Time and Project Management
How can AI help?
AI has the potential to revolutionize time and project management, making administrative tasks more efficient, collaboration more seamless, and insights into risk management and quality control readily available. AI’s ability to schedule and automate tasks can alleviate the burden of routine activities, allowing staff to focus on more strategic initiatives. Through AI-driven collaboration tools, interdisciplinary teams can work together more effectively, leading to better project outcomes. Additionally, AI’s analytical capabilities can provide valuable insights into risk assessment and quality assurance, enabling proactive decision-making. Embracing AI can harness its power to plan and track expenditure more efficiently, ultimately enhancing project outcomes.
In the section below begin to explore ideas of how AI can help in different areas of content time and project management. There are suggested tools, example prompts and brief how-to-videos. Please note that some of these tools can be useful across multiple categories.
Disclaimer: “Users are advised to use Artificial Intelligence tools responsibly. It is important to emphasise that the AI tools featured on these pages are intended solely for exploration, and exclusively with publicly available data. Additional information can be found on the ‘Responsible Use of AI’ page. If you are unsure about what tools you can use, please contact our IT Helpdesk.
AI tools can assist in creating comprehensive project plans that consider various factors such as task assignment, resource availability and dependencies. It can also be used automate the scheduling of meetings based on availability.
Example prompt
‘Generate a detailed task assignment and scheduling plan for {project name}. The project aims to {brief description of the project's goal}. Develop a comprehensive plan that outlines the tasks, responsible individuals or teams, estimated durations, and deadlines. Consider potential dependencies between tasks and any key milestone.’
Suggested tools
- Motion Task and project management, and automated scheduling and planning with AI. 7-day free trial, plans start at $19 p/m.
- Taskade AI generated task lists, assignment, and note taking for teams. Free plan includes 1000 AI credits p/m.
- Reclaim Smart AI scheduling for busy teams. Free plan includes 1 user a 3-week scheduling range.
- Mayday AI assistant and calendar that to organise, schedule, and protect time. Free public beta.
- Timehero Smart task planning and work management. Plans start at $4.60 p/m.
Example prompt
‘Generate a detailed task assignment and scheduling plan for {project name}. The project aims to {brief description of the project's goal}. Develop a comprehensive plan that outlines the tasks, responsible individuals or teams, estimated durations, and deadlines. Consider potential dependencies between tasks and any key milestone.’ 
AI can boost efficiency by automating various tasks, such as task allocation, email responses, data entry, document processing, and more. Automating these tasks not only saves time and resources but also eliminates human errors that may occur due to repetitive manual work.
Suggested tools
- Monday.com Includes customisable automations and AI assistant is now integrated. Free. plan for students, paid plans start at £9p/m and an educational discount is available.
- Trello Team and project planner with in-built AI ‘Butler’ automation. Free plan includes up to 10 boards per workspace.
- Smartsheet Task generation, automation and analysis.
- AgentGPT Deploys agents that run autonomously to complete tasks and goals. Free.
- AutoGPT Specify and end goal and AutoGPT generates prompts and works autonomously until the task is completed. Free.
Example prompt
'Guide me in exploring effective ways to automate repetitive tasks in {project name and description}, with a focus on saving time, reducing errors, and increasing overall efficiency.'
Successful project management relies on seamless collaboration and effective communication. AI tools can improve communication by providing spaces for collaboration and idea generation, as well as generative brainstorming, mind maps, and collaborative design and development.
Suggested tools
- TeamAI Team collaboration in a ‘ChatGPT-like environment’ with access to various LLMs. Free plan includes 100 users and ‘thresholded’ use.
- Whimsical AI-powered visual collaboration including whiteboards and diagramming. Free plan includes 3 collaborative boards.
- Stork AI-based collaboration for hybrid teams. Free messaging and collaboration and usage-based AI consumption.
- Idea Generator AI-powered idea generator for projects and businesses that offers team collaboration features. Free.
Example prompt
‘Create a mind map for {project name and brief description}. Consider the main goals of the project, the tasks required to achieve each goal, the necessary skill sets of team members, and how the mind map can be used to complete the tasks.’
AI language models can be used to generate and share project status updates, saving time and keeping stakeholders informed. They can also help identify potential project risks and suggest mitigation strategies, ensuring that challenges can be proactively addressed. AI can also provide valuable insights and data-driven suggestions to support decision-making and facilitate quality control.
Suggested tools
- Wrike Project management tool that includes real-time risk projections and outcome predictions. Free plan for teams getting started, Business plan ($24.80 p/m) includes AI risk prediction.
- Checklist.gg AI-driven checklist management tool. Free plan includes 5 users and 10 AI generated checklists.
- Akkio Generative AI for Analytics and Predictive Modelling. Plans start at $49 p/m after free trial.
- Rationale AI Decision-making tool provides pros and cons and contextual analysis to aid decision making. Free plan includes 60 credits.
- Provinir AI-powered risk decisioning platform. Custom pricing.
Example prompt
'You will conduct an analysis and risk assessment of {project name and description}. Your role is to ask me a series questions about the project related to various aspects, such as timeline, resources, budget, technical complexity, stakeholder involvement, and regulatory compliance. You will then propose effective mitigation strategies that encompass aspects of risk reduction, early detection, and response planning, while also considering their potential impact on project quality, team dynamics, communication protocols, and overall project success.'
Expenditure planning and tracking can be enhanced by using AI tools to provide real-time insights into project expenditures and track project-related expenses. AI can also be used to generate spreadsheets based on project plans.
Suggested tools
- Booke.ai AI-driven bookkeeping including invoices, bills and receipts processing. Plans start at £10 p/m.
- Datarails Use AI to automate data consolidation, financial reporting and budgeting and forecasting. Custom Pricing.
- Nanonets AI-powered finance automation solution. Plans start at $49 p/m after a 7-day free trial.
- Equals AI Assist AI spreadsheet assistant that generates formulas and summarises data. Plans start at $49 p/m and includes a 14-day free trial.
Example prompt
'Create an expenditure plan for {project name and description}, taking into account estimated costs for each phase. Provide an example plan in table format.'