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THE MEETING POINT OF AI AND PROJECT MANAGEMENT – A SHIFT IN DAILY OPERATIONS
The latest episode of the PMO Club explores a topic that is no longer just about the future, but about today’s rapidly evolving challenges. The rise of artificial intelligence (AI) is reshaping the foundations of project management and PMO operations. Host Kálmán Kovács, Head of Consulting and PMO at Profexec Services, talks with guest Ben Redouane Billal, senior project manager, lead consultant and AI-driven organisational development expert. Their goal: to bring clarity to concepts, opportunities and real impacts.
UNDERSTANDING AI BASICS AND FUNCTIONS
Although most organisations already use AI in some form—65% according to research—only 5% turn it into measurable business value. The episode clarifies the key types of AI: LLMs (large language models), co-pilot–type solutions, and agentic AI systems capable of automating full workflows.
The differences between the three levels are tangible in project management:
LLMs accelerate administrative tasks (meeting notes, summaries).
Co-pilots support more complex work (presentations, document generation).
Agentic AI manages workflows and chained tasks—while humans retain validation and decision-making.
AI IN PROJECT PROCESSES: WHERE DO WE SAVE TIME?
AI delivers the quickest results in reducing administrative burden: structuring tasks, generating status reports, and preparing weekly summaries are increasingly automated. The episode shows how AI can also serve as a decision-support tool: analysing risks from past project data or creating sprint plans based on earlier iterations.
AI also supports the initiation phase of projects—statistics, goal-setting, stakeholder questions can all be automated. Still, human validation remains crucial: the project manager retains final responsibility.
THE EVOLVING ROLE OF THE PMO IN THE AGE OF AI
The discussion highlights the dual mission of the PMO: to lead by example in using AI tools and to help the organisation adopt them safely and maturely. Already 21% of PMOs use AI. PMI has responded by introducing cognitive project management (CPM-AI) and offering free trainings. This positions the PMO as not just a system implementer but a central knowledge hub.
AI IMPLEMENTATION: SUCCESS FACTORS AND PITFALLS
Introducing AI is not merely an IT project. Two approaches emerge:
Technology-focused implementation (software integration, classical PM).
Organisation development–focused adoption (new process patterns, training, internal “champions”).
Success depends on organisational readiness. Before implementation, project management practices should be assessed—existing processes, data quality, document structure. Maturity assessments reveal gaps and highlight improvements needed for AI to truly enhance operations.
DATA SECURITY AND ROLES: CLEAR RULES REQUIRED
Data security is a critical concern. Open models (e.g. ChatGPT) are unsuitable for handling confidential corporate information. Companies should rely on closed, internal AI solutions with clear portfolios and governance.
Successful AI projects require:
a committed sponsor
an analyst with deep organisational insight
experienced users (senior AI users)
solid IT support
THE FUTURE OF PROJECT MANAGEMENT THROUGH THE LENS OF AI
AI will not eliminate project management—on the contrary, it elevates it. The project manager of the future becomes a strategist, advisor, integrator, and leader. AI cannot replace human communication, empathy, or motivation—these remain essential.
As a result, the PMO’s role shifts from operational execution to strategic steering. This requires time, training, and conscious development. The goal is not only saving time but using the freed capacity for professional growth, innovation, and initiating new projects.
Summary
AI is not an alternative but a tool—and like any tool, it is only valuable when used well. The latest PMO Club episode provides practical examples, conceptual clarity, and a forward-looking perspective for anyone aiming to elevate their project management practice to the next level.
