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Are you tired of feeling stressed and overwhelmed by all the tasks you need to manage, not knowing what to do and when? Whether you’re a student on a solo project or a project manager, the feeling of being lost and overwhelmed is common. That’s why there are numerous AI tools to help you automate routine tasks, prioritize what’s important, enhance collaboration with your team members, and much more.
We’ve put together 5 of the best AI tools that help you manage your tasks, with their pros and cons, so you can pick the one that suits you best!
Before we get into the list, let’s talk about what an AI task manager is and what features you need to look for when picking one.
An AI task manager is a tool that uses artificial intelligence to help you organize, prioritize, and manage tasks more efficiently by reducing manual labor.
Unlike traditional task management, where there’s so much manual work that you might often get overwhelmed, AI task managers automate repetitive processes, provide smart suggestions, automate task scheduling, etc.
You may ask, look for the following features that suit your needs:
Trello is a web-based list-making, project management, and collaboration tool. It has the iconic Kanban boards that visually organize your projects into boards.
You can also use lists and cards to organize your tasks visually. They are mostly well-known for their user-friendly interface and their “power-ups,” by which you can seamlessly integrate other tools to enhance project management.
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Pricing:
Starts with a Free Plan, the Standard plan starts at $5 (if billed annually), the Premium Plan starts at $15 (if billed annually), and the Enterprise plan starts at $17.50 (note that they bill per user if you buy this plan).
Choose Trello if you are looking for an easy-to-use visual task and project manager. It is ideal for solo projects or small teams looking for an intuitive interface to organize workflows.
Taskade is an AI-powered workflow automation and project management tool where you and your AI agents can work together to boost productivity. You can build and train your AI workflows to do the repetitive tasks, thinking, and working for you, which reduces your manual labor. They are mostly well known for their AI agents and robust real-time collaboration tools.
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There are various different Taskade alternatives you can choose from that might suit your needs better.
Pricing:
Taskade provides a free plan that includes essential features for individuals and small teams, making it a great option for getting started. The pro plan starts at $8, and the team plan starts at $16.
Taskade is a perfect fit for users and teams who want a visually flexible task manager. For anyone who wants collaboration in real-time, mind maps for thinking and ease of organizing.
ClickUp is most well known for its complete project management software that includes customizable task lists, Gantt charts, time, document sharing, and goal setting. It can be integrated with Slack, Google Drive, and Zoom and offers automation, dashboards, and reports, so it is very powerful for collaboration and work.
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ClickUp is suitable for small- and medium-sized teams/companies who need to organize tasks, projects, and workflows into one solution. It’s best for marketers, developers, and project managers who want customization and adaptability.
For big teams, though, it can be less efficient due to slow performance.
Pricing:
They have a Free Forever plan, an Unlimited plan, which starts at $7 per month, and a Business plan, which starts at $12 per month.
Read more: “Taskade vs ClickUp“
Notion is a single workspace that includes note-taking, task management, databases, and collaboration. It is a popular platform because it’s highly customizable and adaptable, and you can easily design your own systems to manage information, both for yourself and for your team.
People love this app due to its highly customizable templates and powerful Knowledge and database management system.
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Notion is perfect for students and small teams that are looking for a fully customizable, comprehensive note, task, project, and database management system. It’s perfect for the creative, flexible person on the team, but it might be the wrong product for a large team that wants something more project-oriented.
Pricing:
Notion has a free plan for individual users that provides basic features that can be useful for small projects or personal task management. Plus plan: starts at $10 per month; business plan: starts at $15 per month.
FlowSavy is an AI–powered calendar manager that keeps you organized and productive. It intelligently schedules meetings and auto-reminders and integrates across platforms.
It learns your habits, and it makes your calendar work for you so you can spend your time on what’s most important without having to stress about scheduling manually.
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Pricing:
Free Plan and Pro: starts at $7 per month ( $5 if billed annually).
