Being a project manager is not just about planning tasks and keeping track of deadlines. This role also involves communicating, often across different time zones, documenting, analyzing, collecting feedback, motivating the team, and maintaining client attention. These tasks are important, but they often feel repetitive and take away energy from solvingthe real problems that help projects progress.
AI tools are starting to automate many of these routine tasks. These tools can listen in on meetings, structure the notes, and produce coherent summaries. They can generate status updates in minutes instead of hours. They can spot dependencies and potential risks, and even sift through emails, documents, and Slack threads to surface the relevant information exactly when it’s needed. In other words, they act like a highly efficient, always-on assistant that ensures nothing falls through the cracks.
In this article, we’ve put together a practical overview of these AI helpers — the tools that aren’t just marketing fluff, but are already being used to make project management more efficient.
To start with, there are "core" project management tools like Jira, Asana, or Monday, which now have embedded AI features. But the AI ecosystem for project managers has become much wider than task tracking, and there are numerous supplementary AI tools that assist with documentation, analysis, taking notes, summarizing meetings, and assisting with communication.
Today, some of the most popular PM tools with AI functionality are:
Core task-tracking + PM platforms with AI features: Jira + Atlassian Intelligence, Asana Intelligence or Monday AI
AI Meetings: Gemini for Google Meet, Otter.
AI for information analysis, reporting: NotebookLM, ChatGPT
AI for communication: Slack AI
AI for documentation: Confluence AI, Notion AI.
Now, let’s discuss what these tools are about in more detail.
1. Jira (Atlassian Intelligence)
Purpose: Core task-tracking tool in software development
Jira, one of the most popular project management tools in IT, now features AI for even greater efficiency. It integrated AI not as an add-on, but as a "cognitive layer" within the Atlassian ecosystem. Thanks to AI, Jira automatically creates tasks, tracks team progress, and offers recommendations for work optimization. For example, when you start a new project, Jira automatically analyzes team roles and competencies and then distributes tasks accordingly. It also provides statistical data on progress, allowing you to quickly identify issues and avoid delays. The AI assistant can summarize discussions in the comments, suggest priorities, and even recommend tags and epics. It makes Jira the ideal choice for those looking to fully automate project management processes and improve productivity.
AI functionality: Atlassian Intelligence assists in writing user stories, generating task descriptions, and creating automated reports.
2. Asana
Purpose: A Tool to coordinate cross-functional teams, plan projects and tasks, manage workflows, and track progress and goals.
Asana, a leading project management tool, is often used in addition to Jira, especially when PMs need smart recommendations and goal-focused management beyond task tracking. Using AI, Asana can automatically analyze team workloads, deadlines, and task volumes, assigning them to the appropriate team members. For instance, Asana can automatically assign tasks based on each team member's current availability, helping to save time required for manual planning of these activities. Say, if one tester completes their task early, Asana can reassign the new task to them, thereby increasing team productivity. By automating task assignments, Asana allows project managers to focus more on strategic planning and project monitoring, rather than routine tasks.
AI-functionality: The tool can automatically summarize tasks and comments. It also helps formulate and track goals based on the project context - AI can suggest next steps or detect duplicate tasks. Additionally, an AI Assistant is available to help analyze progress and create reports.
3. Monday.com
Purpose: Universal platform for visualization and coordination of projects at the level of the entire organization.
Monday.com is an alternative to Asana project management tool that is also often used along with Jira, but focuses on visual boards and process flexibility. It allows project managers to easily coordinate and visualize multiple projects simultaneously at the level of the entire organization. The tool enables PMs to create separate workspaces for each project, where they can assign tasks, track progress, and receive automated reports. For example, if one project requires more resources, Monday.com can redirect resources from another project without requiring intervention. Monday AI is a set of AI-powered features built directly into the Monday.com platform. Using AI, Monday.com offers intelligent solutions for task prioritization, resource optimization, and work planning. This tool is particularly convenient for those managing large teams or multiple projects, as it enables automatic task updates and provides change notifications.
AI-functionality: Monday AI can generate tasks and descriptions from text inputs, summarize updates, provide ready-made templates with tips from AI, and assist with prioritization and resource planning. It also assists with risk analysis by flagging potential delays or bottlenecks.
Purpose: Conducting video meetings and capturing, organizing, and summarizing meeting content. Access requires Google Workspace Business/Enterprise.
Gemini is ideal for project managers coordinating distributed teams and reducing manual note-taking. It can identify who said what, organize discussion topics, and provide follow-up reminders. Gemini also assists in linking decisions and action items to project management tools, ensuring meeting outputs are actionable rather than just documented. Once a meeting finishes, Gemini automatically creates a Google Doc with the notes and summary. Then it emails it to the organizer and the user who activated Gemini during the call. It means PMs don’t have to manually write up or distribute meeting notes—the recap arrives in their inbox ready to share, reference, or track tasks. By automating transcription, summaries, and action item extraction, Gemini allows PMs to focus on facilitating discussions and driving project outcomes rather than spending time on administrative follow-ups.
