AI based project management software
Project Management

3 min read

How Does AI-Based Project Management Software Transform Workflows


Dec 2023


35% of projects failed, according to a recent PMI study.

Reason? Due to the low level of technological maturity.

Imagine - What if your projects and processes are trained with the latest technologies 🤖to improve the outcome of your projects? Well, this leads to on-time project submission, synchronization with managers, fewer budget overages💰, and synergy within the team.

ai and automation in project management

Yes, you’ve certainly guessed it right. We’re talking about AI project management software.

According to KPMG’s Trust in Artificial Intelligence: Global Insights 2023 report, 42% of individuals fear AI will replace jobs in their area of work. 

Gartner predicts that by 2030, 80% of project management tasks will be run by AI. Businesses are counting on it to boost project performance📈. Therefore it’s time to invest in smart AI-based project Management Software to transform your project management process at the workplace. 

But, wait….

Is Artificial Intelligence Going to Replace Project Managers?

The application of modern technology in AI project management tools has been greatly improved but there are no facts to prove that it can replace project managers👨‍💻. However, it complements abilities rather than replaces them thereby enabling them to work on tasks involving human intelligence.

However, project managers have emotion, planning strategy, and flexibility that AI cannot have. These include project managers who will interpret the AI-generated data, make critical decisions for the sake of the organization, encourage teamwork in diverse circumstances, and navigate complicated situations where human expertise is needed.

  • Augmentation, not replacement - While project managers work with AI, it frees up the project manager’s time so that he or she can work on long-term and other strategic decisions.
  • Human judgment and creativity - Emotional intelligence, critical thinking🤔, & adaptability are something project managers have that AI does not and this helps them deal with complex and intricate circumstances.
  • Interpreting AI insights - Although AI provides much significant information, it is the project managers who interpret and apply these findings for practical solutions.
  • Stakeholder engagement - Human interactions are important in building relationships👫, managing expectations, and effective communication with stakeholders which AI can never achieve.
  • Adaptability and flexibility - AI can’t adapt to changing situations as fast as a project manager.
  • Ethical and moral decision-making - In some instances, AI cannot evaluate morals and ethics, and as such it’s essential to consider human value principles.

Put simply, AI is a potent instrument that improves efficiency and offers reliable data-driven guidance. However, the indispensable aspect of the human element remains in place. 


Understanding AI and Automation in Project Management

Long before the digital era, companies were promoting repetitive manual tasks, and the concept of ‘productivity’ was kept at bay. This has greatly hindered business agility and brought innovativeness to a toss.

However, today, due to the upsurge of AI and automation in project management, companies can track the no of hours spent on particular projects, eliminate repetitive tasks, and promote smart and intelligent processes at the workplace to enhance overall business productivity.

Approximately 60% of organizations now use workflow automation tools for analytics and business process automation.

“Which tasks need to be assigned today📚?”

“What are the top priorities for a particular project?”

“Who is the perfect fit for a particular task?”

When project managers don’t have enough information 📄or relevant data to answer their questions, AI comes into action. It bridges the gaps by offering valuable insights through predictive analytics, advanced decision-making support, mining all past data records📰, and lastly intelligent reporting.

Thus, investing in all-in-one project management software with AI capabilities makes your head turn based on its knowledge of conditions, traffic, and past trips.


best AI project management software


How AI-Based Project Management Software Transforms Workflows 

Consider certain factors and let's discuss how project management software with AI can transform your workflows -:

1. Intelligence factor 

An intelligent project management software is well supported with AI, ML, and NLP. It helps you automate tasks📑 – from project creation to data analysis for making insightful and logical decisions. Once you introduce such all-in-one project management software 🤖at your workplace, you can save trillions of your time and invest purposely into more productive activities.

According to Deloitte’s Global Cost Survey, AI in the best individual project management software can result in an average cost saving of 20%. Here, savings are attributed to certain factors -:

  • Automating and optimizing workflows to eliminate redundancies and minimize errors.
  • AI scheduling to assist in project delivery on time and under budget.

2. Intelligent task prioritization

Machine learning algorithms are used in AI-based project management software to assign priorities using deadlines, dependencies, resource availability historical data, and other factors. This enables the most important jobs to be handled first, improving workflow throughput and timely completion of project milestones.

3. Predictive resource allocation

AI-powered systems forecast resource requirements by analyzing past project data and workload using personnel, time, and materials more efficiently. The predictive strength reduces bottlenecks, does not overwhelm the personnel involved, and improves resource use throughout the project duration.

4. Automated workflow optimization

As they manage their work, workflows are automatically monitored by AI-driven project management tools, pointing out inefficiencies and proposing to improve processes. These systems can automate workflows so that they adapt to dynamic project demands and thus create more efficient processes overall.

A study from Harvard Business Review states that applying AI and other technological innovations in project management can increase the success ratio by 25%.

5. Intelligent risk management

By using historical project data, current trends, and external factors, AI-equipped software can evaluate and reduce risks. It identifies potential risks and suggests preventive measures that assist teams👥 in handling challenges in advance hence avoiding disrupting smooth project operation.

6. Enhanced communication and collaboration

Seamless communications among team members are enhanced through AI-based project management platforms that have real-time collaboration tools, translate different languages, and provide contextual suggestions for better interactions. This makes the project environment more connected in an improved manner.

7. Data-driven decision making

The systems provide extensive analytical and reporting capabilities through mining their immense project data. These include assessments of project performance, team productivity, and bottlenecks that help to inform the stakeholders appropriately and enable them to drive continuous improvements of projects.



Frequently Asked Questions

1. Explain why AI is suitable for collaboration in project management.

The best AI project management software support teamwork with instant messaging systems, file sharing, and task assignment. It is also a system that shows which task and skill teams’ members are needed and if any individual is on duty.

2. Should such an artificial intelligence program be beneficial to any industry and team size?

Such software is used for different industries and teams in a project. It is more helpful for larger firms with sophisticated initiatives, but for small enterprises, the AI tool will do the routine operations and give analysis. Nonetheless, the choice of software should be in line with the nature of the particular organization or team.

3. Will AI software anticipate project risk as well as issues?

AI can predict future risks through historical analysis of project data to identify trends. This will also help project managers come up with preventive measures for preemption. Such changes can be foreseen, allowing teams to prevent costly delays and interruptions.

4. What are the benefits of AI-based software that supports teamwork?

These include the real-time communication and sharing of information between project members using such AI-based project management tools. Here, we will refer to things like messenger services, file sharing, and team email platforms that can be aggregated under one roof. Moreover, AI can analyze team dynamics that may suggest changes for better cooperation and increased productivity.


AI and automation in project management


Bring AI into Your Project Management Practice with Kroolo

Therefore, diving into AI-based project management is clearly a revolutionary process. These tools are not supposed to replace us but to enable us. They simplify our processes, provide us with valuable insights for better decision-making, and enhance the ability to execute projects using data.

While walking in this landscape, it is imperative to note that AI may be wonderful for data and process optimization however; it is the human touch that makes it complete. 

In other words, get on with the AI-assisted learning but don’t forget that human judgment, adaptability, and creativity are powerful. We are building a new era of projects and joint technologies that combine project management with the genius of mankind.

Cheers 🥂to the transformation in the days to come!

Sign up with Kroolo and level up your game of productivity.


Project Management

Workflow Automation