarding is straightforward, and the free package allows up to 10 workspace members per board. I don’t think Trello suits companies looking to scale, but it's perfect for small projects or teams.

Here’s the Trello system I used to manage the content pipeline of a website in the dog niche:

As you can see in the image, I have a list where I’ve templatized article outlines. If I needed to assign a new article, I simply head to the “outline structure” and press “create card from template.” This gives me a base to work from for the next card.

My Favorite AI Features

Butler Automation

I’ve used Butler extensively for Trello automation. You can create automated rule-based actions, custom buttons, and email reports via Butler. Here’s an example:

My rule assigns a checklist to each new article, adds the specific members responsible for it, and also sets a value for the custom field. At scale, this automation can save hours of work each week.

Trello’s “Suggestions” feature helps you identify more rules based on actions you take frequently on the board.

Power-Ups

A lot of the AI functionality in Trello is buried within power-ups. For instance, Zapier has a dedicated power-up for Trello. Another good one is Strategy AI, which helps you organize tasks based on business priorities.

But note: third-party and premium power-ups can include an add-on cost to your total subscription. It’s almost like signing up for a new SaaS tool to integrate with your management platform.

Pricing

Trello is one of the cheapest project management tools. Here are the costs (billed annually):

• Free plan (10 members per board).
• Standard is $5/user/month.
• Premium is $10/user/month.
• Enterprise is from $7.38/user/month to $17.50/user/month, depending on the number of seats.

Best For

• Small teams and projects (<10 members).
• Content management workflows.
• Social media management pipelines.
• Teams that don’t need advanced features like time tracking, detailed reporting, etc.

4. Notion

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I know many agencies and marketers who would swear by Notion. Personally, I find Notion’s learning curve somewhat challenging, and the interface is slightly laggy for me. However, I must say that Notion has some great organizational features, solid templates, and community resources.

For instance, I was very impressed by the Notion-based client onboarding workflow of an agency I collaborate with.

As you can see, the agency has organized each project phase as separate categories that link to this master page. There’s also an embedded walkthrough video.

How I Discovered Notion

I first came across Notion through a client a couple of years back. While I wasn’t a fan initially, it grew on me. I loved how I could select pre-made templates to simplify the setup process.

While I won’t choose Notion for simple task management or one-off projects, it is great for larger, complex projects, especially client-facing ones.

How Notion Supported My Project Management

I create a lot of content on Instagram about freelancing. Notion was incredibly helpful to organize my ideas and inspiration sources in one central hub.

I added other team members to the Notion workspace to help with the content strategy and execution. The calendar view was also super helpful for me to visualize our posting timeline.

Pro tip: If you want to add members to your Notion free plan without triggering charges, invite them as guests and disable the team spaces feature.

My Favorite AI Features

Ask Notion

Need to quickly catch up on a project you recently joined or figure out a specific Notion feature? Notion AI makes getting answers super easy via its chatbot.

Instead of spending hours combing through data, you can just prompt Notion AI to go through your project files and give you contextual answers. I frequently use this feature to compile progress reports, summarize deliverables, or get a bird’s-eye view of the overall project.

Write With Notion’s Generative AI

While I do prefer Claude’s chatbot over Notion for creative writing, I find Notion AI convenient for quick summaries and light research.

George Chasiotis, co-founder of Restartt, shared his experience with Notion AI with me:

“We use [Notion AI] to summarize meeting notes, generate quick proposals, and even draft follow-ups after strategy calls. I'll drop a client brief in, and Notion AI gives us a rough structure to build from; it saves me at least 30–40 minutes per doc.”

Pricing

• Free to get started. AI features are trial-only.
• Plus is $10/month/user, billed annually. AI features are trial-only.
• Business is $20/month/user, billed annually. AI features included.

Best For

• Social calendars.
• All in one hub for business documents.
• Onboarding flows.
• Knowledge-heavy project management.

5. Asana

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Asana is one of the oldest project management tools in this roundup. While it’s been around since 2008, I’ve recently started using it more consistently.

I turn to Asana for projects I can’t handle on Trello, but which don’t require a more robust solution like Notion or Monday. Asana has over 300+ integrations and connects seamlessly to just about any app (which makes sense given how long it’s been around).

