How should I be using AI tools in my projects?

Artificial Intelligence (AI) features are embedded in many project management platforms, and tools like ChatGPT and Gemini are increasingly accessible. While AI presents intriguing possibilities for saving project managers time, it's critical to understand its value and limitations before we start typing prompts.

Before you use an AI tool:

• Understand AI Data Sources and Outputs: Some AI tools use older datasets that may not reflect the most current information on a topic, and AI tools have been known to "hallucinate," invent citations, and perpetuate bias. Be sure to check AI's output for accuracy.

• Consider Privacy: Always review an AI tool's privacy policy to understand how it will use the information you provide. Only prompt AI with sensitive or proprietary details if you are sure it's not training on or will be sharing the information you provide.

• It's Not a Replacement: We can use AI tools to generate ideas, create first drafts, and analyze data, but it isn't a replacement for your own knowledge and experience with your project stakeholders and environment.

If that doesn't scare you away, project managers can leverage AI to:

1. Define your Scope: Ask the AI tool to help you write your project scope, giving you a solid starting point to refine based on your project.

2. Break Down Deliverables: Prompt the AI to break a deliverable into detailed tasks. Shorten the results for a more focused list to discuss with your team.

3. Draft a Project Schedule: Get an initial timeline based on your deliverables and desired completion date. While it might need revision, you'll get valuable ideas for structuring the project timeline.

4. Write a Communications Plan Outline: Get a draft plan including stakeholder lists, formats, and timelines. AI tools are also useful for suggesting different ways to gain stakeholder input.

5. Create a Kickoff Meeting Agenda: Having the AI create an agenda for your project kickoff meeting can ensure you cover essential discussion points.

6. Draft Reminder Emails: Generate a template for reminder emails about tasks and deadlines. You can ask the AI tool to make these less formal to fit your style.

7. Analyze Data and Identify Risk: AI tools can help analyze project data to spot trends or potential pitfalls.

Once you understand its strengths and limitations, you can use AI tools to unlock new levels of efficiency and innovation in your projects!

Get our AI for Project Managers Tip Sheet for suggestions and prompts for using ChatGPT to support project management.

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