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4 min read

4 ways project management automation makes your job easier

By Nick Moore · August 24, 2020
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Project management is the difference between having an idea and getting it done.

When you're managing projects effectively, your work is like alchemy. You help teams turn the results of a brainstorm into a project, a series of tasks, and eventually, a new product or feature.

But that alchemy involves a lot of tasks, a lot of projects, and a lot of people. It's easy to get overwhelmed. When all that management becomes a struggle, it's a sign that it's time to turn to project management automation.

Here, we'll go over several ways to use automation to streamline your project management. We'll explain how automated workflows—we call them Zaps—can help you can get more done while stressing out less.

Zapier is the leader in workflow automation—integrating with 6,000+ apps from partners like Google, Salesforce, and Microsoft. Use interfaces, data tables, and logic to build secure, automated systems for your business-critical workflows across your organization's technology stack. Learn more.

Automatically create tasks right when you need them

Tasks are the atomic unit of project management. The first step for project management almost always involves breaking a project down into individual, practical tasks.

Since this happens so frequently, it's easier to automate than to do it manually.

The bulk of your tasks aren't novel. And yet, without automation, you have to create cards, tasks, and lists again and again. Use these Zaps to create tasks on an automatic schedule, based on how you and your team work.

Create Trello card daily at scheduled time

Create Trello card daily at scheduled time
  • Schedule by Zapier logo
  • Trello logo
Schedule by Zapier + Trello

Create Trello cards weekly at scheduled times

Create Trello cards weekly at scheduled times
  • Schedule by Zapier logo
  • Trello logo
Schedule by Zapier + Trello

Create Trello card monthly at scheduled time

Create Trello card monthly at scheduled time
  • Schedule by Zapier logo
  • Trello logo
Schedule by Zapier + Trello

Create monthly to-dos lists in Basecamp 3

Create monthly to-dos lists in Basecamp 3
  • Schedule by Zapier logo
  • Basecamp 3 logo
Schedule by Zapier + Basecamp 3

Schedule new tasks in MeisterTask weekly

Schedule new tasks in MeisterTask weekly
  • Schedule by Zapier logo
  • MeisterTask logo
Schedule by Zapier + MeisterTask

Learn more: How to automate your to-do list apps

Easily create tasks from other apps

A lot of project management happens outside of your project management tools. Some of the best feature ideas will come in Slack discussions or email threads. Instead of wasting time porting data from one app to another, integrate your apps with Zapier.

Use these Zaps to automatically create tasks from email and Slack activities. With one click, you can go from inspiration to action.

Create Trello cards from new Gmail threads

Create Trello cards from new Gmail threads
  • Gmail logo
  • Trello logo
Gmail + Trello

Create Trello Cards from a Slack Channel

Create Trello Cards from a Slack Channel
  • Slack logo
  • Trello logo
Slack + Trello

Add starred Gmail emails as tasks in ClickUp [Business Gmail Accounts Only]

Add starred Gmail emails as tasks in ClickUp [Business Gmail Accounts Only]
  • Gmail logo
  • ClickUp logo
Gmail + ClickUp

Add new inbound emails as Basecamp 3 to-dos

Add new inbound emails as Basecamp 3 to-dos
  • Email by Zapier logo
  • Basecamp 3 logo
Email by Zapier + Basecamp 3

The size of your team might make it unwieldy to rely on communication apps. In that case, you can use form submission tools to solicit input from your team. With Zapier, retrieving and using the information you gather is easy.

Use these Zaps to automatically send form data to project management apps.

Create Trello cards from new Jotform submissions

Create Trello cards from new Jotform submissions
  • Jotform logo
  • Trello logo
Jotform + Trello

Create Asana tasks from new Google Forms responses

Create Asana tasks from new Google Forms responses
  • Google Forms logo
  • Asana logo
Google Forms + Asana

Save Typeform entires as Podio items

Save Typeform entires as Podio items
  • Typeform logo
  • Podio logo
Typeform + Podio

Create ClickUp tasks from new HubSpot contacts

Create ClickUp tasks from new HubSpot contacts
  • HubSpot logo
  • ClickUp logo
HubSpot + ClickUp

Add new Google Form responses as Basecamp 3 to-dos

Add new Google Form responses as Basecamp 3 to-dos
  • Google Forms logo
  • Basecamp 3 logo
Google Forms + Basecamp 3

Connect your project management and issue management apps

As a project manager, one of your main roles is protecting your team from scope creep.