How I Discovered Asana

Like I mentioned earlier, I was invited to Asana through HubSpot’s content management team. I was pretty impressed by how smoothly their remote operations ran on Asana. Asana made coordinating publishing times, editorial calendars, and keeping stakeholders aligned super simple.

That’s when I knew I had to try it for other clients.

How Asana Supported My Project Management

I use Asana when I have multiple stakeholders and complex tasks with dependencies. Asana has built-in dependency tracking and custom fields.

You can manage projects and tasks efficiently, and communications related to projects take place within the app. This functionality is ideal for longer-term projects where different team members dip in and out.

I also think Asana's timeline feature has the cleanest interface I’ve seen so far.

Another cool Asana feature is the ability to add goals and share them with other team members. You can create strategy maps, team goals, and personal goals.

My Favorite AI Features

Asana AI Studio

Asana AI studio helps you design custom AI workflows that take draining human tasks and automate them. Simply trigger a workflow after an action (like moving a card from one column to another), and Asana will do the rest.

Here’s what Phil Portman, CEO of Textdrip, told me about his Asana workflows:

“The AI Studio Basic feature has been especially useful. We now use it to automate repetitive workflows, like routing tasks based on priority or automatically assigning ownership based on workload. We've also started using custom work schedules to get a clearer picture of actual capacity across time zones.”

Pricing

• Individuals get started for free (up to 10 members per project).
• The starter package is $10.99/user/month, billed annually. Asana AI is available from this plan onwards.
• The advanced package is $24.99/user/month, billed annually.

Best For

• Traditional project management without customization.
• Small teams and individuals.

6. Monday

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Monday is an enterprise-grade project management tool used by Fortune 500 companies like Adobe and Hulu. Apart from project management, brands can also manage their Sales CRM on Monday.

If you have a complex project with multiple departments and layers, Monday’s robust interface might be the solution for you. Personally, I felt Monday’s features were a bit overwhelming.

How I Discovered Monday

I had heard of Monday in freelancer circles, but I tested it for the first time for this article.

How Monday Supported My Project Management

Monday’s core philosophy is simplicity, and honestly, I get it. If you’re trying to drive productivity across multiple departments, you want the focus to be on the work, not the tool.

Monday walks you through the entire process of setting up your project, priority, notes, etc. I’m not a huge fan of the overall interface, but you can’t deny that it works.

My Favorite AI Features

Product Power-Ups

This is one of Monday AI’s upcoming features.

Monday’s AI can auto-assign tasks to the right person based on project priorities, workloads, and skills. It can also help flag risks due to task ownership or timeline delay, giving project managers complete clarity on where they are at in the project.

Of course, I expect a bit of back and forth initially as you train the system and document everyone's skills. However, if executed right, it can be a great sidekick to a project manager.

Generative AI

Like other tools on this list, Monday also offers generative AI capabilities. It uses OpenAI’s APIs to power features like translations, summaries, sentiment analysis, summaries, and more. I find the output similar to that of Notion or ClickUp, so there isn’t much to write about.

Pricing

Monday’s pricing structure is more rigid than ClickUp and Asana, and if you add things like the sales CRM, the price (rightfully) increases. For this article, the prices below are for project management and AI features.

• Start for free with three boards and two seats.
• Basic is $9/month/user, billed annually (minimum three seats, so that’s $27 a month). 500 AI credits from this plan onwards.
• Standard is $12/month/user billed annually (minimum three seats, so that’s $36 a month).
• Pro is $19/month/user billed annually (minimum three seats, so that’s $57 a month).

Additional AI credits are available as add-ons for Standard, Pro, and Enterprise plans.

Best For

• Large enterprise teams with highly complex projects.
• Brands that want their project management, sales, dev, and service CRM in one familiar interface.

7. Basecamp

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Out of all the tools I tested, Basecamp had the most personality by far. Everything from the engaging copy to the amazing visuals pulled me in.

Basecamp is great for complex projects that generally require multiple channels of coordination. You get kanban boards (Asana/Trello style), Slack-like direct messaging, and Notion’s document handling capabilities, all in one tool.

