George MedleyProject Manager| Harris County Public HealthHouston, Tx, United States
I work independent of a PM Office within an organization and while there is a will to utilize AI/GenAI, there is little coordinator, nor will to set up coordination or standards. The result is that most use of GenAI is independent and, unfortunately, not always disclosed. This has led to some...awkward conversations when individuals, either intentionally or unintentionally, present tools, reports, or presentations as their own work despite it obviously being done in partnership with AI. Sometimes this can be benign (an image on an internal presentation), sometimes more concerning (incorrect information presented on a critical report that the responsible owner is unable to discuss).
How do you not only set standards for the use of Generative AI, but also encourage widespread adoption of such standards? Saving Changes...
I'd draw a parallel to what was needed to avoid the pitfalls of unfettered end-user computing or Citizen Development. Providing in-house training to any and all who want to learn and using that as an opportunity to educate end users on a simple set of guardrails. Of course, this does require buy-in from the leaders of each functional area - if they aren't on board, then their staff can't be expected to be.
And someone will need to act as the senior champion for organizational use of AI tools - that might be the CIO/CTO but not necessarily...
Kiron Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
We created a plugin to GenAI to deal with this type of things. It is easy because GenAI has a defined API. Adding to that it is very important to teach people how "to ask" GenAI to get the desired results. Saving Changes...
Markus KopkoAI Enabler for Project & Program Mgmt | Founder PMotion.ai / The PM
AI Coach| PMotion.aiHamburg, Hamburg, Germany
Hi George,
we do face a similar challenge!
Here is my take on this:
Navigating the use of Generative AI (GenAI) in an organization, especially in the absence of a centralized Project Management Office (PMO), can indeed present challenges like the ones you've described. Establishing standards and encouraging adoption requires a multifaceted approach, combining policy development, education, and cultural change. Here’s a strategy you might consider:
1. Develop Clear Policies and Guidelines:
Policy Creation: Collaborate with key stakeholders to develop clear policies around using GenAI. These policies should outline acceptable uses, ethical considerations, and the requirement for transparency in using AI-generated content.
Disclosure Norms: Establish norms for disclosing when AI has been used to create work to ensure honesty and transparency.
2. Educational Initiatives and Training:
Awareness Sessions: Conduct training sessions or workshops to educate employees about GenAI – what it is, its capabilities, and its limitations.
Best Practices Training: Include practical examples of how GenAI can be used effectively and ethically in the workplace.
Critical Thinking Training: Focus on developing critical thinking skills so employees can better assess and validate AI-generated information.
3. Integration into Workflow and Processes:
Workflow Inclusion: Integrate GenAI use into existing workflows to complement human effort. Ensure that AI tools are easily accessible and user-friendly.
Quality Control Measures: Implement quality control processes where outputs from GenAI are reviewed and validated by knowledgeable team members.
4. Fostering a Culture of Responsibility and Ethics:
Promote Ethical Use: Encourage an organizational culture that values ethical use of technology. This involves following legal guidelines and considering the moral implications of using AI in work.
Accountability: Emphasize individual accountability in using AI tools, ensuring that users understand their responsibility for the outputs produced.
5. Leadership and Advocacy:
Management Buy-in: Gain the support of senior management to advocate for the responsible use of GenAI.
AI Champions: Identify and empower AI champions within various teams who can advocate for the proper use of AI and assist colleagues.
6. Regular Review and Adaptation:
Feedback Mechanism: Establish channels for feedback on using GenAI tools to understand challenges and areas for improvement.
Policy and Practice Review: Regularly review policies and their implementation to ensure they remain relevant and practical.
7. Transparency and Open Communication:
Open Dialogue: Encourage open communication about using AI, where employees can discuss and learn from each other’s experiences.
Recognition of AI Contributions: Develop a practice of acknowledging the role of AI in work, where appropriate.
Conclusion:
The key to setting standards for GenAI use and encouraging widespread adoption is to create a balanced approach that includes policy development, education, cultural change, and regular review. By promoting transparency, ethical usage, and accountability, along with providing the necessary training and resources, you can foster a responsible and effective use of AI in your organization. This strategy addresses the practical aspects of AI integration and helps build a culture that views AI as a valuable tool that complements human capabilities.
Please keep me/us posted on what your way was look like!