But without automation, your own work can suffer from scope creep, too. Your job should be to manage projects, not track tasks across a bunch of different apps.

To avoid missing tasks in the gaps between apps, use Zapier to integrate your project management and issue management apps.

These Zaps help you connect your project management apps with Jira, so you can use new issues as the starting point to create cards or tasks in the apps where you manage your work:

Create Trello cards from new Jira issues

Create Trello cards from new Jira issues
  • Jira Software Server logo
  • Trello logo
Jira Software Server + Trello

Create new ClickUp tasks from JIRA issues

Create new ClickUp tasks from JIRA issues
  • Jira Software Server logo
  • ClickUp logo
Jira Software Server + ClickUp

Create items on monday.com boards from new JIRA issues

Create items on monday.com boards from new JIRA issues
  • Jira Software Server logo
  • monday.com logo
Jira Software Server + monday.com

Add new JIRA issues to Asana as tasks

Add new JIRA issues to Asana as tasks
  • Jira Software Server logo
  • Asana logo
Jira Software Server + Asana

You can do the same with GitHub. Use these Zaps to automatically add GitHub issues to your project management apps.

Add new GitHub issues as ClickUp tasks

Add new GitHub issues as ClickUp tasks
  • GitHub logo
  • ClickUp logo
GitHub + ClickUp

Add new GitHub issues as items in monday.com

Add new GitHub issues as items in monday.com
  • GitHub logo
  • monday.com logo
GitHub + monday.com

Create Trello cards from new GitHub issues

Create Trello cards from new GitHub issues
  • GitHub logo
  • Trello logo
GitHub + Trello

Add new GitHub issues to a Basecamp 3 to-do list

Add new GitHub issues to a Basecamp 3 to-do list
  • GitHub logo
  • Basecamp 3 logo
GitHub + Basecamp 3

Collaborate across teams and projects easily and effectively

Collaboration is impossible if your team silos important information in different locations. The more you and your team are trying to get information in the same place, the less time you're working on the projects at hand.

Without automation, this problem is a pain. Your best bet is to manually copy and paste data from one place to another and back again whenever someone ends up confused. It's slow, it's tedious, and the work is always behind schedule.

With automation, that problem isn't a problem anymore. Zapier makes communication across tools and apps easy. Use these Zaps to integrate Slack with your favorite project management tools. Get instant notifications and stay up to date with task activities.

Get new Trello notifications in Slack

Get new Trello notifications in Slack
  • Trello logo
  • Slack logo
Trello + Slack

Add new messages in Slack channels as Asana tasks

Add new messages in Slack channels as Asana tasks
  • Slack logo
  • Asana logo
Slack + Asana

Get Slack notifications for new Podio items

Get Slack notifications for new Podio items
  • Podio logo
  • Slack logo
Podio + Slack

Post to Slack channels for new items created in monday.com

Post to Slack channels for new items created in monday.com
  • monday.com logo
  • Slack logo
monday.com + Slack

Post new Basecamp 3 activity to a Slack channel

Post new Basecamp 3 activity to a Slack channel
  • Basecamp 3 logo
  • Slack logo
Basecamp 3 + Slack

One of the most common communication gaps happens after meetings. It's all too easy to gather your team in a room (physical or virtual), settle on a series of tasks, and then forget to pick back up on them after the meeting ends.

These Zaps automatically create a place to log action items in your project management apps so you don't lose momentum after an important meeting. You can add those tasks to each project or list during the meeting, making sure everyone knows what needs to be done.

Create a Trello card when a Google Calendar event starts

Create a Trello card when a Google Calendar event starts
  • Google Calendar logo
  • Trello logo
Google Calendar + Trello

Create Trello lists for new Google Calendar events

Create Trello lists for new Google Calendar events
  • Google Calendar logo
  • Trello logo
Google Calendar + Trello

You can also create a single task for every calendar event.

Create new Trello cards from new Google Calendar events

Create new Trello cards from new Google Calendar events
  • Google Calendar logo
  • Trello logo
Google Calendar + Trello

The opposite problem is just as likely. You might decide a meeting is necessary as you work, but never nail down a time. Use these Zaps to automatically create calendar events as you create new project management tasks. You'll need to set a due date for your tasks to make sure they appear on the right day in your calendar.

