How Do AI Task Managers Impact Productivity?

Mikas Lukoševičius ·

Aspiring marketing specialist, eager to deliver quality + efficiency to your project management needs. 2024 - Present Junior marketing specialist at Teamhood

ai task managers

Are you currently overwhelmed with team tasks, struggling to manage and prioritize efficiently, or tired of constantly rearranging task dependencies due to changes?

Fortunately, AI task managers offer a straightforward and effective solution to these challenges. According to a McKinsey survey, these technologies can automate up to 45% of our current paid tasks or activities. 

This article will provide insights on:

  • How do AI task managers streamline workflows and automate tasks?
  • What to look for when choosing an AI task manager?
  • Addressing some frequently asked questions

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What Is an AI Task Manager?

Unlike traditional methods, AI task managers are intelligent systems crafted to handle the complexities of modern workflows.

AI task managers represent an evolution in productivity tools. At its core, an AI task manager is a platform that combines the traditional elements of task management with the power of artificial intelligence.

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Teamhood’s task manager metrics

The distinction between AI and regular task managers lies in their task management approach. While both types aim to enhance productivity metrics, AI task managers introduce a level of intelligence and adaptability that traditional tools can’t match.

For example, Todoist uses AI to suggest task deadlines based on your past behaviour and current workload. This feature contrasts with traditional task managers like Google Tasks, where everything remains manual, showcasing the adaptive intelligence of AI task managers. 

The Advantages of AI Task Managers

Amazingly, McKinsey’s research suggests that about 60% of occupations could see 30% or more of their work activities automated with technologies, including AI.

AI task managers go beyond traditional tools, offering advanced features for modern teams. They’re more than just lists; they boost productivity and collaboration with intelligent design and predictive capabilities.

Here are some of the main advantages these innovative tools offer:

Predictive Analytics

AI task managers use predictive analytics to anticipate future issues based on historical data like task completion times and team productivity. This helps teams stay on track and meet deadlines, particularly for complex projects with many interdependent tasks.

For instance, uses predictive analytics to estimate project completion dates and identify potential bottlenecks. By analyzing past project data, it can forecast when tasks might be at risk of delay, allowing teams to adjust their plans proactively.

Automated Task Allocation

Gone are the days when we manually assigned tasks based on gut feeling. AI task managers assign tasks to team members based on their workload, skills and past performance. This helps ensure each task goes to the right person, boosting productivity and lowering the chance of burnout.

Wrike’s AI capabilities include automatically assigning tasks to the most suitable team members. It considers each person’s workload, expertise, and previous task performance to distribute tasks efficiently, optimizing the team’s output.

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Teamhood’s powerful task allocation

Improve Transparency and Communication

AI task managers also improve transparency and communication within teams. 

With a centralized, intelligent system, every team member can see task statuses, upcoming deadlines, and project progress. This approach encourages teamwork and ensures everyone is aligned on priorities and objectives.

Dynamic Scheduling 

AI task managers can adapt project timelines as things change in real time. For instance, if a sudden urgent task or someone on the team is unexpectedly out, the AI can rearrange schedules automatically. This keeps everything moving smoothly without needing anyone to adjust manually. They also:

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

Essential Features of AI Task Managers

AI task managers have advanced features that complement essential task management functions, offering a comprehensive team solution. Let’s explore some standout features that set them apart:

Advanced Analytics

An essential feature of any AI task manager is its advanced analytics function. Advanced analytics go beyond simple data, providing managers with valuable insights into team performance, areas for improvement, and standout performers.

A very good example is ClickUp which offers detailed reporting and analytics features, providing insights into team performance and productivity trends, helping to identify areas for improvement and forecasting future project needs.

Intelligent Resource Management

AI task managers ensure everyone on the team has a fair amount of work through the smart allocation of tasks. This stops anyone from feeling overwhelmed while ensuring nobody has too little to do.

For instance, Teamhood can help allocate tasks and manage workloads, ensure tasks are assigned based on individual skills, and promote balanced and efficient work distribution.

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Resource constraints

User-friendly Interfaces

Despite their advanced technology, the best AI task managers have simple, user-friendly interfaces. Everyone on the team can figure them out quickly, whether or not they’re good with technology.

Trello is an example known for its user-friendly interface, featuring a simple, intuitive board layout with drag-and-drop functionality. They have clear visuals to help teams keep track of tasks.

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Teamhood’s simple interface

Real-time Collaboration Tools

AI task managers make teamwork easier by including tools for real-time collaboration. This can mean chatting, shared spaces to work on projects, and instant updates so everyone knows what’s happening.

For example, Asana incorporates real-time collaboration features like project chats, shared task boards, and instant notifications, facilitating seamless teamwork and ensuring everyone is up-to-date with project developments.

Customization and Scalability

Customize the AI Task Manager’s look and work to fit your team perfectly. It’s also essential that the tool can grow with your team and handle more work as you take on more projects without slowing down.

Tools like Wrike offer extensive customization options to match specific team workflows and scales effectively to accommodate growing teams and increasing project complexity.

Seamless Integration with Other Tools

In today’s digital workplace, teams use different tools to complete tasks; integration has become an essential feature. Zapier enables AI task managers like Asana and Wrike to connect with many other applications, including Slack, Google Drive, and GitHub, ensuring an accessible ecosystem of platforms.

This streamlines collaboration, eliminating the need to switch between different apps constantly.

