Artificial intelligence in IT project management

min read
Down arrow button

Blog >

Artificial intelligence in IT project management

Managing IT projects is a task that requires precision, flexibility and the ability to make quick decisions. Artificial intelligence is becoming an increasingly helpful tool for project managers.

It allows automating routine tasks, optimizing processes and providing valuable analytical information. In this article you will learn how AI can support the work of a project manager and what tools based on this technology are available on the market.

Process automation and optimization

One of the key aspects of IT project management is effective management of resources, schedule and budget. These are the main factors on which project success often depends. AI can help automate many routine tasks, such as scheduling meetings, monitoring project progress and updating documentation.

First, Planning and Scheduling. AI analyzes historical and current data, taking into account various factors affecting the project, such as resources, priorities, team member availability and risks. As a result, it is able to propose optimal task schedules and deadlines, making project management much easier. Based on data analysis and consideration of various factors, AI is able to generate optimal project schedules. Optimality means that the schedule takes into account all available information and seeks to achieve the project's goals in an efficient manner and is conducive to minimizing risks.

AI can propose different schedule scenarios, taking into account different priorities, resource availability and risk management strategies. This allows the project manager to choose the most appropriate path for the project to ensure optimal results.

Second Monitoring Project Progress. AI systems can track a project's progress in real time, analyzing data on team performance, resource utilization and goals achieved. If the project changes or encounters difficulties, AI can alert the project manager and suggest corrective strategies. AI systems are able to detect problems and risks in a project in advance. Based on data analysis, AI can signal potential problems such as schedule delays, over-allocation of resources or other project risks.

Third, Budget Management. AI is able to help monitor project expenses and predict costs based on available data. This helps avoid over-allocation of funds or unexpected budget overruns. By using AI in IT project budget management, the project manager has better control over project finances. He or she can better predict costs, avoid overspending and react quickly to project changes, resulting in more efficient and cost-effective IT project management.

Data analysis and forecasting

Artificial intelligence analyzes large amounts of data allowing it to identify, assess and manage potential risks also generates valuable forecasts, which is extremely useful in the work of a project manager.

There are four main areas where artificial intelligence plays an important role:

  • Identifying potential risks

Artificial intelligence analyzes available information, both current and historical, to identify potential risks to a project. It uses a variety of data sources, the most common being data from previous projects identifying what types of risks were present before and what their effects were. Based on this, it can predict similar risks in new projects. Such identification can also be based on data from an already ongoing project where AI monitors current events and factors affecting the project, such as work progress, team performance, resource availability or schedule changes.

  • Analysis of factors affecting risk

AI conducts an analysis of various risk factors, taking into account their impact on the project. For this purpose, it can study, for example, the interrelationships between risks. AI can conduct an analysis of what risks may be interrelated and how their implementation may affect each other. This enables a holistic view of project risks. In a similar way, the likelihood of specific risks can be assessed. This allows prioritization of risks, focusing on those with greater potential impact. Another important consideration is the potential impact of risk realization including the impact on schedule, cost, project quality and customer satisfaction.

  • Suggestions for preventive actions

Based on risk analysis, artificial intelligence is able to generate suggestions for preventive actions. AI can suggest what strategies can be used to minimize risks or mitigate their effects. This could include contingency plans, schedule changes or adjustments in resource allocation. Another area where AI can be helpful is in warning of potential risks. AI is able to alert the project manager in real time when it identifies potential risks. This allows them to react quickly and take preventive action before risks materialize.

  • Optimizing risk management

AI enables a project manager to optimize risk management mainly by adjusting strategies based on project progress. Artificial intelligence can monitor project progress and adjust risk management strategies as needed, taking into account changes in the project. Likewise for rapid response to changes in conditions. Artificial intelligence allows for immediate response to changes in the project, identifying new risks and adjusting the risk management plan.

Communication and team management

In the daily work of a project manager, there is nothing as important as effective two-way communication. It is especially important to have a good understanding of the team and ongoing assistance in solving the challenges that arise. Artificial intelligence can greatly improve the quality of communication by adapting it to the individual preferences and working styles of team members.

To tailor its communication to team members, artificial intelligence supports project managers by analyzing communication preferences. Examples of data to be analyzed could include communication channels, hours of activity, or preferred format of information.

  • Preferred communication channel: sometimes employees may prefer to communicate via email, while others may prefer to use a real-time communication platform.
  • Frequency of updates: Some prefer regular short updates, while others would prefer less frequent, more detailed reports.
  • Format of information: Some team members may find visual presentations easier to digest, while others prefer more text-based reports.

In addition to the basic analysis mentioned above, one of the most interesting issues is automatic language translation. In international teams, AI can automatically translate messages, facilitating cooperation between members from different regions.

In addition to communication, the second important element is Knowledge Management. It is important not only to collect all files and information from the customer, but also to skillfully communicate it to the team and put it in a place where everyone can access it. AI provides opportunities to collect and classify knowledge from projects, which makes it easier to access information and reduce the time to solve problems. AI's main scope of facilitation:

  • Project documentation: Artificial intelligence analyzes project documentation, identifying and categorizing information for easy later access.
  • Team communication: AI monitors team communication, identifying topics that are critical to the project and extracting valuable information.
  • Reports and analysis: AI can analyze project progress reports, identifying key achievements, problems and solution strategies.
  • Resource indexing: AI creates an index of resources so team members can easily search for information on a specific issue.
  • Knowledge base creation: AI can automatically generate knowledge bases that contain key information, procedures, and solutions to problems from previous projects.
  • Content recommendations: Based on analysis of preferences and history of resource usage, AI can recommend content that is most valuable to a particular team member.

AI-based tools for project managers

Artificial intelligence-based tools for project managers are designed to improve project management by automating processes, analyzing data and supporting decision-making.

Here are some tools to make the project manager's job easier:

Jira Software with smart suggestions

Features it has include suggesting priorities based on project history, intelligently mapping tasks to appropriate team members, and automatically generating reports based on project data.

Screen showing a preview of Jira Software features

ClickUp with Task Automation

Features it has include automatically generating task lists based on project analysis, suggesting schedule changes based on project progress analysis, and personalizing the interface based on user preferences.

Asana Intelligence

Creates and optimizes organization-wide workflows. Allows automatic generation of custom fields to support cross-functional collaboration. Allows you to prepare a working version of a goal based on past performance data.

Screen showing a preview of the Asana Intelligence feature


The functions it has are analyzing historical project data, forecasting the duration of tasks and the entire project, and taking into account risk factors and delays.

Power BI

Allows visualization of project data.Enables analysis of trends and patterns in projects and also generates reports and analysis of project effectiveness.

Screen showing a preview of Power BI features

Slack with artificial intelligence features

The features include personalized notifications, automatic indication of important information in the message stream and intuitive organization of team messages.

Screen showing the Slack function


Allows you to monitor team performance, analyze resource load and availability, and automatically assign tasks based on skills and resource availability.

Screen showing the Workfront‍ function

Artificial intelligence-based tools for project managers help automate routine tasks, analyze project data, identify risks and improve team communication. These tools are key to successful IT project management, providing faster decision-making, resource optimization, and better control over project schedules and budgets.

About The Author
Izabela Węgrecka

Izabela is a Project Manager and Scrum Master with 6 years of experience in the IT industry. She has experience in leading diverse projects and effectively managing teams. She's a leader with the ability to create cohesive and efficient teams based on Scrum values. Regardless of the project's scale, she's able to establish a dynamic environment where collaboration, innovation, and delivering valuable products take precedence.