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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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Norman Wokoma Project Management| Tecnimont Nigeria Limited Port Harcourt, RI, Nigeria

The dynamism in global usage of data is accelerating at a pace never known before and this bring to mind the question of how the world will you like in 50 years to come in terms of using data to solve problems. I am privilege for the opportunity to join a community involving in learning to bring about a positive change through project management.

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Norman Wokoma Project Management| Tecnimont Nigeria Limited Port Harcourt, RI, Nigeria

The dynamism in global usage of data is accelerating at a pace never known before and this bring to mind the question of how the world will you like in 50 years to come in terms of using data to solve problems. I am privilege for the opportunity to join a community involving in learning to bring about a positive change through project management.

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Maik C. Becker Senior Professional in Telecommunication Projects| Maik Becker Consulting Ratingen, Hessen, Germany

This is a great checklist and starting point for implementing AI in my customers organization. I wonder if there is already a use case list for telecom operators and telecom equipment vendors

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Naba Ansari Senior Community Based Protection Assistant| UNHCR Ankara, Türkiye
Not yet — but it’s on my near-term roadmap. I’m planning to roll out Sembly in our meetings to capture key decisions, improve follow-up, and prioritize tasks right after status updates, plus automate post-meeting summaries and email follow-ups.
Next step is building a custom GPT assistant to support documentation, lessons learned, and task tracking/follow-up so we can standardize how we capture knowledge and turn discussions into action.
I really hope I can make this work successfully — and I’ll keep you posted with updates as I implement it.
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COSMAS MUNYAO Facilities and Property Manager| Family Bank Ltd 10, Kenya

As beginners, we are definitely looking forward to benefitting from insights and experience of early starters, the pace setters.

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Ekaterina Koleva Vendor Account Manager| HP Inc Bulgaria Sofia, Bulgaria

Hi Claudia,

We are using Copilot incorporated in our system. For the moment I am using it mainly for emails summary, answers generation and contacts review/ updates.

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Deondra Randle Washington Dc, Dc, United States

Thanks for making some very much needed points here. We have began to operate the back office of our brand through chatbots, data analytics interface integrations, and custom GPTs to handle the everyday activities and inquires. We also use various AI applications and sites to evaluate strategy and disseminate marketing material.

IT's been a game changer!

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Charles Nichols United States

Using GenAI in the classroom to help business students build decision-aid graphics related to location (center of gravity type problems) and optimization (linear programming).  

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Pavithra M India
My checklist for successful Gen AI integration:
1️⃣ Start with a clear problem – automate one real pain point (content ops, support replies, data analysis), not “AI for everything.”
2️⃣ Data readiness first – clean inputs, clear prompts, defined context. AI is only as good as what you feed it.
3️⃣ Human-in-the-loop – AI assists, humans decide. Especially for customer-facing or business-critical outputs.
4️⃣ Tool selection with intent – don’t chase tools. Choose models/tools based on use case, cost, security, and scale.
5️⃣ Governance & guardrails – usage guidelines, prompt standards, access control, and data privacy rules.
6️⃣ Measure impact, not hype – track time saved, quality improvement, and adoption—not just “AI usage.”
7️⃣ Upskill teams continuously – prompt thinking, AI reasoning, and use-case design matter more than the tool itself.
Gen AI works best when it’s treated as a capability, not a shortcut.
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Stacey Shumate PM II| Ericsson Lee's Summit, Mo, United States
Dec 31, 2025 4:25 PM
Replying to Tahar Alloui
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For analogous cost estimates, I was wondering if anyone has used an AI model to analyse cost estimates from multiple past projets of similar types in order to generate data and insights which can be used by project managers to assess the cost estimate accuracy of their new projects. The same AI model could also use actual costs of past projects for more realistic estimates. Any thoughts or advices would be greatly appreciated.
I like the idea of using an AI model to analyse cost estimates from multiple past projets is a great idea as suggested.
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