Harnessing the potential of generative AI for project managers is critical for delivery professionals keen to remain competitive in an evolving world. So, how can you start using generative AI in project management work and what real-world benefits can you expect? Quinn Dodsworth, PM-Partners Agile Learning Consultant and Facilitator, has the answers.

Artificial intelligence (AI) has long been an office buzzword, but the reality of implementation has limited its use. Since generative AI (gen AI) exploded onto the scene, the landscape has shifted dramatically. According to a recent study from Microsoft and LinkedIn, use of gen AI nearly doubled in the last few months of 2023, with 75% of knowledge workers using it. As gen AI tools become more accessible, affordable and user-friendly, professionals across sectors are increasingly tapping into their capabilities – and project managers are no exception. 

Generative AI has the potential to transform the way projects are run. By integrating gen AI tools into their processes and practices, project managers can work more efficiently and effectively, driving project success and gaining an edge over their peers. Here we explore some of the ways early adopters in the project sphere are leveraging gen AI and the significant benefits they’re experiencing. Read on to find out why now is the time to upskill and embrace this technology. 

Generative AI vs AI 

Generative AI refers to a subset of artificial intelligence that can generate new content, including text, images, and music, by learning from existing data. Unlike traditional AI, which follows predefined rules, gen AI creates new outputs based on patterns it identifies in the data it processes. One of the most well-known examples of gen AI is OpenAI’s ChatGPT, which has democratised access to advanced chatbot technology. 

GenAI has evolved significantly over the past few years. Initially, the technology was used primarily for creative tasks, such as generating art and music. However, with advancements in machine learning and natural language processing, gen AI has found applications across various industries and business functions, including in project management. As with any new technology, there are challenges and concerns, particularly around the accuracy of outputs and IP infringement. These are gradually being addressed, however, and with the technology already creating material value for early adopters, gaining expertise in generative AI has become a priority for project managers to navigate the future of their profession. 

Application of generative AI for project managers 

Gen AI offers numerous applications in project management, particularly when it comes to tackling complex and time-consuming tasks. As accessibility grows, the technology is increasingly being woven into workflows and processes to boost performance and productivity.

Common use cases of generative AI for project managers, as well as product owners and agile team members, include: 

• Automating routine tasks: From summarising meetings to generating reports and sending follow-up emails, project professionals are using gen AI to ease the burden of mundane, low-complexity tasks. 

• Establishing baseline models: Gen AI helps project managers create data-driven baseline models to assist with timely, accurate project planning, risk assessment and resource recommendations.

• Brainstorming and ideation: Gen AI tools can assist in generating innovative ideas and solutions, supporting the creative process and offering alternative approaches to complex challenges. 

• Analysing historical data: By analysing past project data, gen AI provides insights to help project managers allocate resources more effectively, identify and mitigate potential project delays and optimise timelines. 

• Learning and development: GPT models can provide quick responses to project management-related queries and curate personalised learning content for team members to support their growth.  

Benefits of generative AI in project management 

While there are plenty of anecdotal reports of gen AI’s usefulness, a recent study from PMI has validated the positive impact of gen AI tools on project management practice. Further, this research has highlighted how high adopters who use gen AI more extensively are gaining an advantage over their peers. To date, key benefits for those embracing generative AI in project management include: 

• Improved project performance: Through automation and data-driven insights, broad use of gen AI tools is helping project professionals better manage critical aspects such as project scope, schedules, costs and quality, driving overall project effectiveness and results. 

• Increased efficiency and productivity: Gen AI tools are reducing the workload on project managers and team members and helping them overcome challenges more effectively. This allows them to prioritise strategic activities and dedicate more time to building relationships. 

• Enhanced creativity and collaboration: Gen AI helps to foster creative problem solving by generating ideas and can help to coordinate tasks and keep everyone on the same page, facilitating smoother interactions within teams. This is particularly valuable in projects that require innovative solutions and in remote or distributed teams. 

• Smarter decision-making: By processing and synthesising large amounts of information, gen AI tools empower project managers to make informed decisions quickly. This agility is crucial in dynamic project environments where conditions can change rapidly. For instance, ChatGPT can offer suggestions and even simulate potential outcomes based on the data provided. 