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Costs and ROI of AI Task Managers

By 2030, PWC predicts that AI could increase the global economy by approximately $15.7 trillion, with $6.6 trillion attributed to enhanced productivity, mainly due to AI tools like task managers. While implementing an AI task manager may incur costs, the gains in productivity and efficiency often outweigh these expenses. Here’s a breakdown of both the costs and benefits:

Cost Implications

  • Subscription Fees: AI task managers often require a subscription fee, which varies based on the number of users, project size, and desired features. While some offer a free basic version, advanced features typically require payment.
  • Integration Costs: Integrating an AI task manager with current systems and workflows may incur extra expenses, especially if custom such as email integration solutions are necessary or the business uses older systems.
  • Training and Onboarding: Ensuring every team member is comfortable using the new system might require organized training sessions, which could involve costs for training materials or external consultants.
  • Maintenance and Updates: Ongoing costs might include maintenance fees or charges for significant updates, especially for highly customized implementations.

Return on Investment

  • Increased Productivity: AI task managers automate routine tasks, organize project schedules, and optimize resource allocation, allowing team members to focus on essential tasks and boosting productivity.
  • Improved Efficiency: Through smart analytics and predictions, AI task managers enhance planning and decision-making, minimizing wasted time and project delays and increasing efficiency.
  • Enhanced Collaboration: AI task managers facilitate instant communication and teamwork, enabling teams to complete tasks and projects faster and more smoothly.
  • Reduced Overhead Costs: AI task managers help businesses save money on project and administrative expenses by streamlining task management and scheduling processes.
  • Data-Driven Insights: AI task managers offer valuable insights into team performance and project progress. This helps make smarter decisions that can help the business grow.
  • Scalability: As the team gets bigger, an AI task manager can handle more people and projects without costing a lot more to manage.

Choosing the Right AI Task Manager for Your Team

Picking the right AI task manager is crucial for your team’s improvement, productivity, and collaboration. Here are some essential things to consider when choosing a tool:

Assess Your Team’s Needs

Begin by identifying your team’s main areas needing improvement, such as task assignment, time tracking, or communication. Understanding these requirements and needs will guide you in selecting the most suitable tool.

Evaluate Feature Set

Make sure you check out what each AI task manager offers. Look for features that fit your team’s needs, like advanced analytics, intelligent resource allocation, and real-time collaboration tools. 

In this context, Teamhood has many great features, including detailed analytics and an intuitive interface. Teamhood can significantly enhance team productivity and project management efficiency. Its integration capabilities ensure it works well with other tools you already use, so it fits your team’s setup.

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Teamhood’s powerful features

Consider Integration Capabilities

The AI task manager should be able to work smoothly alongside your team’s everyday tools like email, calendars, file sharing, and messaging apps. When everything works together, it makes tasks easier to manage and saves time, reducing the need for constant switching between applications.


Choose a solution that can grow just as your team grows. The right AI task manager should be scalable and able to accommodate increasing users and projects without declining performance or usability.

Choosing a scalable AI task manager like Teamhood is essential for adapting to your team’s growth and evolving project needs. With its ability to support expanding teams and its strong focus on security and user support, Teamhood ensures your task management tool remains effective and secure as your requirements grow.

Security and Compliance

Given the sensitive nature of task management data, security is paramount. Ensure the platform follows strict security rules to keep your task data safe. This is especially crucial for teams dealing with sensitive information or industries with strict regulations.

For example, Asana employs extensive security measures like data encryption in transit and adherence to stringent security protocols, compliance with the General Data Protection Regulation. Employing third-party security assessments ensures that task data remains private.

User Support and Community

You should also consider the customer support provided. Check how good the customer support is and how fast they respond to problems if they have training resources, user guides, etc. It’s also helpful if there’s a community of users who can give advice and help out.

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Teamhood community’s Discord server

Cost Versus Value

Analyze the pricing structure of the AI task manager against the features and benefits it offers. Consider how the tool improves the team and whether it’s worth the cost based on its benefits.


AI task managers revolutionize task management, fostering efficient teamwork. Beyond simple to-do lists, these tools employ predictive analytics, automated task assignment, and dynamic scheduling, streamlining processes. They facilitate collaborative environments, improving communication and project execution.

Consequently, teams can prioritize impactful work, boosting satisfaction and productivity. In the current rapid-paced work environment, adopting AI and tools like Teamhood isn’t just advantageous—it’s crucial for teams aspiring to excel and innovate.

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Frequently Asked Questions

  • Can AI Do Tasks for Me?

    Yes, AI can handle many tasks for you, especially repetitive and administrative tasks. AI task managers can schedule meetings, remind you of important events, prioritize tasks, and draft emails or reports using templates and past information. This frees up your time for more complex and creative work.

  • How Can AI Automate Tasks?

    AI automates tasks using machine learning, language processing, and data analysis. By learning from your previous actions, it can predict your future needs and perform tasks for you. For instance, if you usually have Friday afternoon team meetings, you can add them to your calendar without needing to do it manually. It can also assign tasks based on everyone’s workload and strengths, ensuring efficient task distribution.

  • Is There an AI for Scheduling?

    Teamhood is a prime example of significantly enhancing scheduling, marking it as a standout feature among other AI task managers. Teamhood can analyze multiple calendars in real-time to find the best meeting times for all participants, considering time zones, preferred working hours, and existing commitments. Furthermore, they can reschedule meetings and adjust project timelines automatically in response to changes, ensuring optimal workflow continuity without manual intervention.

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