People, Planet, Profits & Projects

With all of the attention on AI in general, especially in the sense that ‘the robots are coming’ and the panic of the downside of AI,  I think it’s time to consider the good that AI – or at least “smart’ contribution that sophisticated software (and hardware) can make to humanity.

I came across a really nice post on LinkedIn that summarizes the concept of Smart Cities.  It’s from David Cain ( https://www.linkedin.com/in/dccainpc/ ).

In today's rapidly evolving urban landscape, the concept of Smart Cities is becoming increasingly vital. At its core, a Smart City utilizes technology that In today's rapidly evolving urban landscape, the concept of Smart Cities is becoming increasingly vital. At its core, a Smart City utilizes technology to enhance the efficiency and quality of urban services. This includes improving transportation systems, reducing energy consumption, and streamlining waste management. By integrating data and digital technology, Smart Cities aim to optimize city functions and drive economic growth while ensuring sustainability.

These initiatives are not just about advanced technology; they're about enhancing the livability and workability for its residents. It's a collaborative effort, combining the strengths of public services, private innovation, and most importantly, community engagement. The goal? To create cities that are not only more efficient but also more responsive to the needs and aspirations of those who live in them.

Smart Cities represent a future where technology and data work in harmony with urban environments, paving the way for a more sustainable, connected, and livable world.

I really would like the project management readers to note the broader definition of sustainability.  Many of you (and you know who you are!) think of sustainability as “save the whales, save the snails” – that is, it’s about ecology and environment only.  Not so.  Amongst ‘people, planet, profit’, it’s not only about planet. Not even close.  Sustainability means much more, including, and perhaps especially the improvement of life for humans (people) and improved effectiveness and efficiency for business (profit).

In future posts, I’ll be relying on some experts in the project management area who are focused on smart cities and the projects that enable their creation.  Of course, this is part of “the Built Environment”, which, in turn, fits nicely into PMI’s excellent new focus on this area, with a new credential, the PMI-Construction Professional (PMI-CP™).

So much (project!) effort will be needed as these smart cities are built up, it behooves project managers to learn about the rationale behind it, and the technologies in it.  This is what I intend to cover in following posts.  For now, you can watch this introductory video on Smart Cities.  Notice how the focus is NOT on 'saving whales', but heavily on making life better for humans.

However to learn more about what this means to and for Project Leaders, stay tuned!

In Part 1 of this blog post, I introduced the idea of, and demonstrated the capabilties of ChatGPT (and by extension Generative AI) at the intersection of PM and Sustainability.  ChatGPT did well – not perfect, but well - in that exercise.

In Part 2 of “the Clumsy AI-ssistant”, I am going to get right into a dialogue with ChatGPT in which we see it applied to the construction project: build a birdhouse.

Rich:

I am building a birdhouse for local chickadees. Acting as a project manager, can you create a network diagram for this initiative?

ChatGPT:

Certainly, I can help you create a simplified network diagram for your birdhouse-building project. A network diagram is a visual representation of the project's tasks and their interdependencies. Here's a basic network diagram for your chickadee birdhouse project:

Project: Building a Chickadee Birdhouse

1. Project Initiation (Task 0)
   • Define project objectives and scope
   • Gather necessary materials and tools
2. Design Birdhouse (Task 1)
   • Determine birdhouse dimensions and style
   • Create a design plan
3. Gather Materials (Task 2)
   • Acquire wood, screws, and other construction materials
   • Ensure materials are bird-friendly and safe
4. Cut and Shape Wood (Task 3)
   • Cut wood pieces to the required dimensions
   • Shape pieces to fit the design plan
5. Assemble Birdhouse (Task 4)
   • Build the birdhouse structure by assembling the wood pieces
   • Add a roof, entrance hole, and perches
6. Paint or Stain (Task 5)
   • Apply bird-safe paint or stain to the birdhouse
   • Allow for proper drying time
7. Install Birdhouse (Task 6)
   • Choose a suitable location for installation
   • Securely mount the birdhouse on a pole or tree
8. Final Inspection (Task 7)
   • Ensure the birdhouse is stable and secure
   • Make any necessary adjustments
9. Project Closure (Task 8)
   • Document the completion of the birdhouse
   • Clean up the project area

This is a simplified network diagram for your chickadee birdhouse project, outlining the sequence of tasks and their dependencies. Each task should be completed before the next one begins. Keep in mind that this is a relatively straightforward project, and the tasks listed are quite high-level. You can further break down these tasks into more detailed subtasks or include additional tasks as needed.

