Over half of buyers cite AI as top reason for new PM software, as project complexity and workforce changes reshape buyer priorities

Artificial intelligence (AI) is now the leading driver of project management (PM) software purchases, but it’s also raising the stakes for security and exposing skills gaps, according to Capterra’s newly released 2025 Project Management Software Trends Survey. The report, based on a global survey of 2,545 project management professionals, highlights how companies are investing in AI-powered tools to tackle rising project complexity, tighter budgets, and shifting workforce dynamics. At the same time, organizations are grappling with new risks and execution challenges.

“AI is transforming project management software from a digital task list into a strategic engine for adaptability and efficiency,” says Olivia Montgomery, PMP, associate principal analyst at Capterra. “However, our research shows that successful adoption hinges on more than just features. Buyers must demand transparency from vendors about how their AI works, triple-check their security practices, and invest in onboarding and emotional intelligence to unlock the real value of these tools. The right PM software shouldn’t just automate processes but also empower employees to work more effectively.”

AI’s expanding role and risks in project management

AI is the number one trigger for PM software purchases. Over half (55%) of buyers say adding AI functionality prompted their most recent investment, outpacing cost or user growth. AI’s most valuable use cases include risk prediction, workflow automation, and documentation generation, helping teams manage complex projects across multiple time zones. However, not all AI is created equal. Buyers are urged to ask vendors what kind of AI is used, how it integrates with workflows, and whether it’s explainable or a “black box.”

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. As AI expands software functionality, the attack surface grows too. Seventy-one percent of respondents rank security as a critical factor for PM software purchases, and 39% made purchases due to security needs. News stories of data breaches specifically targeting PM software vendors remind us that these platforms are high-value targets for cybercriminals. Businesses need their software to be secure. Robust encryption, access controls, and audit trails are paramount, but not all project managers can guarantee their implementation, making security both a leading source of satisfaction and dissatisfaction among buyers.

Skills gaps and adoption challenges slow value realization

Rapid innovation is outpacing teams’ ability to adapt to the latest PM tools. AI features require new skills, including interpreting predictions, configuring automations, and adapting workflows. Without proper training, even the most advanced features go unused. 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. In fact, 39% report a lack of AI skills on staff, and 36% say integrating new tools into existing workflows is a major hurdle. To address these challenges, organizations should prioritize solutions with effective onboarding and role-based training.

Demand for soft skills grows in the face of technological innovation

AI can generate plans and speed up workflows, but it can’t resolve conflict, misalignment, or communication gaps. These remain the hardest and most human parts of project management. That’s why 60% of project managers say they’ve increased their use of emotional intelligence (EI) since adopting AI.

An increased focus on EI can help project managers address the top challenges they expect to face in their roles in the next 12 months: collaboration across teams, training new software users, and navigating staffing gaps.

What to consider when purchasing new PM tools?

With 41% of organizations worldwide now using hybrid PM methodologies, adaptability is key. Software buyers should focus on tools that prioritize security features, support human decision-making, balance innovation with execution, and scale with business goals.

Read Capterra’s full report to dive deeper into the trends shaping project management software in the next year and expert recommendations on making the best PM software choice for your business.

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View source version on businesswire.com: https://www.businesswire.com/news/home/20250904859415/en/

"The right PM software shouldn’t just automate processes but also empower employees to work more effectively."