How AI is Transforming Project Management Through Smarter Note Taking

Getting started with AI doesn’t have to mean overhauling your entire project management approach. In fact, note taking is one of the best entry points for teams beginning their AI journey. By adopting AI-powered transcription and note management tools, project managers can see immediate improvements in efficiency and communication without significant disruption to existing workflows. This makes note taking a practical, low-risk way to introduce AI into project management practices while showcasing clear value right away. 

Project management thrives on clear communication, accurate records, and well-tracked action items. Yet too often, valuable time in meetings is spent typing notes or trying to remember “who said what.” This is where AI-powered note taking and transcription tools are changing the game for project management departments. 

Smarter Transcriptions, Less Manual Work 

AI transcription tools can capture meeting discussions in real time, producing near accurate records without requiring a dedicated note taker. This not only reduces administrative overhead but also ensures no critical detail is lost. By automatically transcribing calls, status meetings, and stakeholder discussions, project managers can focus on leading the conversation rather than juggling between listening and typing. 

Action Items Captured Instantly 

Beyond just creating transcripts, leading AI tools now identify decisions, tasks, and owners as they emerge in conversation. Instead of manually sifting through meeting notes afterward, project managers get a structured list of action items assigned to the right people—ready to drop into a project tracker or task management tool. 

Best AI Tools for Project Teams 

A few standout tools are especially effective for project management departments. A majority of these integrate with Zoom, Google, Teams, Slack, Salesforce, Webex, and other tools. 

• ClickUp – Provides smart summaries, searchable transcripts, and action items. 

• Krisp – Delivers bot-free recording, noise cancellation, and accent conversion for more confident communications. 

• Otter.ai – Excellent for real-time meeting transcription, searchable notes, and automatic action item extraction. 

• Fireflies.ai – Provides transcripts, summaries, and task capture. 

• Fathom – Records and highlights key moments in meetings, making it easy to share important clips and next steps. 

• Notion AI – Goes beyond transcription with integrated knowledge management, summarization, and action item tracking. 

  
  

Human Review Still Matters 

While AI can capture a tremendous amount of detail, it isn’t flawless. Transcription errors or misattributed action items can occasionally occur. A best practice is for the project manager—or a designated team member—to quickly review the AI-generated notes before sharing them broadly. This final step ensures accuracy, builds trust with stakeholders, and avoids the confusion that comes from incorrect documentation. 

The Payoff 

By leveraging AI note taking tools, project managers free up time to focus on leadership and tackling roadblocks. Meetings become more productive, follow-ups more reliable, and projects more likely to stay on track. “Did anyone catch that task?”, the answer is always, “Yes—the AI did, and the PM confirmed it.” 

Ready to Begin Your AI Journey? 

AI in project management doesn’t have to be overwhelming—starting with smarter note taking is a simple yet powerful first step. From improved documentation to clearer accountability, these tools can quickly demonstrate the value of AI in action. At MyndCore Partners, LLC, we specialize in helping firms take these first steps with confidence. Whether your goal is to streamline meetings, improve project execution, or explore broader AI strategies, we’re ready to guide your team on its journey to smarter, more efficient project management. 

About the Author, Tana Lawler

With over 20 years of experience in project and program management, I am dedicated to fostering successful outcomes through effective teamwork and process improvement. I hold several professional certifications, including Project Management Professional (PMP), PMI Agile Certified Practitioner (PMI-ACP), and Certified ScrumMaster (CSM). My commitment to continuous learning drives my passion for coaching teams and enhancing their delivery capabilities. Feel free to reach out to me directly as well: tana@myndcorepartners.com.