Gen AI tools for project managers 

Several gen AI tools are relevant for project managers. Each tool has its specific strengths, and the best choice depends on the particular needs of the project or team. The following tools all offer a range of unique features that can enhance project management capabilities:

• ChatGPT: Introduced by OpenAI in 2020, ChatGPT is a powerful conversational AI tool that can assist in generating reports, summarising meeting notes, and providing insights from project data. Its ability to understand and generate human-like text makes it an invaluable tool for project managers who need to draft documents or communicate with stakeholders. 

• Microsoft 365 Copilot: Integrated across the Microsoft 365 suite of tools, Copilot is an AI assistant designed to enhance creativity and productivity. Leveraging the power of advanced generative AI, it can help project managers by summarising meetings, generating content, providing contextual insights and automating tasks within apps like Word, Excel, Outlook and Teams. 

• Jasper AI: Jasper is a generative writing assistant like ChatGPT that can save time by drafting emails, discussion points and other communications quickly and consistently. It can also assist in creating reports, marketing materials, project proposals, and content for presentations. 

• Synthesia: A video generation tool, Synthesia uses AI to create videos from text, without the need for cameras or editing software. Project managers can use the platform to create training videos, project updates, or explainer videos for stakeholders. This can be particularly useful for remote teams or for projects where visual communication is key. 
  
  
• GitHub Copilot: Developed by GitHub (a subsidiary of Microsoft) and OpenAI, Copilot is an AI-powered code completion tool that helps developers write code faster and with fewer errors. For project managers overseeing software development teams, Copilot can help streamline coding tasks, reducing the time spent on manual coding, and allowing the team to focus more on complex problem solving. 

Next steps for project managers 

PMI’s research shows that it’s the ability of high adopters to use gen AI technology to augment complex project management tasks that is giving them an edge over others. These users are also placing more emphasis on advanced skills like prompt engineering – the process of guiding gen AI with natural language prompts to get the desired result. With these findings in mind, those keen to leverage gen AI’s potential should take the time to:

• Experiment with gen AI: Begin experimenting with gen AI tools in different projects and business contexts. You can start small and build up to more complex areas such as data analysis and risk management. This will help to develop your understanding of the potential use cases and benefits of gen AI and determine which tools best fit your needs. 

• Develop gen AI skills and capabilities: As well as acquiring foundational knowledge, mastering your prompt engineering skills and understanding the ethical and security implications of gen AI are crucial priorities for effective use. PM-Partners‘ Generative AI for Project Managers and Project Teams course provides training in all these critical areas and uses hands–on, interactive exercises and real-world scenarios to embed practical skills. 

• Advocate for adoption: Project managers should also demonstrate the benefits of gen AI by showcasing successful pilot projects and sharing insights with colleagues and stakeholders. Building a culture of innovation and experimentation will encourage broader adoption of gen AI across the organisation. 

Future outlook on generative AI 

In a recent report from McKinsey, three-quarters of those surveyed expect that gen AI will lead to significant or disruptive change in their industries over the next few years. What’s more, organisations are already reporting both cost reductions and revenue increases in the business units using the technology. As demand grows for more modern workflow, and more organisations reap material benefits from deploying gen AI, take-up is predicted to climb further. 

For project managers, understanding and integrating gen AI into your toolkit is therefore not just a trend but a necessity. As we’ve seen, weaving this technology into your practices can help to reduce risk, improve efficiency and enhance critical capabilities. This not only powers project outcomes but has the potential to boost your career prospects.  

The key is to use the right tool, in the right way, and for the right purpose. This means gaining an understanding of the limitations and risks of gen AI technology in the workplace, particularly around the most common areas of concern, as well as how to use it effectively. Uplifting your skills and capabilities in this increasingly vital area will not only give you the confidence to wield gen AI tools but ensure you’re well positioned to lead AI-driven transformations across your industry and profession. 

Keen to stay ahead in the evolving world of project management? Enrol in our new hands-on course Generative AI for Project Managers and Project Teams and discover how to leverage gen AI to drive performance and project results. Enrol today, or contact our team for more information.