I also like the price point of Basecamp. While the monthly price of $299 (annual billing) may be a sticker shock, it’s the most affordable option for teams of more than 57 people.

How I Discovered Basecamp

I hadn’t used Basecamp before this article, but I’m glad I got to test it out. It’s definitely a tool I’d recommend to larger teams. The onboarding process was smooth, and the sample project looked like I could get everything done in one place. I found the interface to be quite intuitive as well.

 

How Basecamp Supported My Project Management

I love how Basecamp has gamified the tracking process for tasks. This helps keep everyone on the same page and eliminates the need for check-ins to some level.

Another cool feature I see myself using is Lineup and Pings. I’ve always hated the constant switching between tasks and chats. So, if I can get people to stay active on Basecamp, that could streamline communication. Easier said than done, of course.

 

 

My Favorite AI Features

Project Visualization

Basecamp excels at using AI to visualize project completion and performance. With Basecamp’s Move the Needle and Mission Control and Hillchart feature, you can gauge a project's performance without manually piecing together all the details.

The project management tool will pull the data together and provide a warning for projects that are potentially “at risk” or “concerned.”

Pricing

• Free for one project.
• $15 a user per month.
• If you reach 20 members, you’ll benefit from the unlimited pro plan at $299 a month.

Best For

• Larger businesses with >20 employees.
• Brands that want a one-stop solution to handle internal comms and projects.

8. Slack

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Believe it or not, Slack has its uses in project management. While I’ve personally struggled a bit with Slack notifications, it’s helpful for catching a team member’s attention and getting things actioned ASAP.

I like Slack’s channel interface for organizing conversations. While other tools require separate boards or projects to control access, Slack offers built-in private channels, easy setup of group conversations, and handy integrations with other tools.

The downside? Slack can get expensive fast, especially if you want to collaborate with other organizations and have a large team. Free plans have a 90-day message limit, which means I can’t look up a past project. Slack Connect used to run up expenses significantly at my last organization.

How I Discovered Slack

Slack was the communication tool of choice at Dell, where I worked as a part of the development team. Additionally, when I started freelancing, I found that many business communities and courses use Slack communities.

 

How Slack Supported My Project Management

I treat Slack as the main communication hub that syncs into other project management tools or apps. So, for instance, if I am working on a website design project, I’ll create a private channel for the designer, copywriter, and product manager.

We’ll first break down the project into phases and create separate threads for discussing each phase. Once we’re aligned on the action items, I create tasks directly via Slack through the Trello or Asana integration.

My Favorite AI Features

AI Search

Out of Slack’s recent AI updates, like workflows and translations, my favorite is the search feature. Instead of just pulling up responses based on keywords, Slack AI behaves like a chatbot. It uses public conversations (not DMs) and shared files to give me a contextually relevant AI overview of the topic. I find it incredibly helpful for client deadlines and conversations.

Note: AI search is available only on the Business plan of Slack.

Thread Summaries

Like I mentioned earlier, Slack’s thread feature is great to tidy conversations within channels. While useful, threads can get messy; it’s like reading an entire email chain you didn’t need to be cc’d into.

That’s where Slack’s AI summaries help. It cuts through the noise and presents the important highlights and action items, in a digestible manner.

I spoke to Roy Andraos, the CEO of DataVLab, about how they use AI in Slack: “In Slack, we've integrated an AI summarizer (using a custom Zapier + GPT workflow) that automatically distills long internal feedback threads into concise summaries at the end of each day."

Pricing

• Free plans are available, but with a 90-day limit on messages.
• Pro plans are $7.25/user/month, billed annually.
• Business+ plans are $15/user/month, billed annually.

Best For

• Urgent, real-time communication on projects for teams of all sizes.
• Collaborate with other organizations, without adding them to your project management tool.

9. Loom

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Powered by Atlassian (the company behind Jira and Trello), Loom is an AI-powered video tool. The premise of Loom is simple: You can record videos with a selfie camera view and screenshare.

I find Loom to be a huge timesaver when I have to give feedback to my team or walk them through a new task. I’ve also seen other marketers use it to walk clients through dashboards or even YouTube tutorials.

