# AI in Project Management: 2025 Software Trends Report | Capterra > AI's emergence in PM software leads to new opportunities and challenges. Read the report to learn how businesses are choosing the right tools. Source: https://www.capterra.com/resources/2025-pm-software-trends --- # AI & Security Are Top Concerns in Capterra’s 2025 Project Management Software Trends Survey Written by: Olivia Montgomery Olivia MontgomeryAuthor Associate Principal Analyst Experience I’ve been an analyst at Capterra since November 2018, where my mission is to be a trusted thought leader in the projec... [See bio & all articles](https://www.capterra.com/resources/author/omontgomery/) and edited by: Caroline Rousseau Caroline RousseauEditor Senior Content Editor Experience As a senior content editor, and formerly as a content analyst, at Capterra, I have been crafting, writing, and refining rese... [See bio & all articles](https://www.capterra.com/resources/author/caroline-rousseau/) Published September 4, 2025 9 min read Table of Contents - [How is AI used in project management software?](#how-is-artificial-intelligence-used-in-project-management-software) - [AI drives software spend and reshapes buyer priorities](#ai-drives-project-management-software-spend-and-reshapes-buyer-priorities) - [AI expansion increases the need for software security](#ai-expansion-increases-the-need-for-software-security) - [Some teams struggle to make the most of AI-powered tools](#some-teams-struggle-to-make-the-most-of-ai-powered-tools) - [Using AI tools demands stronger emotional intelligence](#using-ai-tools-demands-stronger-emotional-intelligence) - [AI works for project managers, but only when used properly](#ai-works-for-project-managers-but-only-when-its-used-properly) ## Nearly all businesses tracking metrics see ROI from AI, but security and usability concerns are reshaping priorities. AI is transforming what project management (PM) software can do, but it’s also introducing new risks, reshaping buyer priorities, and accelerating decisions, sometimes without enough strategic planning. Capterra’s latest global survey[\*](#methodology) reveals how businesses are adapting their PM strategies, how they’re choosing to invest in [project management software](https://www.capterra.com/project-management-software/), and how AI is influencing those decisions. As a former IT project management office (PMO) lead and current PM analyst, I see this moment as both exciting and precarious. AI offers speed and scale, but it also brings complexity, security concerns, and uncertainty about how work gets done. Key takeaways - **Desire to add AI functionality is the top trigger for new PM software purchases** for over half of respondents (55%). - **New features/capabilities driving up spend:** Most buyers are spending more this year to expand capabilities, not just to cover rising costs. - **Security is top priority:** 71% rank it as their top concern, and it’s the leading source of both satisfaction and dissatisfaction. - **Execution challenges persist**, especially around AI adoption and training, and are slowing value realization. - **AI is raising the bar for people skills**: 60% of PMs say their use of emotional intelligence has increased due to AI adoption. ## How is artificial intelligence used in project management software? AI in project management software is used to predict risks, automate workflows, optimize schedules, and generate content such as summaries or documentation. It spans from narrow tools like predictive analytics engines to embedded features in PM software that automate task assignments or flag risks. But it’s not the same AI that performs all these functions.  Many people think of AI as chatbots or large language models (LLMs), but that’s just one branch focused on generating human-like text. AI also includes systems for advanced workflow automation and predictive analytics, each designed for different tasks beyond text generation. Together, they help teams manage complexity, reduce manual work, and make data-driven decisions.  