Create Google Calendar events from new Trello cards

Create Google Calendar events from new Trello cards
  • Trello logo
  • Google Calendar logo
Trello + Google Calendar

Create Google Calendar detailed events from new Trello activity

Create Google Calendar detailed events from new Trello activity
  • Trello logo
  • Google Calendar logo
Trello + Google Calendar

Create Google Calendar events from new ClickUp tasks

Create Google Calendar events from new ClickUp tasks
  • ClickUp logo
  • Google Calendar logo
ClickUp + Google Calendar

Automatically create project management reports

It's easy to get deep into your project management tasks and not lift your head up for air. But without pausing, you risk losing sight of the big picture. Your goal, ultimately, is to help your team ship more and better features. If you don't reflect on your progress toward that goal, you have no idea whether the work you're doing is effective.

But doing that reflection is easier said than done. The nature of your role means you have a lot of other work to do. With Zapier, you can make this retrospective analysis much easier.

Use these Zaps to automatically create Airtable records based on your activity in Trello, Todoist, and Asana.

Create Airtable records from new or moved Trello cards

Create Airtable records from new or moved Trello cards
  • Trello logo
  • Airtable logo
Trello + Airtable

Create Airtable records for new incomplete tasks in Todoist

Create Airtable records for new incomplete tasks in Todoist
  • Todoist logo
  • Airtable logo
Todoist + Airtable

Add new Asana tasks to Airtable

Add new Asana tasks to Airtable
  • Asana logo
  • Airtable logo
Asana + Airtable

These Zaps let you automatically record your project management activities as Google Sheets rows.

Save new Trello card activity as Google Sheets rows

Save new Trello card activity as Google Sheets rows
  • Trello logo
  • Google Sheets logo
Trello + Google Sheets

Save new Podio items as Google Sheets rows

Save new Podio items as Google Sheets rows
  • Podio logo
  • Google Sheets logo
Podio + Google Sheets

Create rows in Google Sheets for new ClickUp tasks

Create rows in Google Sheets for new ClickUp tasks
  • ClickUp logo
  • Google Sheets logo
ClickUp + Google Sheets

Add new Basecamp 3 to-dos to Google Sheets as new rows

Add new Basecamp 3 to-dos to Google Sheets as new rows
  • Basecamp 3 logo
  • Google Sheets logo
Basecamp 3 + Google Sheets

If you're particularly interested in what time is spent where, you can also integrate apps like Toggl and Harvest. Use these Zaps to automatically keep your project management and time-tracking data close together.

Add new Asana projects to Toggl as projects

Add new Asana projects to Toggl as projects
  • Asana logo
  • Toggl (Legacy) logo
Asana + Toggl (Legacy)

Create Harvest projects from new Asana projects

Create Harvest projects from new Asana projects
  • Asana logo
  • Harvest logo
Asana + Harvest

Add Trello boards for new Harvest projects

Add Trello boards for new Harvest projects
  • Harvest (Legacy) logo
  • Trello logo
Harvest (Legacy) + Trello

Turn Trello cards into Toggl projects

Turn Trello cards into Toggl projects
  • Trello logo
  • Toggl (Legacy) logo
Trello + Toggl (Legacy)

Create Toggl projects for new Trello boards

Create Toggl projects for new Trello boards
  • Trello logo
  • Toggl (Legacy) logo
Trello + Toggl (Legacy)

Project management automation creates more time

Project management, by nature, is a busy job.

You're managing people as much as you're managing projects and tasks. Juggling all that can be overwhelming. It's easy to drop smaller tasks—such as creating a new Trello card, recording an incomplete Todoist task, or following up on a meeting—but that just creates more stress later.

Instead, make your work easier with project management automation. Zapier automates your most repetitive tasks and leaves you with more headspace to work on the projects that have a business impact.

Related reading:

  • The ultimate guide to project management

  • The best free project management software

  • Popular ways to automate monday.com

  • RACI: A map for team structure (with template)

  • How to automate Podio

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A Zap with the trigger 'When I get a new lead from Facebook,' and the action 'Notify my team in Slack'