FlowSavvy is great for the busy professional, the businessperson, or whoever has a jam-packed schedule that needs to make the most of their time and not deal with the headaches of putting together a paper calendar. Perfect for people who require AI support to automate meeting scheduling, reminders, and task prioritization with platform syncing.
AI task managers are changing the way people work — giving you a faster, more intelligent way to organize, prioritize, and record tasks. Using AI-assisted Natural Language Processing (NLP) and machine learning, they automate processes and take the mental load off your shoulders. Here’s how they can help:
AI task managers such as ClickUp and Notion scan your to-do lists, calendars, and emails to find urgent tasks, deadlines, and dependencies. ClickUp, for instance, automatically recommends tasks according to your workload, and Notion can assign priorities based on their urgency.
For dependencies, ClickUp has a Gantt chart showing inter-dependency between tasks. These features take the mental burden off your shoulders when deciding what to do next, so you can focus on the most essential tasks.
Use tools such as Taskade or Trello, which leverage NLP, to organize repetitive tasks. It’s as easy as jotting down instructions such as “Send me my report every Monday,” and these systems will automatically remind you. Over time, AI-assisted tools learn your preferences and schedule tasks to match your workflow.
AI-based solutions like Trello and ClickUp sync with your email, Slack, and Google Calendar. With these integrations, tasks, and deadlines sync automatically, so you don’t miss a beat.
Trello, for example, will accept notifications from Google Calendar or Slack and update task times or add new tasks automatically based on messages or emails.
This seamless connection ensures you stay on top of every detail without having to manage each app manually.
By automating day-to-day tasks — like reminders, optimal meeting times, or translating large projects into small, achievable chunks — AI-assisted task managers free you up to focus on bigger objectives. ClickUp, for example, gives you intelligent task breakdowns and estimations, so you’re not wasting energy on project planning and prioritization.
AI tools like Taskade and Notion scale with your workflow over time. They learn from your habits and offer task recommendations based on past work.
Taskade can organize projects based on the history of their completion, and Notion can auto-suggest templates and workflows depending on the kind of project you’re working on. This personalized support makes task management more intuitive.
With AI-assisted task managers, you receive instant notifications and updates on tasks as they are completed and changed.
For instance, Trello will notify you when deadlines shift or when collaboration projects are updated, so you always know where tasks stand in real time.
For meeting notes, AI can also help by organizing notes taken during meetings, automatically summarizing action items, and linking them to relevant tasks, ensuring follow-up is swift and easy.
Incorporating AI task manager apps into your project management plan can be of immense help for productivity and efficiency.
Teamwork and projects can be effectively run with the help of auto-scheduling, task assigning, and real-time collaboration.
Each of the seven tools mentioned above has different functionalities and interfaces, so it is ideal for different uses and preferences.
You may be in the market for a free plan or an enterprise-level solution; there is an AI task manager for everyone.
Read more: “Best AI task management Apps for ADHD“
An AI task manager automates, prioritizes, and organizes tasks through artificial intelligence. It uses to-do lists, calendars, and emails to recommend, remind you, and automate processes – avoiding decision fatigue and increasing productivity through intelligent recommendations and real-time notifications.
Choosing the right AI helper depends on your needs. Taskade is one of the best for project management and a helper for teams. At the same time, Notion is ideal for users looking for a knowledge platform. Tools like ClickUP can provide an all-in-one solution for project management.
Taskade is a productivity app that can be used to track tasks, projects, and collaborations among your team. It supports to-do lists, mind maps, and kanban boards in one workspace. For individual and team users alike, Taskade streamlines processes and improves communication through real-time syncing and collaboration.
Taskade and Notion are two completely different solutions. Taskade is designed to be simple and user-friendly when managing and working on tasks. Notion is more flexible and comes with powerful knowledge management tools, databases, and project management features. Select Taskade for tasks and Notion for one-click management.
Yes, Taskade has a basic free plan, which includes task lists, mind maps, and basic templates. The free edition can be used for small businesses or for personal use.