?? Embracing Gen AI for High-Impact Project and Program Management thus Maximising the Efficiency :

In the fast-paced world of project and program management, Gen AI (Generative Artificial Intelligence) ?? emerges as a game-changer, augmenting human capabilities and freeing up time for strategic endeavours.

Recognising Gen AI's transformative potential, project and program managers are keen to integrate it into their workflows. To harness its full benefits, professionals must adopt a systematic approach, understanding diverse strategies and tools available.

?? For a deeper exploration of Gen AI's potential in project management, refer to PMI's insightful articles and consider enrolling in their dedicated Gen AI course and certification.

?? Follow Amaresh Shinganagutti & stay tuned for more insights on leveraging Gen AI effectively in project management through my LinkedIn articles.

?How is your organization maximising Gen AI to optimize project workflows?

?What strategies ensure the quality and accuracy of Gen AI outputs?

?Are there initiatives to integrate Gen AI into your organization's project management framework?

?? Unlocking Gen AI's Potential: How It Aids PMs and PgMs ?

Gen AI acts as a versatile ally, automating, assisting, and enhancing various project management functions. While human oversight remains essential, Gen AI significantly expedites tasks, particularly in complex scenarios:

1. Structured Content Creation: ? Employ Gen AI to organize content based on the pyramid principle, starting from key takeaways down to supporting details, streamlining information delivery effectively.

2. Efficient Content Generation: ? Initiate drafts with Gen AI, refining them collaboratively. It aids in trimming redundant content, enhancing brevity, and simplifying sentence structures for improved readability.

3. Visual Enhancement: ? While primarily text-based, Gen AI suggests areas for visual aids, facilitating the integration of graphical representations into project documentation for enhanced communication.

4. Contextual Inquiry and Summarization: ? Utilize Gen AI for prompt engineering, enabling it to ask contextual questions and summarize reports efficiently, empowering quick decision-making.

5. Enhance Business Acumen: ? Enhance business acumen of new areas by prompting GenAI to provide quick primer on recent trends over the relevent topics. This would be Just In Time information for actions.

???? Leveraging Gen AI Across Project Management Domains:

1. Optimized Project Planning: ??? Leverage Gen AI's data analysis to simplify project planning, generating comprehensive documentation aligned with PMBOK? Guide Knowledge Areas for informed decision-making.

2. Enhanced Time and Cost Management: ??? Harness Gen AI for estimation, refinement, and analysis of time and cost aspects, aiding in cost-benefit evaluations and identifying mitigation actions for overruns and delays.

3. Streamlined Risk Management: ??? Rely on Gen AI for risk identification, analysis, and communication, aiding in defining strategies, generating reports, and fostering transparency in risk management.

4. Effective Communication and Documentation: ??? Utilize Gen AI to refine documents, summarize meeting notes, and extract insights from data, enhancing communication efficiency across project tasks.

5. Actionable Reporting: ??? Employ Gen AI to distill detailed reports into concise summaries, automating the creation of project status reports and extracting insights for informed decision-making.

???? Prompt Engineering: Leveraging Gen AI for Enhanced Project Management?

1.?Financial Assessment Prompt: Request Gen AI to assess project financials, calculating earned value and variance accurately.

Ex : My project was budgeted for $ 1 M and scheduled for 6 Months. After 3 months the actual cost is $ 654 K and the project is 37% complete. Am I in lower or under budget? Am in behind or ahead of schedule? What is the EV, ETC, VAC and show me how you solved it??

2.?Decision Making Support: Ask Gen AI to perform detailed cost-benefit analysis for decision-making scenarios.

Ex: I am working in Software development team facing a decision: outsourcing or hiring in-house designer. Outsourcing would cost $20 k up front and $5K per month for 6 months and lead time to source is 3 months. Our inhouse designer would cost $60K in salary and available immediately. Show me the total cost for each using the detailed cost benefit analysis in table format. Explain your suggestions.

3. Scope Management Assistance: Utilize Gen AI to develop requirements traceability matrices and communicate scope changes effectively.

Ex: Scope Creep: I am a project manager developing new mobile app with an original scope of 10 tablets for users. However the client is adding new requirements including 5 more tablets, 2 new user roles, and 3 features which includes single signon, Microsoft Azure cloud security and ChatGPT BOT integration. The client insists that app must meet all these requirements. The estimated that the additions will extend the timeline by 3 months and additional cost of $50 K. The original budget was $60K and 5 Months schedule. I need to manage the scope creep and communicate the impact on cost and schedule to client. Create a requirements tracebility matrix in a table format. Help me manage the scope creep and communicate with client about the impact on project timeline and cost.

4.?Post-Sprint Feedback Analysis: Employ Gen AI to categorize feedback and identify improvement areas based on popularity, enhancing future project practices.

Ex. I am a project manager. Below is the post sprint feedback from all the squads. Categorize them in to groups. Provide the top 3 areas based on popularity and answer the following.

• What lessons have been learned from the project so far?
• What could be improved for future projects?
• Are there any best practices that should be documented and shared?

???? Embracing a Future with Gen AI: Key Considerations

1. Continuous Learning and Adaptation: Stay updated with Gen AI's evolving capabilities through ongoing learning initiatives, adapting tools to changing project management frameworks effectively.

2. Human Oversight and Governance: Ensure robust oversight of Gen AI outputs to maintain quality and accuracy, establishing clear protocols for reviewing and validating content.

3. Integration with Enterprise Frameworks: Explore opportunities to integrate Gen AI seamlessly into enterprise project management frameworks, enhancing efficiency and effectiveness.

?? By embracing Gen AI as a strategic ally, project and program managers navigate complexities with confidence, driving productivity and innovation across organisations.

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