AI FOR PRODUCTIVITY (part 4)

 

Chapter 4: Project Management and Workflow Optimization

Project management and workflow go hand-in-hand. You want to make sure the project goes smoothly. Meanwhile, you want to ensure that your workflow is smooth and seamless. This chapter will delve into how AI gets it all done with the both of them.

As mentioned in the previous chapter, apps like Asana, Monday.com, and Slack have long been the major players when it comes to project management and workflow. With the integration of AI, they have seemingly become more powerful. It was as if the integration of AI gave them the superpowers they needed.

We will discuss how you can select an AI-enabled project management software. This will include a list of considerations you’ll want to mull over before making your final decision. Furthermore, we’ll talk about workflow automation so your operations are streamlined daily.

Let’s begin with this all important chapter so you find the best tools for you.

Selecting AI-Enabled Project Management Software

When selecting an AI-enabled project management software, it is important to consider a few factors before making a final decision. Let’s take a look at the following list that you’ll need to go over:

Integration with existing platforms

If you are using existing platforms such as Google Drive, Microsoft Teams, or Slack (among others), you want to determine whether or not the software can easily integrate with it. This also includes the CRMs, collaboration tools, or communication platforms that you use for your business.

Operating system compatibility

Of course, you don’t want to choose just any software. You want to make sure it is compatible with your operating systems such as Windows, iOs, etc. Likewise, you want to make sure its mobile application (if available) is compatible with your Android or iPhone device.

The tools will obviously be created to support these popular operating systems.

User-friendly interface

User-friendliness makes it easier to use not just for yourself, but also your team members. You want to make it easy for you to show them how to get the best out of the software they are using for seamless functionality and making sure every project stage is done without issue or miscommunication.

Customization options

Customize the software so it fits your project management needs. This includes dashboards that will make things efficient and the ability to create workflows that are easily customizable from start to finish.

AI capabilities

Of course, there would be no point in getting a project management software if it didn’t have the AI capabilities that it provides. Especially when you need to get something done quickly and easily. And without having to do it all yourself.

These AI capabilities will make task automation, forecasting, and suggestions a lot easier. Some of them may also detect conflicts that may impede the workflow itself.

Data security and privacy

Security is important. So it is the data that all ties into the platforms that you use. Make sure it is well-protected.

Some softwares will have encryption and secure authentication available. If you are serious about security and handle sensitive data, do not overlook this consideration.

Collaboration features

This will be a major consideration to mull over when you work with teams. These features include but are not limited to real-time commenting, editing, and notifications. This will ensure that you and your team members can communicate at any time when questions, comments, or concerns need to be addressed.

Reporting and analytics

Another key feature is reporting and analytics. How much time is your project team using? How much time are you saving by automating certain tasks or relying on AI to get it done?

You can also use the reports and numbers to see how far along the project is going. From there, it will make it easier for you and your team to move forward with the next task.

Mobile accessibility

In the Digital Age, we must keep our finger on the pulse with everything that has to do with our business. Especially when we’re on the go. Find an AI project management software that provides you with mobile accessibility.

There’s a good chance you’ll be able to access it via a mobile app. Or it can be done on a mobile responsive webpage. Either way, if you can easily access it on a mobile device - that is a huge plus.

Budget

How much are you willing to invest in an AI-enabled project management software? It will depend on the budget. At the same time, you shouldn’t let that be your worry. Invest in the best quality, performance, and abilities you can afford.

Make sure that you put your most critical needs above all else. You can find a software that can address them at prices you can afford.

Workflow Automation Tools for Streamlined Operations

When looking for workflow automation tools, similar considerations like the ones mentioned above will apply. You want to look for tools that will ensure that you and your team are on the right track regarding the project you’re all working on.

As such, you want to find the right tools that meet your necessary goals. Keep in mind that not all workflow automation tools are created equal. Some are designed for different purposes and goals.

For example, you can find a certain workflow automation tool for a business that has a sales team. Or you can find one that allows you to manage teams, monitor projects, and even make communication seamless.

Since a smooth workflow is key - you can find a tool that will allow AI to detect any conflicts if you are looking to add new tasks to the project. Once again, find tools that are easy to use so you don’t have to spend hours on end trying to figure everything out.

Tools that we suggest for workflow automation include Zapier (https://zapier.com/), Nintex (https://www.nintex.com/process- automation/workflow-automation), and Taskade (https://www.taskade.com/) to name a few.

Final Thoughts

Finding the right AI-enabled project management and workflow optimization tools can be challenging. We hope that you are able to use the chapter to help you find the right one. Once you choose those tools, you’ll be amazed by how powerful they are when you throw AI into the mix.

Keep in mind that such popular productivity tools like Zoom, Asana, and Slack were already the “in” tools before AI. The inclusion of it turned them into tools with even greater powers and abilities. But nonetheless, it is important to choose such tools for the purpose of meeting your specific business and team project goals.

Of course, it should be worth investing in the right ones that are best for your needs and preferences. While the budget should eliminate a few selections, you won’t be far off from finding the right fit.