AI-functionality: Gemini joins Google Meet calls to transcribe meetings, create notes in real time, highlight key points, make summaries, and determine action items. It can automatically email recaps and provide live translations.
5. Otter.ai
Purpose: Transcription, note-taking, and meeting summarization across multiple platforms, including Zoom, Teams, and in-person meetings.
Otter.ai is ideal for project managers who need to capture discussions from diverse meeting platforms, keep searchable records, and share actionable notes across distributed teams. Unlike Gemini, it is not tied to Google Meet, so it provides flexibility when teams use multiple conferencing tools. If your team is using Zoom, Teams, or hybrid meetings, Otter.ai can take transcriptions and notes almost anywhere. It allows creating collaborative spaces for teams where members can add, comment, and edit notes, which is useful if not everyone works in Google Workspace. PMs can rely on Otter to automatically track decisions and assign follow-ups, reducing time spent manually documenting meetings. Notes and summaries can be exported to PDFs, Word, or integrated with Slack, Dropbox, and other tools. It also offers a free plan (with a time limit on transcriptions), while Gemini requires Workspace or Google One AI Premium. Useful for PMs who manage hybrid or multi-tool teams.
AI-functionality: Otter.ai automatically records meetings, transcribes speech in real time, highlights key points, and generates summaries. It can detect speakers, create action items, and allow collaboration on notes within shared folders.
6. NotebookLM from Google
Purpose: An AI assistant for collecting, structuring, and analyzing project documents and materials.
NotebookLM is ideal for project managers who need to quickly consolidate information from different teams, prepare reports and roadmaps, create reference materials, share knowledge with a distributed team, and ensure that data support decisions and conclusions. NotebookLM supports uploading various sources, including Google Docs, Slides, PDFs, URLs, and audio files. The tool "reads" and analyzes them, highlights key points, structures the information, and transforms uploaded documents, presentations, links, and audio into summaries, reports, and plans. It is possible to interact with it almost like a chatbot: ask questions about the content of the uploaded materials. For example, you could ask, "What are the main risks in this project?" or "Create a brief plan based on these documents." NotebookLM responds based on the uploaded sources and may indicate the source of the information. In other words, it's like a personal knowledge management assistant: it doesn't do all the work for you, but helps reduce manual documentation work, note-taking, and searching for the information you need. Data remains private and secure, and responses are provided with source citations.
AI functionality: The tool analyzes materials, highlights key points, generates summaries and reports, and allows asking questions about uploaded materials in the chat interface. Built-in "Discover Sources" and AI reviews help PMs find additional relevant materials, create structured notes, and prepare documentation with minimal manual input.
7. ChatGPT
Purpose: AI assistant for content generation, information summarization, drafting reports, planning and documentation.
ChatGPT is one of the most popular and recognizable AI tools, and project managers use it as well. It helps generate reports and improve team communication. This tool can read project management data and automatically generate texts for use in weekly reports, project status updates, and other important documents. With ChatGPT, PMs can quickly generate responses to team or client questions, saving time on communication. For instance, instead of manually compiling a report, project managers can use ChatGPT to automatically create a report based on the entered project progress data - ChatGPT can generate a report summarizing key achievements, current status, and plans for the next stage—all ready in minutes. ChatGPT frees project managers from the routine task of reporting, allowing them to focus on more strategic tasks.
AI Functionality: ChatGPT is a manifestation of AI itself. Unlike tools tied to specific platforms, it’s flexible and can be used wherever PMs need support— on Slack, email, internal docs, or personal notes. It can draft emails, status reports, meeting summaries, and task descriptions. It can help break down complex projects into actionable steps, create checklists, and answer questions based on uploaded documentation or context you provide. It can also provide creative solutions, suggestions for workflow optimization, and guidance on project communications.
8. Slack AI
Purpose: A Communication, collaboration, and coordination hub for project teams that helps centralize all discussions, updates, and files in one workspace.
Slack is a corporate messaging app that enables teams to communicate, coordinate tasks, and resolve issues quickly. It's widely used by project managers, developers, designers, and cross-functional teams to streamline daily communication and connect all work tools in one space. Slack integrates with thousands of apps, including Google Drive, Jira, Asana, Trello, GitHub, and Notion, making it a hub for project coordination. All chats, files, reminders, and updates are in one place.
AI functionality: In 2024, Slack introduced Slack AI, a built-in artificial intelligence functionality. It helps manage information within work channels by generating summaries of lengthy conversations, identifying key decisions and action items, and offering context-aware search that allows users to ask natural-language questions, such as "What did the design team decide yesterday?" and receive precise answers. In this way, the tool helps PMs save time on message review and context gathering, ensuring that no critical information or decision gets lost in busy team channels.