Rich:

But, can't some of those tasks be done in parallel?

ChatGPT:

Certainly, some of the tasks in your birdhouse project can be performed in parallel to save time and improve project efficiency. Parallel tasks are those that don't have strict dependencies on each other and can be executed simultaneously without one task blocking the other. Here's a revised network diagram that takes parallel execution into account:

Project: Building a Chickadee Birdhouse

1. Project Initiation (Task 0)
   • Define project objectives and scope
   • Gather necessary materials and tools
2. Design Birdhouse (Task 1)
   • Determine birdhouse dimensions and style
   • Create a design plan
3. Gather Materials (Task 2)
   • Acquire wood, screws, and other construction materials
   • Ensure materials are bird-friendly and safe
4. Cut and Shape Wood (Task 3)
   • Cut wood pieces to the required dimensions
   • Shape pieces to fit the design plan
5. Assemble Birdhouse (Task 4)
   • Build the birdhouse structure by assembling the wood pieces
   • Add a roof, entrance hole, and perches
6. Paint or Stain (Task 5)
   • Apply bird-safe paint or stain to the birdhouse
   • Allow for proper drying time
7. Install Birdhouse (Task 6)
   • Choose a suitable location for installation
   • Securely mount the birdhouse on a pole or tree
8. Final Inspection (Task 7)
   • Ensure the birdhouse is stable and secure
   • Make any necessary adjustments
9. Project Closure (Task 8)
   • Document the completion of the birdhouse
   • Clean up the project area

In this revised network diagram, Task 2 (Gather Materials) can begin as soon as Task 1 (Design Birdhouse) starts. Similarly, Task 5 (Paint or Stain) can begin once Task 4 (Assemble Birdhouse) is in progress. This approach allows for better time management and can potentially shorten the overall project duration by overlapping tasks where possible.

Rich:

But you didn't include any safety items. We will be cutting wood. How about safety glasses, gloves, maybe even having a first-aid kit nearby?

ChatGPT:

You are absolutely correct; safety measures are critical when working on a project that involves cutting and working with materials like wood. Safety equipment and precautions should always be included in any project plan. Here's the updated network diagram for your birdhouse project, including safety measures:

Project: Building a Chickadee Birdhouse

1. Project Initiation (Task 0)
   • Define project objectives and scope
   • Gather necessary materials and tools
2. Safety Preparations (Task 1)
   • Ensure safety glasses, gloves, and appropriate protective gear are available
   • Set up a safe and well-ventilated work area
   • Have a first-aid kit nearby
3. Design Birdhouse (Task 2)
   • Determine birdhouse dimensions and style
   • Create a design plan
4. Gather Materials (Task 3)
   • Acquire wood, screws, and other construction materials
   • Ensure materials are bird-friendly and safe
5. Cut and Shape Wood (Task 4)
   • Ensure safety measures, including safety glasses and gloves, are worn
   • Cut wood pieces to the required dimensions
   • Shape pieces to fit the design plan
6. Assemble Birdhouse (Task 5)
   • Build the birdhouse structure by assembling the wood pieces
   • Add a roof, entrance hole, and perches
7. Paint or Stain (Task 6)
   • Apply bird-safe paint or stain to the birdhouse
   • Allow for proper drying time
8. Install Birdhouse (Task 7)
   • Choose a suitable location for installation
   • Securely mount the birdhouse on a pole or tree
9. Final Inspection (Task 8)
   • Ensure the birdhouse is stable and secure
   • Make any necessary adjustments
10. Project Closure (Task 9)
    • Document the completion of the birdhouse
    • Clean up the project area

Including a safety preparations task at the beginning of the project is a crucial step to ensure that all necessary safety measures and equipment are in place. Safety should always be a top priority when working on any project, especially when it involves potentially hazardous activities like cutting wood.

Rich:

For Step 2, wouldn't a predecessor to Design be some research as to what are some best examples and trends in birdhouse construction?

