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Ready, Set, Gen AI! Share Your Checklists and Protocols for Successful Integration

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Claudia Alcelay
PMI Team Member
Learning & Innovation Research Manager| Project Management Institute (PMI) Spain
Are you utilizing any specific checklists or protocols within your projects or company to assess your readiness for working with Generative AI data? I'm curious to know what strategies or tools you've implemented to prepare for integrating Gen AI into your workflows. Please share your approaches in the comments below!
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Julius Johnson National Director of Academics| Kappa Lambda Chi Military Fraternity Upper Marlboro, MD, United States

I use AI and ChatGPT to develop training plans and products. I have also use AI to develop strategic documents and programs for my fraternity when it comes to developing anything from national platform strategies to award and performance programs. It has allowed me to cut my development time significantly to create products in days and weeks versus months.

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Jason Brinkman Senior Systems Engineer| John Deere Waterloo IA, USA

Interesting topic as we are dealing with how to implement AI into our hardware engineering development. Currently we are using AI to help verify one schematic to another for reduced time in reviews. However, AI is not the greatest at dealing with electronic circuits. Training our AI tool has been challenging for this topic.
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CHANDRAKANT SAKHARE, PMP Assistant General Manager - Project Management| Larsen & Toubro Ltd. Surat, India
In our organization we have implemented IOT & Industry 4.0. Also , we have created the checklist to generate the AI enabled estimates
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Mohd Fudzail Fitri Shukri Stakeholder Management | Project Management | Career Services | Higher Education| INTI International University & College Sepang, Selangor, Malaysia
Not long ago, project managers were debating whether AI was a distant future or a passing trend. Today, it’s neither—it’s here, and it’s reshaping the very foundations of how we deliver value.

Across ASEAN, the spectrum of readiness is diverse. Singapore is building governance frameworks, Malaysia is driving digital transformation, Indonesia is scaling fintech, while Vietnam and the Philippines are harnessing startups and BPO strength. Each country is moving at its own pace—but together, the region holds the potential to add 10–18% to ASEAN’s GDP by 2030 through Generative AI.

The question is not if we adopt AI, but how we integrate it. And this is where project managers step in—not as implementers, but as architects of transformation.
Imagine the impact when we:

  • Align AI initiatives with national growth priorities.
  • Build trust through ethical governance and cross-border data standards.
  • Reskill our workforce so AI augments rather than replaces human talent.
  • Empower SMEs to scale regionally with affordable AI solutions.
  • Foster collaboration across ASEAN to turn diversity into collective strength.
This is more than technology—it’s leadership. It’s about ensuring AI becomes a driver of inclusive growth, not just efficiency.

Generative AI is our chance to shape ASEAN into a global digital powerhouse. And project managers are the ones holding the blueprint.
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Ayodele Elutilo Project Management| Zivot International Ltd
Nov 29, 2023 8:14 PM
Replying to Rami Kaibni
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Claudia, this is a great question. However, given the nature of what we do as consultants, we haven't yet started preparing for this but would be very interested to see what other professionals and organizations are doing!
Based on the complexity of the project and the specific requirements, we take a decision on which model to apply and at what point.
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khaled omar Projects and supply chain manager| Hammer Uganda Qaliobeya, Obour City, Egypt

I think the main challenge is usually figuring out where to start. Let's say you want to create an activity list for your construction project without having a time schedule in place.

This is going to be challenging if you don't have well-structured and organized data sets in place for previous projects.
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Mohammad Qadan Riyadh, Saudi Arabia

We’ve started putting together some internal checklists around data quality, privacy, and governance, plus running a few pilot projects to see what actually works. Still learning as we go—but training the team and setting clear guidelines has been key so far
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Nigel Lee Senior Delivery Manager| Health New Zealand Auckland, New Zealand
Has anyone considered how to manage risk in connection with possible over reliance on GenAI for life and death decisions, due to poorly trained users?
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Muhammad Ateeq Khan United Arab Emirates
Interesting insight indeed. Being a construction industry professional, I can say Generative AI hold a big prospect in how this industry can be evolved & make regular daily / routine Taks simpler and much more efficient.

Not to forget the entire process and effectiveness while optimizing construction process using Generative AI is dependent on the content and quality of data provided.

So far, with the nature of complex Projects I am involve in, we have started preparing some check list starting from Lesson Learned at first and plans are there to continue with planning & scheduling aspects in coming days.
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Jehan Alghaidan Abha, 14, Saudi Arabia

What’s working for us is treating Generative AI as a data amplifier, not just a content generator. The real value comes from how well we structure and feed it project data.”

Start with clean, relevant inputs (project docs, risks, lessons learned)

Use AI to surface insights, not just summaries

Standardize a few high-impact prompts and reuse them

Keep a human-in-the-loop for validation and context

Focus on quick wins first (reports, meeting insights, risk signals)

The better your data + context to get the smarter and more reliable your AI outputs.
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2 replies by OCHIAWUNMA AKWIWU IBE
Apr 08, 2026 3:38 PM
OCHIAWUNMA AKWIWU IBE
...

Thanks for sharing a very practical and instructive to-do list for considering the introduction of Gen AI into project workflows or the organization's processes.

Apr 08, 2026 3:38 PM
OCHIAWUNMA AKWIWU IBE
...

Thanks for sharing a very practical and instructive to-do list for considering the introduction of Gen AI into project workflows or the organization's processes.
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