AI Project Manager
📋 How to Build a Project Manager AI Agent in raia v2
Managing projects across teams and tools is hard. Updates get buried, teammates miss meetings, and the “source of truth” is often scattered across Jira tickets, Slack threads, and docs.
With raia v2, you can build a smart, always-on Project Manager AI Agent that:
Summarizes meeting transcripts
Tracks updates across tools like Jira, Confluence, and Trello
Provides real-time answers to your team via Copilot, Email, or SMS
Automates weekly updates and reminders
Maintains both shared team memory and personalized memory
Let’s walk through how to build and deploy it.
🧱 Step 1: Define the Agent’s Role
Create a new Agent in Launch Pad and choose a role like “Project Manager”, or create a custom role like “Team Updates Bot” or “PM Assistant.”
Your Project Manager Agent should:
Keep the team aligned with regular project updates
Help team members catch up on what they missed
Summarize meeting notes or standups
Answer questions about progress, owners, and deadlines
Integrate with your project management tools and documentation
🧠 Step 2: Write Smart Instructions
Use the Instructions field to guide the Agent’s behavior, tone, and responsibilities.
Sample Instructions:
You are a helpful and organized AI Project Manager for the Product Team at ACME Inc.
Your job is to summarize updates from meetings, track the status of tasks from platforms like Jira or Trello, and help the team stay aligned.
Always write in a clear, concise, and neutral tone.
Summarize long threads or transcripts into bullet points. Focus on:
- Project goals
- Progress updates
- Blockers
- Next steps
- Assigned owners
If asked about a project, provide the latest known status, owner, and any relevant notes from past updates.
Use shared team memory (uploaded docs) for consistent answers. Also store individual interactions using personal memory to help follow up later.
Do not make up deadlines or estimates—refer to Jira or Trello data when possible.
If you're unsure about something, respond with:
> “I'm not seeing that in the latest updates. You may want to check with the project lead.”📚 Step 3: Upload Project Docs and Shared Memory
To ensure your AI Agent provides accurate and consistent answers, upload:
Project briefs
Roadmaps
Confluence meeting notes
Retrospectives and summaries
Team roles and responsibilities
Jira sprint plans or Trello board exports (Markdown or JSON format)
These documents form the shared team memory, making the Agent a single source of truth for anyone who needs project context.
You can also enable personal memory, so the Agent can:
Recall who asked what
Follow up on previously discussed items
Tailor updates based on individual project involvement
🔗 Step 4: Connect to Project Management Tools
Your Project Manager Agent can use API/Webhook integrations via n8n to pull and push data from your PM tools.
Common Integrations:
✅ Jira: Fetch tickets, owners, and statuses. Summarize epics.
✅ Trello: Monitor board changes, task comments, due dates.
✅ Confluence: Parse and summarize meeting notes or documentation.
✅ Slack or Teams: Send summary messages or respond to update requests.
✅ Google Meet / Zoom: Feed in meeting transcripts via Zapier or n8n for automated summarization.
Example Flow (via n8n):
New Jira issue comment or Trello update
Trigger webhook
AI Agent summarizes changes
Posts summary to Slack channel or sends email to the team
You can even schedule weekly or daily digests automatically.
✉️ Step 5: Enable Multi-Channel Communication
Your Project Manager Agent can keep the team informed across:
✅ Copilot
Use it like ChatGPT, but trained on your projects
Ask: “What’s the status of the website launch?” or “What’s blocked in Sprint 12?”
✅ Email
Agent receives and responds to update requests
Can send daily or weekly digest emails automatically
✅ SMS
Use SMS for quick check-ins, reminders, or escalations (e.g., “What’s overdue today?”)
You can also trigger replies or summary reports based on keywords like "update," "progress," or "summary."
🔄 Step 6: Automate Regular Updates
Use the Campaigns feature or integrate with n8n to automate:
🗓️ Daily standup summaries
📅 Weekly progress emails
✅ Sprint review summaries
📤 Slack updates after meetings
Each message can be personalized with project name, owner, and most recent change logs, pulled from your connected tools.
🧩 Summary: Project Manager Agent Setup
1. Role
Choose or create "Project Manager" Agent
2. Instructions
Define tone, responsibility, memory use
3. Upload Docs
Add shared memory (briefs, sprints, updates)
4. Integrate
Connect Jira, Trello, Confluence via API/Webhook
5. Multi-Channel
Enable Copilot, Email, SMS for access
6. Automate
Send updates and summaries daily or weekly
💡 Example Use Cases
Missed Meeting
Manual (Copilot)
Summarized transcript
Sprint Status Update
Scheduled (n8n)
Email digest
“What’s Next?” Question
SMS or Copilot
Tasks by priority or owner
Task Escalation
Jira status change
Slack alert via webhook
📌 Final Thoughts
Your Project Manager AI Agent helps you:
Keep the team aligned
Automate tedious reporting
Centralize project knowledge
Make updates accessible to everyone, anytime
Whether your team is in different time zones or just drowning in tasks, your Agent is always ready to summarize, organize, and respond.
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