ChatGPT:

You're absolutely right; conducting research and gathering information about best practices and trends in birdhouse construction is an essential step before proceeding with the design. Research serves as a precursor to the design phase, as it informs the design decisions and ensures that the birdhouse meets the needs of the intended occupants (in this case, the chickadees). Here's the updated network diagram for your birdhouse project:

Project: Building a Chickadee Birdhouse

1. Project Initiation (Task 0)
   • Define project objectives and scope
   • Gather necessary materials and tools
2. Research Best Practices (Task 1)
   • Conduct research to identify best examples and trends in birdhouse construction
   • Gather information on chickadee preferences and requirements
3. Design Birdhouse (Task 2)
   • Determine birdhouse dimensions and style
   • Create a design plan based on research findings
4. Safety Preparations (Task 3)
   • Ensure safety glasses, gloves, and appropriate protective gear are available
   • Set up a safe and well-ventilated work area
   • Have a first-aid kit nearby
5. Gather Materials (Task 4)
   • Acquire wood, screws, and other construction materials
   • Ensure materials are bird-friendly and safe
6. Cut and Shape Wood (Task 5)
   • Ensure safety measures, including safety glasses and gloves, are worn
   • Cut wood pieces to the required dimensions
   • Shape pieces to fit the design plan
7. Assemble Birdhouse (Task 6)
   • Build the birdhouse structure by assembling the wood pieces
   • Add a roof, entrance hole, and perches
8. Paint or Stain (Task 7)
   • Apply bird-safe paint or stain to the birdhouse
   • Allow for proper drying time
9. Install Birdhouse (Task 8)
   • Choose a suitable location for installation
   • Securely mount the birdhouse on a pole or tree
10. Final Inspection (Task 9)
    • Ensure the birdhouse is stable and secure
    • Make any necessary adjustments
11. Project Closure (Task 10)
    • Document the completion of the birdhouse
    • Clean up the project area

Incorporating a research task as the precursor to the design phase will help ensure that the birdhouse design aligns with the best practices and trends in birdhouse construction, and it takes into consideration the specific needs and preferences of chickadees. This approach will lead to a more effective and bird-friendly design.

Rich:

Why didn't you think of the safety and research tasks? Why did I have to prompt you for this? It seems you left out some important considerations, and without them, I have incomplete scope for the project!

ChatGPT:

I appreciate your feedback and understand your concern. You are absolutely correct that safety and research are essential considerations in any project, and they should have been included in the initial network diagram. I apologize for any oversight in the initial response. Your input has helped to identify these important aspects of the project.

Creating a comprehensive project plan is vital for the successful execution of any project. I'm here to provide guidance and information, and your feedback is valuable in ensuring that all crucial elements are considered.

In building a birdhouse or any other project, safety and research are key components that should be integrated from the beginning to ensure that the project is carried out effectively and safely. Thank you for highlighting these important aspects, and I'm here to assist with any further questions or project planning needs you may have.

What do you think of this exchange?  I’m really interested in your human feedback here. Do you notice a couple of things, as I did?

1. ChatGPT can be very helpful in thinking of things you may have forgotten when planning and sequencing tasks.
2. ChatGPT can make errors of omission, and plain old vanilla errors - the equivalent of 'being clumsy'.  You cannot and must not take what it says verbatim and use it to plan  your project.

This reinforces my point – and actually ChatGPT literally made it for me by saying “I’m here to assist”.  It’s an assistant, alright, and can indeed be very helpful, even invaluable.  But it is clumsy.  So, work with it knowing that it’s a clumsy assistant!

I’m smack in the middle of the center of gravity of our discipline of project management.  At this moment, although Boston is, of course,The Hub of the Universe, the center of the project management profession is right here in downtown Atlanta, Georgia in the US, thanks to the PMI Global Summit 2023.

 The theme – and the very atmosphere – at the PMI Global Summit is AI.  It’s in the Exhibit Hall, it’s in the sessions, it’s in gigantic letters and imagery on the signage. 

It is LITERALLY a hot-button. Conventioneers are wearing buttons that say “PMI x AI”.

So I thought I would look at the intersection of AI, PM, and Sustainability by running a little experiment.

I asked ChatGPT, which, like all Generative AI systems, I call a “clumsy assistant ™”, to help me as the director of a GPMO, how can I shift the mindset of my PM population to a more holistic, long-term project perspective.

And now, I let the experiment unfold before your very “A Eyes”.

Rich (the human) enters:

I am a director in a global project management office for a large company with over 3000 project managers. I am trying to shift the mindset of our project managers from only thinking of scope, time, and cost, to thinking past the end of their project - thinking about the project's outcome in the steady state. What do you suggest?