In the interest of transparency, I must admit that Loom can get glitchy. I’ve experienced issues with the Chrome extension not opening the selfie video and videos not uploading. However, these bugs are usually temporary.

I’m also particularly excited about Loom’s plan to launch AI videos and avatars. I use Loom for outbound cold pitches, and AI could help me personalize at scale.

How I Discovered Loom

I discovered Loom when I was applying for a job about 3-4 years ago. The company wanted me to record an introduction video for a digital project manager position (I know, the irony!). Given that I was camera-conscious at the time, taking a selfie video was slightly difficult. However, after many takes, I finally got comfortable with it. I haven’t looked back since.

How Loom Supported My Project Management

As an introvert, I’m not a huge fan of meetings. Loom helps cut down the number of meetings, while getting the point across.

For instance, if I am onboarding a new team member, I use Loom videos for the “demo” part of my SOPs. Since onboarding is fairly repetitive across new hires, this cuts down hours of repetitive questions. Plus, new members can watch at their own pace, pause or rewatch if needed and take notes.

Now, I have Loom videos for most of my agency’s key processes: content reviews, educational modules, onboarding, and more.

Here’s a peek at my video library:

My Favorite AI Features

Video Editing

One of my favorite features about Loom is that it auto-enhances the video quality of shot videos. It cuts down noise and filler words to make the video more impactful and helps save time.

Plus, Loom AI auto-recommends an ideal speed to watch my videos on, so I don’t have to keep asking people to watch at 1.5x.

Summaries and Tasks

After I record a video, Loom AI automatically creates a video title, written summary, and timestamps for important sections of the video. It even highlights any tasks mentioned in my video, so that I can easily transfer them to our project management software or flag them for team members.

Basically, all the grunt work is done for me. I just have to cross-check the accuracy of the generated content and then ship the video.

Pricing

• Free for 25 videos (5 minutes each).
• $18/user/month for the Business Plan (without AI).
• $24/user/month for the Business + AI Plan.

Best For

• Asynchronous meetings.
• Screenshare videos.
• Training and educational videos.

Frequently Asked Questions About AI Project Management

Can AI replace project managers?

Not at all. AI actually complements project managers by handling data-driven tasks like scheduling, resource allocation, and progress tracking. This frees up PMs to focus on strategic planning, stakeholder relationships, and creative problem-solving — areas where human judgment remains irreplaceable. Plus, AI isn’t infallible. Even using it, it requires human oversight and review.

What's the best AI project management tool?

Based on my testing, ClickUp offers some of the most comprehensive AI features for the price, especially for teams wanting customization. However, you can get started with HubSpot for free and scale with it even into an enterprise. The “best” tool depends on your specific needs.

How much can AI project management tools save?

According to Reuters, a pilot by Google found workers could save 122 hours per year on administrative tasks by adopting AI tools. For a 10-person team, that translates to roughly 1220 hours in recovered productivity annually — over 30 40-hour work weeks. The tools themselves cost $1,000-$3,000 per year for small teams.

Do I need technical skills to use AI PM tools?

While this depends on the tool, for the most part, no technical skills are required. Modern AI project management tools are designed for everyday users. Most (especially those on my list) offer intuitive interfaces, and the AI features work behind the scenes.

So, are AI project management tools worth it?

Yes, AI project management tools are absolutely worth it — and I urge you to try them sooner rather than later.

If you‘re not using them, or if you’re using the tools but not the AI features, you're missing out and working harder than necessary. AI is a tool. Like a calculator makes math easier to do, the future of project management can only be aided and amplified by the help of AI.

My recommendations?

For small teams (under 10 people): Start with Trello‘s free plan and Butler automation. It’s simple, effective, and won't overwhelm your team.

For growing agencies: HubSpot’s Smart CRM offers the best balance of power and affordability.

For enterprises: Monday or Asana provide the structure and governance larger teams need, with AI that scales across departments.

Remember: AI won‘t replace project managers, but project managers using AI will replace those who don’t. Ready to get started with HubSpot? Start exploring the Smart CRM for free.

Editor's note: This post was originally published in February 2024 and has been updated for comprehensiveness.