Category: Managed Teams & Services
By Henrik Timm, Practice Lead in Project Delivery
The advancements in artificial intelligence (AI) and machine learning (ML) have led to increased integration into daily project management. This shift signals a broader cultural shift in organisations that proactively embrace innovation and prioritise an agile way of working.
Over the last decade, organisations have shifted from operationally driven to increasingly project oriented. This transformation reflects a growing need for agility, innovation, and responsiveness to market change. Those that do not welcome this change will risk falling behind their competition.
Traditionally, project managers (PMs) have been crucial to successful project execution, managing timelines, resources, and stakeholder expectations. However, AI can now handle routine tasks, optimise schedules, and predict risks with impressive accuracy. The PM role is evolving, and adapting to these changes is essential.
AI’s ability to streamline processes, assist in decision making and enhance automated routine tasks makes it increasingly relevant for PMs to implement. One of the primary ways AI can assist in project management is its ability to manage vast amounts of data. Not only that, but it can also ensure that this data is well organised so that it can be utilised most effectively.
By leaning on technology to support project management systems, there becomes greater awareness of data analytics, and it frees up time for PMs to focus on more strategic areas of the project.
By leaning on technology to support project management systems, there becomes greater awareness of data analytics, and it frees up time for PMs to focus on more strategic areas of the project.
Projects benefit from AI’s ability to analyse vast amounts of data much faster and more accurately than humans. This allows for more informed decisions that can amplify project success. AI also provides an extra layer of confidence by identifying potential risks and recommending mitigative strategies before they impact the project. This proactive approach to risk management can save substantial time and resources, ensuring that projects are completed within scope, on time, and within budget.
When reviewing the areas where AI has the most benefits, information management, project planning, budgeting and risk management were valued as the top four areas. On the lower end of the scale, people management, conflict management and leadership management were the least reliant on AI, reinforcing the need for the human element in a project.
PMs should consider the ethical challenges associated with integrating AI into the organisation's daily processes. As AI systems become more sophisticated and autonomous, concerns regarding issues such as bias in data and lack of transparency in decision-making algorithms are relevant as well. This is not the end of the world, but organisations must be aware of this before it leads to unwanted issues down the line.
It sounds simple, but Project Managers must ensure the organisation is ready to embrace the new technology before implementing AI processes. Firstly, data needs to be optimal for it to be successful, which requires it to be high quality and organised in the correct categories. PMs must also ensure there are suitable experts in the team who have enough knowledge and expertise to manage the technology effectively.
Choosing the right tasks for AI tool integration is important and can be done by evaluating pressure points. For example, if time-saving is vital for the organisation, AI would be valuable in supporting this function. Project managers can effectively leverage AI to drive productivity and innovation by making informed decisions.
Choosing the right AI tool that suits your organisation can be a difficult decision to make as it’s entirely personal. Online tools such as Monday, Asana, and Writa can also help automate tasks, streamline project workflows, plan projects, and create summary reports to send internally and externally. Consultants are also favouring Chat GPT as a tool, specifically the business version, to make draft versions of documents and to get a quick insight into a professional model, methods or tool.
By embracing AI tools, investing in continuous learning, fostering collaboration, and maintaining an adaptive mindset, project managers can stay ahead in a rapidly evolving landscape and enable the understanding of where and how AI can mitigate common project management risks and roadblocks towards project success and efficiency.
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