Here’s a short overview of the main types of AI used in project management. **Type of AI for project managers** **What it does** **Common use in PM software** **Where it resides** Large language models (LLMs) Generate human-like text Drafting documentation, summarizing meetings, answering questions Can be standalone, like PMI’s Infinity, integrated into a PM platform, or offered via plugins Predictive analytics Forecast outcomes based on historical data via machine learning Risk prediction, delay forecasting, resource planning Typically integrated into the PM tools’ dashboards or reporting modules Automation engines Trigger actions based on rules or patterns Task assignment, workflow routing, status updates Usually built into the PM system’s workflow engine Machine learning algorithms Learn from data to improve over time Identifying patterns, surfacing blockers, optimizing schedules May be embedded in PM tool or offered as a standalone analytics service Not all AI is created equal, and not all AI is transparent in what it can and can’t do accurately. Buyers should ask vendors what kind of AI is being used, how it works, and whether it’s explainable or a black box. Understanding the difference helps teams choose tools that truly support their workflows and decision-making. ## AI drives project management software spend and reshapes buyer priorities AI is now the leading reason businesses invest in new PM software. More than half of buyers (55%) say adding AI was the top trigger for their most recent purchase. But this isn’t about chasing shiny features. It’s about tackling rising project complexity, resource constraints, and the demand for speed. **Where the money is going** Two out of three businesses are increasing PM software spend to add new tools, expand functionality, and gain services and support. Only a third cite rising prices, software replacement, or user growth as their main driver. Adding users ranks last, aligning with a widespread move to reduce staffing.[\[1\]](#sources) Rather than growing teams, businesses are asking current employees to do more with less. For project managers, this means using AI-powered tools to help manage workloads, compensate for limited staffing, and keep projects on track. **Why it matters** - **Projects are bigger and more complex.**[\[2\]](#sources) Mega, and even giga, projects (worth $1 billion or more) span multiple teams, tools, and time zones. Manual coordination with spreadsheets or offline systems isn’t just inefficient, it’s impossible at this scale. - **AI is setting expectations.** It’s already proving its value in marketing, finance, and customer service. PM leaders are under pressure to follow suit. - **Teams are stretched thin.** With fewer people and more work, project managers need help reducing admin tasks, surfacing insights, and prioritizing effectively. - **The bigger story: adaptability.** Businesses face resource constraints, rising complexity, and pressure for long-term efficiency. They’re betting AI can help them do more with fewer people, tighter budgets, and faster timelines. Expert recommendation Don’t buy into AI buzzwords in marketing. Not all tools will have the capabilities you need and expect. Focus on tools with practical, transparent features. Ask vendors: - How does your AI support planning, tracking, and decision-making? - How does it integrate with our existing workflows? The right investment can help teams stay competitive, but only if it’s grounded in real business needs. ## AI expansion increases the need for software security As AI expands software’s functionality, it also increases the attack surface, meaning more data, more integrations, and more risk. That’s why security now outranks functionality and AI features as the top priority for project management software buyers. Seventy-one percent of buyers rate security as “critical,” and 39% say security concerns triggered their most recent purchase. This isn’t surprising: PM software is a system of record that stores sensitive company data such as budgets, contracts, pricing sheets, and client deliverables. And AI adoption raises the stakes further. Generative AI and predictive analytics require ingesting and processing vast amounts of project data, creating new data flows and integration points that attackers can exploit. **Why security is a source of satisfaction and dissatisfaction** Businesses need encryption, access controls, and audit trails. But they also want ease of use. That tension is hard to resolve, and it’s often why security tops both the satisfaction and dissatisfaction lists for PM software. **Real-world risk: Trello’s 2024 data breach** In July 2024, a hacker known as “Emo” leaked Trello user data on Breach Forums, a well-known cybercrime platform.[\[3\]](#sources) The data dump revealed the scale of exposure: over 15 million email addresses, along with full names, usernames, profile URLs, board memberships, and account settings. The hacker exploited an insecure API endpoint that allowed unauthenticated users to map email addresses to Trello accounts.  **This breach is a stark reminder that project management and collaboration tools are high-value targets for cybercriminals.