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It’s likely everyone agrees that the biggest hype today surrounds artificial intelligence (AI). It’s not just making waves in the workplace, but also increasingly permeating our daily lives. Naturally, AI can already be utilized in project management, though trust in this new technology is still developing. In the latest episode of the PMO podcast, Zoltán Sándor, CEO of Profexec Services, talks with Billal Ben-Redouane, who has extensive experience in global IT business operations and infrastructures, and profound expertise in analysis, planning, and executing initiatives in complex environments.
Billal shares a wealth of practical advice during the episode, which we now elaborate on in detail in the following post.
The first and perhaps most important question is whether AI truly aids in work. Anyone who has delved into this topic has likely encountered numerous tools, software, or even chatbots. With hundreds of options available, it’s easy to get lost. However, those who find the 2-3 truly useful tools can automate up to 30% of their work with AI.
But let’s get to the point and examine how these tools assist in project management.
Based on current experiences, there are very few areas where AI is not useful. It’s important to think of AI as a tool; it won’t solve problems or make decisions for you. Instead, it acts as an assistant throughout tasks. It can take over burdensome tasks like filling out documents, writing meeting minutes, automating email content, or creating presentations. Nowadays, even larger companies can benefit from using AI software. For example, Collaborations encompasses collaboration tools. Its core idea is combining a large language model with various spreadsheet or presentation software. Such a tool can filter out the essential data from a 30-40 page presentation. If we’re searching for something in a larger document, this tool can quickly find and highlight the relevant parts and even create a new presentation from them.
In summary, AI tools are currently well-suited for focusing and data analysis in project management.
At this point, a legitimate question arises: can AI take our jobs? Those who have worked with AI know that while it is artificial, it’s far from truly intelligent. Therefore, it cannot replace the human element in processes. However, it must be emphasized that project managers who do not keep pace and learn to use these tools may find themselves at a disadvantage in the job market.
As mentioned earlier, with hundreds of software available, it’s challenging to single out one. This is why PMI developed a new chatbot specifically to assist in project management. The simplest way to describe it is as a ChatGPT that has learned the entire PMI knowledge base. PMI Infinity is familiar with historical data, proprietary documentation, and the history of project management, enabling it to provide specific answers. This software is completely free for PMI members.
Before using PMI Infinity, we recommend consulting the organization’s guide on prompting, which details the instructions and questions project managers should give to the software to get the appropriate answers.
In a corporate environment, it’s a significant challenge to use secure and reliable software that, for instance, does not share our data with third parties. Nowadays, all serious programs have solutions for this, such as Microsoft systems, which are entirely closed. If we still have doubts, we should always thoroughly research the tool and continuously monitor updates, as these software are constantly evolving.
Based on current experiences, the use of AI will naturally become a regular part of our work. In project management, AI is already playing an increasingly active and significant role, mostly in the form of software. In the future, it will likely take over repetitive tasks, which is good news as it will allow project managers to focus on what currently receives little attention: communication. Using AI tools can reduce the time spent on administration, allowing PMs to spend more time with the team and create a more enjoyable work environment.
And now, here are the three most important points to take the first steps:
The courses mentioned above mainly focus on how to ask good questions and identify less appropriate ones. Here are a few tips for formulating effective prompts:
For those who want to delve deeper into the topic, the PMI website offers numerous additional guides and courses, all of which are completely free.
