The 5 Best AI Task Managers for Project Management in 2024:Boost Productivity and Efficiency

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!

What is an AI Task Manager?

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.

What features make a good AI Task manager?

You may ask, look for the following features that suit your needs:

• See if it has automated task scheduling options that schedule your task based on deadlines and team availability.
• Real-time collaboration tools are crucial if you work with a remote team.
• Smart prioritization, which suggests what you need to get done first based on urgency and importance.
• Integration tools to streamline your workflows: you might need Calendar apps, Communication tools (like Slack and Zoom), File storage services ( like Google Drive and Dropbox), etc.
• High customizability that allows you to tailor your workflows according to your specific needs.

The 5 best AI Task Managers

• Trello: Best for users looking for easy-to-use visual task management tools. It is mostly known for its Kanban boards.
• Taskade: Ideal for people working with a remote team. It’s mostly known for its powerful real-time collaboration tool that also lets you have video chats with your team members.
• Clickup: Ideal for people looking for an all-in-one solution for task management.
• Notion: One of the best for Knowledge, memory, and Database management.
• Flowsavy: A good calendar solution that schedules your to-do lists for you.

1.Trello

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.

AI Features:

• Butler Automation: They have a cool feature called Butler. What it does is that when you use their boards, it’ll recognize repetitive actions that you are doing manually, which could easily be replaced by AI. So, it’ll suggest automation based on that repetitive action.
• Auto Scheduling: Trello’s integration with AI tools can help you auto-schedule tasks based on your project timelines.

Key features:

• Kanban boards: They have iconic Trello boards that are similar to a Kanban board, where you can visually see the progress of your tasks. Each Board has lists that show the various stages of your work, such as “to do,” “In Progress,” and “done.” You can use their drag-and-drop feature to easily move the cards between lists.
• Trello views: You can see your projects from different views such as Board, calendar, timeline, table dashboard, etc.
• Power-Ups: You can integrate with many necessary tools like Google Drive, Slack, and many more.

Pros:

• Super easy to use, so it’s a good choice for personal use or for small teams.
• They are known to have really appealing UI, even if you use it on Mobile or other devices.
• Their Power-ups feature is really flexible in terms of integration.

Cons:

• It lacks customization. Users suggest that it would be better if they added more customizable templates.
• It’s not really suitable for big projects and real-time collaboration ( you won’t get a video chat feature).
• Trello doesn’t visually represent dependencies between tasks, unlike some other project management tools.

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).

Who should choose Trello?

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.

2.Taskade

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.

AI Features:

• AI Agents: You can build custom AI agents to automate repetitive activities such as research and content creation scheduling.
• Custom Automation: You can create custom automated workflows that fit your needs.
• Task automation: You can automate tasks with triggers like due dates or project milestones. This is so that team members will not need to manually be informed about deadlines anymore.

Key features:

• Real-time collaboration: What people really like about this tool is its real-time collaboration feature. You can even have video chats with your team members without needing to use other apps like Zoom or Google Meet, which gives it an edge over its competitors.
• AI Mind Maps: Their mind map feature is a powerful feature that allows you to visually see your workflow. You can easily select a topic and then add branches and sub–branches to it. Create task and idea maps to brainstorm and organize tasks and ideas.

Pros:

• Their real-time collaboration tool is highly powerful, and you can even video chat with your team members.
• Their AI agents can retrieve documents and answer questions for you.
• Their collaboration tool is really robust, featuring comments, file sharing, mentions, etc.

Cons:

• Some users find the extensive use of AI to be intrusive. (You can use Taskade without the help of AI, though)
• There’s a lack of customization options in Taskade.
• It lacks integration with other tools.

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.

Who should choose Taskade?

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. 

3.ClickUp

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.

AI Features:

• AI Knowledge Manager: You can ask their AI knowledge manager about docs, tasks, and people, and it’ll give you instant answers based on context
• AI project manager: Their AI project manager gives you insights into the progress of tasks and progresses; it also automates tasks that are repetitive.
• AI writer: Their AI writing assistant generates ideas, suggests improvements, and spell-checks your documents, reports, and emails.

Key features:

• Gantt Chart: You can track project , timelines, and dependencies visually to schedule and monitor complex projects properly. The best thing about this feature is that you can see the dependencies of tasks related to another task visually.
• Customization: You can build custom fields, task views, automation, templates, and dashboards based on your team’s needs. They are known for their highly customizable templates.

Pros:

• It has extensive customization options.
• It’s an all-in-one solution that combines project management, product development, document collaboration, goal tracking, and many more under one platform.
• They have an integration of over 1000+ apps.

Cons:

• There’s a report about slower performance or lag when you add more data.
• With the extensive amount of features and tools, it can be complex for some users to use this platform.
• Their mobile app is not that reliable.
• Users have complained about notification overload.

Who should use Clickup?

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“

4.Notion

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.

AI Features:

• Smart Reminders: Notion can automatically remind team members of due dates and deadlines, keeping everyone on track.
• Integration: Their Notion AI integrates with other apps like Slack, Google Docs, sheets, and many other connected apps. So, when you ask a question, AI can give a concise and well-informed answer in context with other connected apps.
• File analyzer: You can upload any file attachment, such as PDF or images, and ask their AI to give you a summary with the most useful and important insights, and their file analyzer will do that for you.

Pros:

• Really versatile and customizable when it comes to task and project management.
• You can download templates other people make on the internet with Notion.
• They have Offline mode, which allows you to access your tasks and notes even when you are not connected to the internet.
• Their calendar scheduling function is a fan favorite. It’s like having a digital calendar with you.

Cons:

• It can be complex for beginners due to all the tools and features available.
• While it’s popular for its personal use, it lacks features for team project management, such as Gantt charts, Advanced task dependencies, robust permission controls, etc.
• Tends to have syncing issues when multiple people try to edit at once.

Who should use Notion?

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.

5.Flowsavy

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.

AI Features:

• Automatic schedule planner: You just have to tell Flowsavvy what you need to get done, and their AI feature will make a plan for you and automatically schedule your calendar based on predefined triggers.
• AI-Powered Insights: AI is used to provide insights on project and task progress.

Pros:

• Automates your schedules for you based on your habits.
• Syncs with multiple calendars like Google, Outlook, etc.
• It sends smart reminders based on your habits and preferences.

Cons:

• It might take time to teach the AI your preferences.
• It has limited integration and might not support all the third-party tools you need.
• There might be a scheduling conflict with the AI.

Pricing:

Free Plan and Pro: starts at $7 per month ( $5 if billed annually).

Who should use Flowsavvy?

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. 

How AI tools help in task management

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:

Automated Task Organization and Prioritization

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.

Recurring Task Management

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.

Seamless Integration with Other Tools

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.

Reduction of Decision Fatigue

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.

Personalized Support

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.

Real-Time Notifications and Updates

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.

Conclusion

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“

Frequently Asked Questions (FAQ’s)

What is an AI task manager?

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.

What is the best AI helper?

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.

What is Taskade used for?

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.

Is Taskade better than Notion?

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.

Does Taskade offer a Free Service?

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.