** As PM software becomes more integrated and AI-enhanced, the volume and sensitivity of data flowing through these platforms increase, making weak access controls and poorly secured APIs a major liability. Expert recommendation Scrutinize how vendors secure their APIs, monitor for suspicious activity, and protect user identities. Ask: - Do AI features introduce new data flows or integrations? - How are those governed and secured? - Is an AI specialist required to set up the security features? Is one provided, if so? Security must be a top priority, not just a feature, especially in tools that manage sensitive project and personnel data. ## Some teams struggle to make the most of AI-powered tools Buying AI-powered tools is fairly easy. Realizing their value is quite hard. Forty-one percent of respondents cite AI adoption issues as their top software challenge, driven by skill gaps, poor onboarding of the new system, and workflow misalignment. **Why it matters** More than two-in-five respondents (41%) say AI adoption is their top software challenge. This finding aligns with broader adoption patterns we’ve been tracking. AI features require new skills, including interpreting predictions, configuring automations, and adapting workflows. Without proper training, even the most advanced features go unused. Nearly as many (39%) report a lack of AI skills on staff, and 36% say integrating new tools into existing workflows is a major hurdle. These numbers reflect a deeper issue: Rapid innovation is outpacing teams’ ability to learn and adapt. And vendors aren’t always helping. Poor onboarding and a lack of contextual guidance leave users underprepared and under-supported. To help buyers understand what’s slowing AI value realization, here’s a breakdown of the most common barriers, examples, and what to do about them: **Barrier to realizing AI value** **Example** **What to do** **Teams lack the skills to use AI features effectively** AI tools require new competencies like interpreting outputs and configuring automations. A marketing agency ignored predictive scheduling due to a lack of training, reverting to manual planning. Build AI literacy with role-based training and scenario-based workshops. Focus on practical use cases like task prediction and risk alerts. **Onboarding doesn’t support AI feature adoption** Failure to guide users through setup leaves teams unaware or underprepared on how to use the new capabilities. A construction firm didn’t train managers on how to set up workflows, so the firm skipped automation and missed chances to focus on higher-value tasks. Prioritize role-based training for all end users. Pilot with a small team to test usability before full rollout. **AI features don’t fit into existing workflows** New tools often require changes to how teams plan, track, and report work, especially when legacy systems are involved. A healthcare practice’s AI assistant in their new PM tool couldn’t access legacy CRM data, creating duplicate work. Audit workflows before implementation. Prioritize tools that integrate with your existing stack and involve users early in rollout. Expert recommendation Prioritize products that offer effective onboarding and intuitive design. Build internal training resources to help teams realize AI’s full potential. Ask vendors for role-based training materials and pilot programs. ## Using AI tools demands stronger emotional intelligence AI can generate plans, but it can’t build trust or resolve conflict. That’s why 60% of PMs say they’ve increased their use of emotional intelligence (EI) since adopting AI. **Why it matters** AI speeds up workflows, but it doesn’t fix misalignment, tension, or communication gaps. These remain the hardest and most human parts of project management. ### What is EI? Emotional intelligence (EI) is the capacity to identify, understand, and regulate your own emotions and those of others to build trust and alignment. EI helps you blend thinking and feeling to make better choices, rather than reacting on autopilot. High-EI project managers resolve conflicts, strengthen relationships, and keep teams aligned. Top challenges amplified by AI and how EI helps: Collaboration across teams (30%) High-EI PMs clarify goals, ask deeper questions, and align departments. Training new users (38%) They guide with patience and empathy when AI features feel unfamiliar. Staffing gaps (22%) They keep teams focused and motivated when resources are stretched. Expert recommendation Invest in tools that visualize dependencies, manage stakeholder input, and support cross-team alignment. Just as important, provide training in conflict resolution and strategic communication so PMs can lead effectively in AI-enhanced environments. ## AI works for project managers, but only when it’s used properly Project management software is increasingly less about managing task lists and more about enabling adaptability, efficiency, and responsible AI use. Businesses are investing