AI Hacks for Project Management

AI Hacks for Project Management

I’ve had many client requests recently to ask how Generative AI can help with #ProjectManagement, so thought I’d share the core ways all you gorgeous PM’s out there can boost your days with this week’s #AIHack.?

It's worth noting that #GenAI can boost your project management work in almost any task you have at hand. With so many to choose from, I thought we’d pick two biggies that tend to be time consuming:

1.???? Setting up an initial project

2.????Using AI for Risk management and reporting

Making these tasks more efficient and effective will surely save a huge amount of time, so highly useful and time-saving examples with detailed step-by-step 'how to' guides.

The AI Hacks?

1. Setting Up an Initial Project?

Step-by-Step Guide:

a) Choose the Right AI Tool:

You’ll need to use a PAID version of either ChatGPT or Claude.ai, else the AI tool will learn from and steal your confidential information. If you need AI to do any internet-based research, then go with ChatGPT, if not, I’d pick Claude.ai for this task every time. ?

b) Load Initial Project Data into AI

Collect data from 3-4 successful past projects. Ensure these include detailed project charters, scope documents, and timelines.? Then upload all your SOW’s, client notes and other relevant information that you’d typically use to create your initial project plan

c) Prompt

Use this prompt to instruct AI to create the project plan, ready for upload into your project tool. For example:

You are an expert in project management. We need to create a project plan for a new project similar to the past projects uploaded. Learn the style, content and completeness of our ideal project plan from the examples. Generate a comprehensive project plan, including project charter, scope, timeline, and resource allocation based on the provided data based on the uploaded SOW’s, Client information and Resource allocation file, ensuring your output project plan closely matches the style and completeness of the example projects.? Output the initial plan in table format for my review.

d) Review and Refine:

Once you’ve let the AI generate the initial project plan, review for accuracy and completeness. Prompt AI to refine any sections that need more detail or adjustments.?

Note that AI tends to make timelines/gantt charts fully sequential and it’s a pain to adjust them without providing it with super-detailed information on which tasks can run in parallel. Depending on your complexity, it may be faster to adjust timelines once the plan is uploaded into your PM planning tool per below.

e) Create an export of the project plan, ready to upload into your project planning tool

Once you’ve finalised the project plan, use the prompt:

We need to upload this finalised comprehensive project plan, including project charter, scope, timeline, and resource allocation into [project tool]. Provide the output in [project tool] format so it can be uploaded without any errors.? If it requires multiple uploads, break the project into up-loadable chunks.

This will kick out the download files, which you can then upload into your project tool.

You can now start to use your project tool just as normal. All the grunt work of getting the details into the tool are complete, including project details, line items, resources, etc. Time for you to do the more exciting and expert part of your job.

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2. Using Generative AI for Risk Management and Reporting

Step-by-Step Guide:

NOTE: All these tips require you to download data from your project management tool and upload into AI for analysis and action. I can help you connect AI to your project management tool directly to achieve the below in real-time. DM me for more info.

a) Create Real-Time Monitoring Prompts:

Develop prompts that the AI can use to monitor project progress and generate reports. For example, download your project data from your PM tool, upload into AI, and Prompt:

Monitor the current project status from this [Project Management Tool] export. Provide updates on task completion, identify any current or potential future delays, and suggest actions to keep the project on track.

b) Reporting:

Set the AI to generate daily or weekly reports. Include key metrics such as task completion rates, resource utilisation, and budget status.? Upload a template of your daily/weekly/stakeholder reports, and have AI populate them as follows:

Generate a [weekly] project report summarising the key metrics from the [Project Management Tool] download. Include sections on task completion, resource allocation, and budget status. Highlight any areas of concern and suggest mitigation actions.? Use the [weekly] report format example provided and complete all sections.

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3. Bonus section !

Congratulations if you’ve got this far, you deserve a bonus.

a) Enhance Team Collaboration:

Create your project within the TEAM version of Claude, or with GPT Assistant from ChatGPT. That will enable you to share your project with others, allowing them to ask whatever questions they like about the project, its status, risks, budget, etc. More self-service, less hassling you all day.

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Follow me for more #AIHacks specific to different job roles.

DM me for personalised advice or to share your AI success stories.

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?#ProjectManagement #AIHack #GenerativeAI #AIinBusiness #ProductivityBoost #TechForPMs #Innovation #Efficiency #AItools #PMtips #TechInnovation #FutureOfWork