How to Use an AI Task Manager to Improve Productivity

How to Use an AI Task Manager to Improve Productivity

Dec 5, 2023

Some of the use cases for artificial intelligence (AI) are already becoming mainstream: writing blog posts, generating images, and transcribing phone calls or virtual meetings. But what about more complex solutions, such as project management and action item tracking? Can you use AI as a productivity tool to keep your team on track?

These days, AI tools can do more than generate content: They can help you delegate tasks, track action items and due dates, and even send out follow-up emails.

Here’s what you need to know about the future of project management tools and how to use an AI task manager to improve team collaboration and productivity.

What Is an AI Task Manager?

AI task manager: woman saying, there are so many things to do

An AI task manager is a type of software that uses artificial intelligence to streamline processes related to task management, such as task tracking and task delegation. It uses the latest technologies like machine learning and natural language processing (NLP) to make sense of written or spoken words and make complex decisions.

Unlike traditional task management tools, which assist project managers but primarily rely on human oversight, AI task managers can do much of the work for you.

5 Key Features of AI Task Managers

AI task manager: entrepreneur saying, you're the boss

Every AI productivity tool is different, but in general, AI task managers use automation and AI-powered algorithms to perform tasks such as:


Although smart scheduling tools have been around for a while — making it easy to plan ahead and schedule meetings automatically — AI-powered task management software takes things one step further by applying artificial intelligence to project planning.

AI task managers learn from you as you go, identifying task dependencies and setting realistic deadlines based on your preferences and past behavior.

Use an AI-powered project management calendar to set project milestones, manage tasks, and switch between timeline, task list, and calendar views in real time.

Task Delegation

Delegating tasks is one of the most important skills to learn as a manager because it simplifies your own to-do list and empowers your team members to take the initiative. But task delegation requires you to have a clear view of each team member’s skills, strengths, and workload in order to maximize team productivity.

AI task managers like Anchor AI can automatically capture actionable items in your meeting notes and add them to your team’s to-do list.Instead of having to input tasks and assign them manually, our AI task manager uses context clues from your meeting to assign them to the appropriate team member.

Priority Management

Priority management isn’t just about identifying the most important tasks on your to-do list; it’s also about knowing the best and most efficient way to deploy your efforts as a team. AI productivity tools help with prioritization by using data to determine which tasks will have the most impact as you work toward your project goals.

An AI-powered task manager can set priority levels, eliminate tasks that are neither important nor urgent, and streamline your day-to-day workflows.

Action Item Tracking

An AI task manager can help ensure team accountability by managing tasks from a centralized, cloud-based location. Not only can it automate repetitive tasks like data entry, but it can send out notifications about upcoming deadlines and keep track of important metrics like your task completion rate.

Many AI task managers also feature integrations with time-tracking tools so you can track the amount of time it takes to complete individual tasks, calculate billable hours, and ensure that everyone is doing their fair share of the work — even if you have a remote team that doesn’t share a workspace.

Team Communication

AI task managers streamline team communication with built-in tools and templates that make it easy to keep everyone on the same page. One of the key features of Anchor AI is its ability to take meeting notes and summarize the outcome of meetings so you can send out a follow-up email without having to write it yourself.

Some AI task managers also feature an AI assistant or chatbot — think of an AI tool like ChatGPT that’s specifically focused on your project or meeting. Use it for brainstorming, problem-solving, or simply gaining more insight into how your project is going.

4 AI Task Management Tools to Consider

AI task manager:  man saying, I'm gonna stop talking now

AI task managers vary widely in terms of pricing and key features, so it’s important to choose the one that’s the right fit for your team. Here are four popular software tools, along with the pricing options for each:

1. Anchor AI

Anchor AI is an AI-powered task manager and note-taking tool designed to help you get more out of meetings. In addition to meeting notes and meeting summaries, Anchor AI uses artificial intelligence to identify speakers, capture action items, and automatically add assignments and due dates to your action item tracker.

You can also use Anchor AI to create follow-up emails after a meeting, or Ask Max, your AI project manager, to draft email responses for you.

Use Anchor AI alongside remote collaboration tools like Zoom and Slack to improve the user experience and boost team productivity.

Pricing: Free version includes Focus Mode and Unlimited Transcriptions; paid plans include Quick Prep, Detailed Meeting Minutes, and more ($15-$35 per month)

2. Asana

Asana started out as a traditional task management platform but has since added AI tools called Asana Intelligence. These include a “smart goals” feature, which generates potential goals based on planning documents and staffing levels, and a “smart editor” that helps you craft responses using a friendly or professional tone.

Asana’s central feature is still its Kanban-style task manager that allows you to toggle between task, timeline, and calendar views.

Pricing: Free plan for individuals and small teams of up to 15; $10.99-$24.99 per user per month to unlock Asana Intelligence features

3. Trello

Trello is another Kanban-style task management tool with both iOS and Android mobile apps, as well as Mac and Windows desktop versions. Trello’s AI features are powered by Atlassian Intelligence, which allows you to ask questions in natural language. You can also use Butler, Trello’s no-code automation tool, to create and manage tasks.

Trello supports integrations with other apps using “Power-Ups,” so you can use it with other tools like Google Calendar, Microsoft Outlook, and Slack.

Pricing: Free for individuals and small teams with limited features; $5-$17.50 per user per month for unlimited boards and other features

4. Todoist

Todoist is primarily a task list, which offers Labels, Filters, and Themes to help you keep your personal or business projects organized. Todoist can generate tasks from your email, display tasks on a third-party calendar, and store comments and voice notes.

Todoist’s AI Assistant adds a few new features, such as suggestions for breaking tasks into smaller steps and making them more actionable.

Pricing: Free for individuals with up to 5 personal projects; $4-$6 per user per month for Pro and Business users (including AI Assistant)

Streamline Task Management with Anchor AI

Wand making the words MISCHIEF MANAGED disappear

From scheduling tasks to monitoring team productivity, AI task managers can do things that traditional project management software can’t. You can use them to identify action items, delegate tasks, and streamline team communication. The best AI task managers use natural language processing, so you can ask them questions in plain language and trust them to help write meeting summaries and follow-up emails.

Anchor AI is a note-taking tool and action item tracker that uses artificial intelligence to help you get more out of team meetings. Simply invite Anchor AI to your next meeting or turn an existing Zoom recording into a time-stamped, searchable transcript.

See what else you can do by signing up for Anchor AI today!

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