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Using AI Task Management Tools, the Benefits, and the Best

Learn about AI task managers and the many easy they are helping businesses. Discover the best benefits and how the best tools can help you. today.

Motion Blog
at Motion
Oct 30, 2023
Table of contents

Are you facing a mountain of team tasks? Is the struggle of constantly prioritizing and managing them efficiently wearing you down? Or maybe you're tired of rearranging task dependencies because of all the constant changes?

CEOs and managers know this juggling act can steal precious hours from your day but that it is the lifeblood of the business. Without proper task management, things easily fall through the cracks, and bottlenecks creep in from every direction.

Luckily, with the advent of Artificial Intelligence (AI) task managers, there's an easy (and effective) solution to these problems.

Let’s review how these AI tools benefit businesses and how you can start using Motion as your solution today.

What is an AI task manager?

According to PWC, AI is forecasted to contribute about $15.7 trillion to the world economy by the end of 2030. A whopping $6.6 trillion is expected from increased productivity (thanks to AI tools like AI task managers).


‎An AI task manager takes the concept of a traditional task management system to a whole new level. On top of the ‌basic to-do lists, it can (logically) categorize, prioritize, and optimize your and your team's tasks, resources, and workflows.

In practical, everyday business, they can automate repetitive tasks and handle processes like resource management (and more).

The main uses of AI in task management software

Let's review the main uses to see what AI task managers are capable of.

Automated task allocation and dependency management

AI systems excel at ‌automating routine (and time-consuming) work like task allocation. The AI can assign tasks to your team members based on skills, workload, project priorities, and more. This saves time and ensures that the most important tasks find the right team member at the ideal time. And since AI continuously optimizes workflows, you get a perfect project schedule at all times.

John runs a software development outfit called The Cali, and he has a new project with tons of different tasks. He uses an AI task manager, automatically assigning urgent tasks to the top of his team's work lists. Given the saved admin time, he can then focus on his (real) work.

As changes popped up, John used to burn time shuffling tasks around. Now, the AI system can help him rearrange the dependent tasks automatically (after he's made his adjustments).

Speaking of dependencies, some AI task managers (like Motion) can even automate the tracking and managing of task dependencies.

What if John's (one and only) social media manager Sarah is sick for a week? Usually, he'd have to reschedule her work, and then he'd have to adjust all the dependant tasks for the rest of his team. Using Motion, he simply readjusts her work items, and all the other dependent tasks will be rearranged to the next optimal time.

Predictive analytics

Mapping out processes within a project and finding weaknesses is a time-consuming yet essential part of any business. AI task managers can use historical data and trends to accurately predict issues or inefficiencies like bottlenecks.

Let's say John's AI task manager has identified a pattern of delays during the development phase, which it then alerts him about. He uses that data to review processes with his project team. They notice that the content planner is often overworked, so John hires a freelancer to help during the development phase.

Problem solved (and happy customers)!

Smart scheduling

People are productive at different times of the day. For some, they're more creative in the mornings and more analytical in the afternoons. Or vice versa.

AI task managers learn how a person operates, study their habits, and can then create optimized schedules for them. They also:

  • Integrate with team calendars
  • Can arrange and shuffle tasks (according to calendars and schedules)
  • Optimize meeting times

AI smart scheduling

‎For example, the AI task manager for John's team has been optimizing Sarah's schedule, and now she's a lean-mean social media machine. Her productivity and satisfaction have gone up, which has led her to turn in better-quality deliverables.

Smart resource management

In the past, resource management required manual processes and human judgment. Now, thanks to task managers, there's no need for manual processes (and some can even offer suggestions for resource constraints).

Let's see how this looks with John's team, who now have a last-minute coding task approaching its deadline (and no more budget for resources). Instead of asking his team who has the capacity (and skills) for the task, the AI task scheduler suggests a coworker (with coding prowess) who has some capacity.

Workflow automation

AI workflow automation automates repetitive and time-consuming tasks, like sending status updates.

The AI task manager (already) keeps track of all the tasks in the system, so it's not a big jump for it to send automatic updates when a phase is complete or a task is done. And you remove the specter of human error with workflow automation.

Conveyor belt carrying tasks

‎‎Let's say John's team just finished their coding work. Usually, they'd update the stakeholders manually at this point (time-consuming and prone to errors). Instead, the AI task manager sends out the updates (always on time and 100% accurate).

Tips for making an AI-task manager work for you

To get the most out of AI task managers, try these tips.

Power-up automation

Take advantage of the AI task manager's automation features to help save you time on repetitive tasks. Here are a few ways to lean on automation (and AI) to do that:

  • Instead of balancing tasks and deadlines, use AI's task prioritization capabilities.
  • AI task managers can automatically send out notifications and updates—use that to your advantage.
  • Make full use of AI's natural language processing. It can recognize workflow patterns much faster than humans.

Use it for better collaboration

To have AI help with team collaboration, try:

  • Ask your team to always update their task status, meeting notes, and progress within the app. This way, dependent tasks won't get stuck in the workflow.
  • Make use of features like chat, file sharing, and discussion boards within tasks. This helps to keep discussions (and associated data) focused on the task at hand.
  • If appropriate, invite your clients into your AI-powered system so that they can see how work is progressing (and give feedback where needed).

Track (and report on) the work

Kanban boards are powerful productivity tools. Pairing Kanban boards with an AI task manager is a match-made-in (task tracking) heaven.

In practical terms, this means:

  • You won't have to dig through endless lists, Gantt charts, project timelines, and emails to see how work is going. The AI lays it out in an easy-to-digest Kanban board.
  • You can easily adjust tasks with drag-and-drop features (in Motion). After you've adjusted tasks, the AI task manager will work its magic in the background, and reassign tasks or resources accordingly.

Motion takes Kanban boards and AI task management a step further.

What if John had to push a task back to make time for an urgent request from the client? No problem. John would simply drag the task into the previous phase in the Kanban board, and the AI would reschedule any dependent task for him.

Choose the appropriate tool

A quick Google search of artificial intelligence task management tools will leave you with pages of options.

To be useful, your AI task manager should include these basic features:

Use Motion as your AI task manager

With a proper AI tool like Motion, you can control your time and work (and, dare we say, life).

Motion has saved our customers many hours of valuable time because it can automatically schedule their work in a way that smashes goals (and avoids burnout).

Motion's clients are more productive, less stressed, and have more time for essential tasks.


‎Motion also has an intelligent virtual assistant that integrates with calendar apps (like Google Calendar), meaning you can let Motion automate the time-consuming process of scheduling meetings.

Ready to try out the best AI task manager? Sign up for your 7-day free trial.

Motion Blog
Written by Motion Blog