9. Сonfluence (Atlassian Intelligence)
Purpose: a space for storing, documenting, and collaboratively editing information within the team. PMs use it for project plans, status updates, requirements, and strategic notes.
Confluence is a documentation and collaboration platform created by Atlassian, the same company behind Jira. If Jira is about tasks, sprints, and statuses, then Confluence is about all the supporting information: project plans, requirements, reports, decisions, and even postmortems. PM uses Confluence for creating and storing documentation such as project charters, goals, roadmaps, release notes, reports, processes, etc. PMs can assign tasks to analysts, designers, and developers directly through documents, leaving comments and mentions. It serves as a knowledge base—a PM and team create a section with templates, best practices, and internal guides. Integration with Jira is a key feature. Jira tickets, statuses, sprint reports, etc., can be inserted directly into the document.
AI functionality: Atlassian recently added Atlassian Intelligence, and similarly to Jira, it's now also built into Confluence itself. It writes, summarizes, analyzes, and helps search information across the entire knowledge base. In other words, Confluence has transformed from a simple "wiki" into an intelligent assistant for team knowledge management.
10. Notion AI
Purpose: A platform for documentation, knowledge management, and project planning. PMs use it to keep notes, organize databases, manage kanban boards, calendars, and reminders—all in one workspace. It’s often used in addition to Confluence by teams that want more flexible, all-in-one workspaces.
Notion AI is a powerful tool for IT Project Managers that helps organize and store all necessary project information in one place. It can be used to create knowledge bases, automate notes, and track progress in real time. Unlike Confluence, which is often a company standard for documentation, Notion can be used in addition to prove flexibility in managing notes, plans, and ad-hoc documentation without switching between platforms. Thanks to its AI capabilities, Notion AI can quickly find the necessary data, create meeting notes, and generate ideas for new projects based on existing information. For example, it can analyze the document with risk recommendations, and quickly highlight the most important points for further discussion.
AI-functionality: Notion AI can generate project plans, summarize meeting notes, create tasks, and even mind maps from existing documentation. It can categorize files, highlight key points, suggest next steps, and even generate ideas for new projects based on uploaded data. Essentially, it’s a mix of note-taking, task management, and an AI assistant in one workspace that helps PMs save time and maintain clarity across multiple projects. PMs can spend less time hunting for info and more time actually moving projects forward.
Choosing AI Tools for Project Managers: Key Considerations
The tools mentioned in our blog are not alternatives but the whole environment of different-purpose AI tools, and can be used in combination and complement each other. At the same time, it is important to remember that permission for tool usage is usually regulated by corporate IT. Even the most powerful AI tool is useless if its use isn't permitted by company policies. Any "bypass" use can lead to data security issues, so before implementing new tools, it is necessary to check internal policies.
Integrations with project management platforms are equally important. Even if an AI tool isn't perfect, the ability to easily connect it to existing workflows makes it significantly more useful. The success of AI implementation depends on how well the tool fits the team's real processes, not on expectations of a "magic button." The main takeaway: there's no one-size-fits-all tool. So first you need to define your goal, and only then consider which software is best suited to achieve it.
Bottom Line
AI tools for IT project managers are changing the way teams work — streamlining workflows, saving time, and boosting efficiency. Each tool we covered brings unique features: automating routine tasks, tracking deadlines, and keeping communication reliable. They free PMs to focus on strategy instead of busywork, increasing the likelihood of project success. But remember: AI isn’t magic. But it is important to remember that efficient project delivery and the best results come from combining smart technology with human judgment, context, and communication.
FAQ
Can AI replace project managers?
AI supports project managers by automating routine tasks and providing insights, but human decision-making and contextual judgment remain essential.
Which AI tools are most useful for project management?
Tools with built-in AI functionality, like Jira, Asana, and Monday — for task management. Gemini, Otter.ai — for meeting transcription and summaries. NotebookLM, ChatGPT — for information analysis and reporting. Slack AI — for communication. Confluence AI, Notion AI — for documentation and knowledge management.
Do I need to replace my current PM tool (Jira, Asana, etc.) to use AI?
Most AI features are built-in upgrades, such as Atlassian Intelligence in Jira/Confluence, Asana Intelligence, and Monday AI. So no migration is required.
Do supplementary AI tools integrate with existing PM platforms?
Many AI solutions integrate with Jira, Asana, Trello, Slack, and other platforms that helps maintain workflow continuity.
Will AI immediately improve productivity?
AI reduces repetitive tasks from the outset, but achieving optimal results requires proper workflow integration and team adoption.
Are AI tools suitable for all projects?
AI is most effective for collaborative, documentation-heavy projects that require frequent communication and data analysis.
Is technical expertise required to use AI PM tools?
Most tools are designed for ease of use, though some setup or integration may require IT support.
How do I choose the right AI tool?
Start by defining your workflow pain points. Then select tools that fit your team’s processes and integrate with your existing platforms — there’s no one-size-fits-all solution. Don’t forget to check compliance with company IT policies before implementation.