in tools that help them work smarter, grow faster, and adapt to change. Buyers expect: - Intelligent automation that saves time without sacrificing control - Data security to protect sensitive information - Easy onboarding for faster adoption - Responsible AI that’s transparent and ethical Many teams are also moving away from rigid waterfall or Agile methods toward hybrid approaches. Today, 41% of respondents use hybrid PM methodologies, the most popular choice, [up from 21% in 2021](https://www.capterra.com/resources/future-of-project-management-is-hybrid/). **What to watch** - **Responsible AI**: Vendors must provide transparency and control, not just automation. - **Security-first design**: Expect more scrutiny of how tools handle sensitive data. - **Soft skills surge:** PMs will need emotional intelligence, negotiation, and strategic thinking to lead in AI-enhanced environments. - **Workflow adaptability:** Tools must support hybrid and custom methodologies. Final recommendation Choose tools that support human decision-making, balance innovation with execution readiness, and scale with your business goals. The right PM software doesn’t just manage projects, it empowers people. ## Recommended reading [**Top 10 Project Management Software With AI-Enabled Features**](https://www.capterra.com/resources/top-ai-project-management-software/) We share our list of 10 top-rated AI project management tools, sorted alphabetically, based on verified user reviews and our research team's analysis. [**More Than Half of Project Managers Find AI-Powered Software Benefits in Three Key Ways**](https://www.capterra.com/resources/more-than-half-of-project-managers-find-artificial-intelligence-powered-software-benefits-in-three-key-ways/) This report examines how 1,153 project managers are using AI and the benefits they’re seeing. [**Avoid PM Software Failure: Use a Risk Assessment Matrix Before You Commit**](https://www.capterra.com/resources/risk-assessment-matrix/) Without a risk assessment, new tools can create more problems than they solve. Here we explain what to do and provide a free, downloadable risk assessment matrix. [**Project Leaders Increasingly Rely on These EQ Strategies as Technology Progresses**](https://www.capterra.com/resources/project-managers-increasingly-rely-on-these-emotional-intelligence-strategies-as-technology-progresses/) 56% of PMs say a high level of EQ significantly helps teams achieve their goals. We cover why and how here. * * * **Methodology** **\* Capterra’s Project Management (PM) Software Trends Survey** was conducted in July 2025 among 2,545 respondents in Australia (n=240), Brazil (n=227), Canada (n=227), France (n=241), Germany (n=224), India (n=216), Italy (n=227), Mexico (n=236), Spain (n=239), the U.K. (n=237), and the U.S. (n=231). The goal of the study was to understand the PM methodologies and software that companies are using, their benefits and challenges, and the impact of AI on project management. Respondents were screened for full-time employment at companies with more than one employee, working in management-level roles or above. Respondents were also confirmed to be at least partially responsible for PM software purchase decisions and operations within their organization. Sources 1. [**What’s Causing Corporate Layoffs?**](https://knowledge.wharton.upenn.edu/article/whats-causing-corporate-layoffs/), Knowledge at Wharton 2. [**Megaprojects: Challenges, Opportunities, and the Role of the Project Profession**](https://www.pmi.org/learning/thought-leadership/megaprojects-challenges-opportunities-and-the-role-of-the-project-profession), The Project Management Institute 3. [**Trello Data Breach: Hacker Dumps Personal Info of Millions of Users**](https://hackread.com/trello-data-breach-hacker-dumps-users-personal-info/), HackRead * * * Looking for Project Management software?Check out Capterra's list of the [best Project Management software](https://www.capterra.com/project-management-software/) solutions. ### Was this article helpful? * * * ## About the Authors [### Olivia Montgomery](https://www.capterra.com/resources/author/omontgomery/) Olivia Montgomery is an associate principal analyst at Capterra, covering program and project management with a focus on the strategic alignment of IT and operations to optimize digital transformation. Her expertise is featured in Forbes, Bloomberg, CIO Dive, and TechRepublic, as well as in podcasts, such as The Digital Project Manager. [### Caroline Rousseau](https://www.capterra.com/resources/author/caroline-rousseau/) After three years of building surveys, analyzing data, and writing her own research, Caroline has been a senior content editor since 2022. 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