Best AI Project Management Tools Tried & Tested: Here’s My Top 5

Projects rarely fail from lack of effort. They fail when priorities clash, deadlines slip, and meetings eat the day. AI tools for project management promise a fix: they don’t just list your tasks, they help you plan them. There’s no single tool offering a great solution for both, a combination of a task manager and an AI scheduler marks the sweet spot. After testing dozens of tools, here are the five that made a difference for me.

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What are task managers?

A task management app helps with capturing, organizing, prioritizing, and tracking tasks from idea to done.

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Modern task managers usually:

• Centralize to-do lists, due dates, and reminders
• Add richer features like subtasks, recurring tasks, tags, and dependencies
• Offer different views, such as Kanban boards
• Some have simple calendar scheduling/time blocking

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They streamline workflows by assigning owners, setting deadlines, and visualizing progress, while integrations with email, calendar, chat, and project management tools reduce context switching. The aim is to increase clarity, focus, and accountability, so nothing slips through the cracks.

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What is an AI scheduling assistant?

An AI scheduling assistant designs and suggests a plan. Morgen, for example, considers task priority levels, deadlines, and time estimates, along with your available work time, then its AI Planner proposes a schedule overlaying your calendar. Instead of staring at a blank calendar, you start with a draft plan you can edit and approve.

• Task managers = list of work.
• Scheduling assistants = prioritized plan to execute.

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Benefits of combining the two

Pairing the two creates a complete system:

• Task managers capture everything.
• Scheduling assistants consider your schedule based on your calendar and recommend a suitable spot when to tackle the tasks so they get done.

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Example: A list of 20 tasks shows the mountain. It's overwhelming and unclear where to start. Add a scheduling assistant and you see 6 tasks realistically scheduled for today.

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Criteria: How I evaluated these tools

I combined hands-on testing with Reddit and G2 reviews. My criteria included:

• Ease of use
• Quality of AI planning
• Integrations with calendars and task apps
• Balance between automation and user control
• Pricing transparency

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TL;DR: The 5 best AI project management and scheduling tools

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Tool #1: Morgen

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Best for: Flexible time blocking with AI scheduling.

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Standout features:

The AI Planner suggests schedules based on priority, deadlines, and duration. You can create a recurring time block called Frames and use the AI Planner to fill it with tasks from specific task management tools, or use other task criteria like duration or priority.

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What I liked:

• AI Planner suggestions are editable and wait for approval, so you stay in control.
• Drag-and-drop makes time blocking intuitive.
• Frames make it easy to fill deep work time blocks with tasks that have a long duration or require more energy.
• Strong integrations with Notion, Todoist, Obsidian, etc., plus a simple built-in task manager.

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What I disliked:

• The native task manager is fine for quick to-dos.

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Pricing:
From $30/month or $15/month for a yearly plan.

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Reviews:

On G2, users say AI suggestions are “accurate and easy to adjust” and praise how it “saves hours of planning while still letting me stay in control.” Task management gets specific callouts: one called seeing tasks alongside the calendar a “game changer” for reducing context switching, another highlighted smooth Todoist and Notion integrations.

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Tool #2: Motion

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Best for: Teams or individuals who want full automation.

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Standout features:

Auto-scheduling of tasks into your calendar and the inclusion of project and team management.

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What I liked:

• Task assignment is simple, which is great for teams.

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What I disliked:

• Rigid. Once Motion takes over, manual changes feel clunky.

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Pricing:

‍Starts at $148/month.

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Reviews:

On Reddit, some users praise Motion’s ability to “save hours each week” by eliminating manual scheduling. Others, however, complain it “feels too controlling,” with one reviewer noting that when schedules shift, “it’s a pain to reshuffle everything Motion already planned.”

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Tool #3: Sunsama

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Best for: Those battling overwhelm, who want guided planning.

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Features:

Structured daily review. Imports tasks from Trello, Asana, Jira, and more.

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What I liked:

• Forces realistic days by limiting you to ~5–7 tasks, encouraging focus.

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What I disliked:

• Lack of automation.

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Pricing:

$20/month.

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Reviews:

Reddit threads often highlight Sunsama’s daily ritual as “a mindfulness practice for productivity.” Users like how it “keeps me from overcommitting.”

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Tool #4: Akiflow

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Best for: Productivity enthusiasts who want speed.

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Standout features:

Command bar and wide integrations.

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What I liked:

Capturing and scheduling tasks feels fast because of the command bar, and the wide range of Integrations is a plus.

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What I disliked:

No label and event tagging.

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Pricing:

$19/month.

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Reviews:

Reddit users love Akiflow’s quick capture: “It’s the fastest way to time block tasks I’ve used.” Others appreciate its strong integrations.

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Tool #5: Notion and Notion Calendar

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Best for: Project workspace with tasks, notes, and scheduling.

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Standout features:

Databases for tasks/projects, calendar view, plus Notion Calendar for time blocking.

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What I liked:

Extremely customizable. Tasks, docs, and projects live together. Calendar sync makes scheduling seamless for Notion users.

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What I disliked:

Flexibility can overwhelm. Setup is time-consuming, and I spent far more time getting organized and building my system than working on my tasks.

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Pricing:

Free with paid plans from $8/month.

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Reviews:

On Reddit, fans praise Notion as “the Swiss army knife of productivity,” with one user saying Notion Calendar “finally makes my tasks feel connected to real time.” Negative reviews mention steep setup costs: “I spent weeks building my system” said one user, while others complain about lag in large workspaces and the temptation to “spend more time tweaking than working.”

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Final thoughts

Project management doesn’t stop with project management tools. By combining them with smart schedulers, you won’t be cramming in more work, but instead prioritize and work on what moves the needle.

If you want flexible control with AI support, try Morgen, you can start for free. Prioritizing automation, guided reflection, or speed? Try Motion, Sunsama, or Akiflow. Notion is best if you want everything in one place.

I prefer to stick with Morgen because it integrates with my existing task management system and goes beyond simple scheduling. It reacts intelligently by suggesting task rescheduling when plans change, connects multiple calendars so I can see work and personal schedules side by side, and speeds up my workflow with a command bar and shortcut support. On top of that, Morgen offers advanced task prioritization and filtering—making it easier to focus on what matters most.

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Any questions? Send me a message or ping me on Discord ✉️