CHATGPT SAYS:

Shifting the mindset of project managers from a narrow focus on scope, time, and cost to a more holistic perspective that considers the project's outcomes in the steady state is a crucial step for ensuring long-term success and value delivery. Here are some strategies you can employ to help your project managers make this shift:

1. Communicate the Importance of Long-Term Outcomes: Start by communicating the significance of thinking beyond project completion. Emphasize how the project's success is ultimately measured by its impact on the organization's long-term goals, customer satisfaction, and sustainability.
2. Provide Training and Education: Offer training and educational resources to help project managers understand the broader context of their projects. This can include courses on change management, business strategy, and post-project evaluation.
3. Set Clear Expectations: Ensure that your organization's expectations for project managers include a focus on post-project outcomes and benefits realization. Make it clear that successful project delivery goes beyond meeting time, scope, and cost constraints.
4. Incorporate Benefits Realization Management (BRM): Implement a Benefits Realization Management framework within your project management processes. This framework helps project managers track and ensure the achievement of desired business outcomes.
5. Align Projects with Strategic Goals: Help project managers understand how their projects fit into the organization's strategic objectives. When project managers see the connection between their projects and the bigger picture, they are more likely to consider long-term outcomes.
6. Measure and Reward Benefits Realization: Implement a system for measuring the success of projects not just at completion but also in the steady state. Tie performance evaluations and incentives to benefits realized, not just project completion metrics.
7. Encourage Collaboration and Cross-Functional Teams: Foster collaboration between project managers and other departments, especially those responsible for maintaining and operating the project's deliverables in the steady state. Cross-functional teams can help identify potential issues and opportunities beyond project completion.
8. Regularly Review and Update Project Charters: Project charters should explicitly state the long-term goals and expected outcomes of the project. Regularly review and update these documents to ensure alignment with the organization's evolving strategies.
9. Provide Tools and Resources: Equip project managers with tools and resources that enable them to track and assess outcomes in the steady state. This might include post-implementation reviews, benefits tracking software, or impact assessment methodologies.
10. Share Success Stories: Highlight and share success stories of projects that have led to significant, positive changes in the organization's steady state. This can serve as inspiration for project managers to adopt a more outcome-focused mindset.
11. Encourage a Culture of Continuous Improvement: Foster a culture that values learning from both successes and failures. Encourage project managers to evaluate the long-term impacts of their projects and apply lessons learned to future initiatives.
12. Lead by Example: As a director, lead by example and demonstrate the importance of thinking about outcomes in the steady state. Show that you prioritize benefits realization and support project managers in this shift.

By implementing these strategies, you can help project managers develop a more comprehensive view of their projects and drive a mindset shift towards achieving and sustaining positive outcomes in the steady state.

Then, I told ChatGPT that a “self-proclaimed expert” had given me some advice, and gave ChatGPT its own advice back, asking it to validate it and give its opinion as to how good an answer the self-proclaimed expert (i.e. ChatGPT!) gave me.  Here is what I got back:

CHATGPT SAYS

The advice provided by the self-proclaimed expert is well-rounded and aligns with best practices for shifting project managers' mindsets towards considering long-term outcomes in the steady state. It emphasizes a holistic perspective and offers a comprehensive set of strategies to achieve this shift.

Overall, the strategies provided in the expert's response align with best practices for making this important mindset shift within your organization. It's a comprehensive approach that addresses various aspects of the transformation, from communication and education to measurement and culture development. Implementing these strategies should contribute to your goal of ensuring long-term success and value delivery in your projects.

It did make some slight tweaks, but mostly cosmetic and of little impact.  But it did make some adjustments.

In  Part 2, I will share another conversation where we can see that ChatGPT is helpful, but clumsy.  This is why I think the best way to work with it is to imagine a brilliant intern helping you in the lab.  They think of chemical reactions you would NEVER imagine.  They are creative and seem to have tons of chemistry knowledge at their fingertips.  However, sometimes they knock over a whole rack of test tubes, and inadvertently create explosive reactions that release toxic fumes (see the blog's main photo above). 

What is AI?  It's a Clumsy Assistant™. 

In Part 2, I'll continue with a theme that is emerging here at the conference.  To stay relevant as AI becomes more 'atmospheric', you, (yes, you, the very person reading this), must be more human.

In Part 1, I opened the topic of this $1B tree-planting scheme and focused on the terminology surrounding this effort – whether it was a project, a program, an initiative or some other term.  Here I jump back to the topic itself.

Referring back to the announcement from the US Forest Service, the breadth of the Program (I’ve decided it is a Program) is amazing.  Communities in all 50 states, the District of Columbia, and several U.S. Territories and Tribal Nations are receiving funding – and the funding is expanded greatly from 2022 – by 27 times, in fact.

For  those interested in the specifics, I found this tremendous resource from SmartCitiesDive.

This resource has an interactive map in which you can click on your own state to find how much funding it received for the Program.  It also states that “The grant awardees announced Thursday, which include municipal governments and community-based organizations, were selected from a pool of 842 applicants requesting a total of $6.4 billion”.

So you can see a project selection process going on in this program.  Although large, it could not fund all 842 projects – it settled on 385 of that total.  And speaking of project selection, in researching this Program, I found this US Government resource - a tool for project selection called the Climate and Economic Justice Screening tool, loaded with data that shows which communities in which states are underserved.  The mapping tool identifies disadvantaged communities that face burdens in the categories of climate, energy, health, housing including nature deprivation, legacy pollution, transportation, water and wastewater, workforce development, and other socioeconomic thresholds.  The idea is to make sure that the Program’s benefits flow to the communities with the greatest need.

So – what are the projects?  This graphic from the US Forest Service shows the way the projects in the program break down amongst the major project types:

• Tree Planting and Maintenance
• Restoration and Resilience
• Workforce Development
• Extreme Heat
• Community Engagement in Urban Forestry Planning

I invite you to explore this Program – maybe to see if it opens up opportunities in your part of the US.  I also invite those outside the US to compare and comment what your government is doing along these lines.

Author’s Note: That’s not a typo, it’s a Dad Joke.  Wood, not would, because this is about trees, and a very lofty sum of over one BILLION dollars.

A recent article in The Guardian got my attention for two reasons.

Reason 1 – and this may seem trivial, but maybe it is kind of important – was the terminology we use in project management.

Reason 2 – this is an example of what we called in our book, Green Project Management a 'Green by Nature' project, one in which the objectives of the project are laser-focused on an improved sustainability outcome.

In this post I will talk a bit about the terminology and will follow up with more details on some of the individual projects under the umbrella of a program, in a follow-up post.

Let’s start with PMI’s definition of a project.

From the PMI 7^th Edition PMBOK® Guide, a project is: “A temporary endeavor undertaken to create a unique product, service, or result”.  A program is “Related projects, subsidiary programs, and program activities that are managed in a coordinated manner to obtain benefits not available from managing them individually.”

Yet, the announcement, and the coverage in the press, is sloppy with the use of these terms, and throws a bunch of other terms, like initiative, effort, endeavor, in the mix.  It’s not just the press.  In my experience as a practitioner and a consultant and lecturer, I have come across major confusion and mishegoss (look it up) with respect to (or perhaps because of lack of respect for) project management titles and job descriptions. 

Again, words are important.  When it comes to organizations, sometimes the way project managers are titled is a “tell” regarding the maturity level of the organization.  Those which respect the discipline of project management (or even project leadership!) follow through with appropriate titles for the people and the names of the initiatives on which they are working.  Note: I use the word “initiative” – a positive word – as the overarching term for projects, programs, and portfolios.

If you follow this blog,  you know that I’m not happy with the title Project Manager, because I assert that we are project LEADERS.  That’s covered as a theme in many posts, so I won’t repeat it here, but words do matter.

So, what about the words thrown around, like endeavor, project, initiative, effort, work, scheme, gambit, stratagem…?

I think this one is clearly a program and should be called such. 

Here are some snippets form the US Department of Agriculture’s announcement:

“The Urban and Community Forestry Program is the only program in the federal government dedicated to enhancing and expanding the nation's urban forest resources. This is the largest single USDA Inflation Reduction Act investment to date in urban and community forests.”

“Studies show that trees in communities are associated with improved physical and mental health, lower average temperatures during extreme heat, and increased food security, and create new economic opportunities. This historic funding will help the Forest Service support projects that increase tree cover in disadvantaged communities, provide equitable access to the benefits of nature, and deliver tangible economic and ecological benefits to urban and Tribal communities across the country.”

To their credit, the USDA did use “Program” for the most part when referring to this initiative.

To (excuse the pun) plant a seed for the next blog post, have a look at this video which talks about the rationale for launching the program.

In the follow-up post (Part 2), I will talk much more about this Program, and leave the terminology behind.  See what I did there…?