Director, Learning Design & Development| PMIAsheville, NC, United States
Increasingly, project managers are using GenAI to enhance various aspects of their workflows, operate more efficiently, and reduce manual tasks. Examples include task automation, predictive analytics, resource optimization, and data-driven decision making.
As part of PMI’s Learning team, I am interested in supporting project professionals in getting the most out of GenAI. Share out in the comments below, and learn how fellow project professionals are leveraging GenAI!
-How are you using AI in your PM workflows? -What kinds of workflows are you designing that save you significant amounts of time and effort and boost the quality of your work? -What tools do you string together to connect the dots to move from single, one-time interactions with tools like ChatGPT to full-blown, replicable workflows that allow you to spend your precious time elsewhere? -If you’re not yet leveraging AI in your work, what’s stopping you from doing so
Interested in learning more? PMI’s newly released course, Practical Application of Generative AI for Project Managers, explores this topic in more detail. Check out the course to deepen your knowledge, and share what you’ve learned with the PMI community!
-Have you tried any workflows from Practical Application of Generative AI for Project Managers? -What worked for you? -What didn’t work for you? -Have you adapted the workflow in any way? -Feel like sharing your version of the workflow? Do it!
PMO Leader | Speaker & Mentor | Content Leader – PMOGA Latin America
Hub| Catholic University of UruguayMontevideo, Montevideo, Uruguay
La inteligencia artificial está revolucionando la forma en que gestionamos proyectos. Al automatizar tareas repetitivas como la generación de informes y la asignación de recursos, la IA libera a los gerentes de proyecto para que se enfoquen en tareas más estratégicas. Además, la IA puede analizar grandes cantidades de datos para identificar patrones, predecir riesgos y optimizar la toma de decisiones. Por ejemplo, puede analizar datos históricos de proyectos para identificar las causas de retrasos y sugerir acciones preventivas.
En cuanto a las herramientas y flujos de trabajo, la IA se integra con plataformas de gestión de proyectos populares como Asana y Trello. Estas herramientas, combinadas con modelos de lenguaje como GPT-3, permiten crear asistentes virtuales que responden a preguntas, generan informes y automatizan procesos. Al conectar diferentes aplicaciones y servicios a través de herramientas de automatización como Zapier, se pueden construir flujos de trabajo personalizados y eficientes. Sin embargo, la adopción de la IA en la gestión de proyectos puede enfrentar desafíos como la falta de conocimiento, los costos y la resistencia al cambio.
En esencia, la IA ofrece un gran potencial para mejorar la eficiencia y la eficacia en la gestión de proyectos. Al automatizar tareas, analizar datos y mejorar la comunicación, la IA puede ayudar a los gerentes de proyecto a alcanzar sus objetivos de manera más rápida y efectiva.
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1 reply by Francisco Luis Lorenzo Diaz
Mar 07, 2026 11:19 AM
Francisco Luis Lorenzo Diaz
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En la fase inicial en la que yo me encuentro, en lo que más utilizo la IA es para tres temas principales:
Visualización de datos (incluyendo preparación de presentaciones)
Extraer información de nuestros sistema de ITIL y por ejemplo, no solo preparar la lista los cambios a presentar al CAB, sino ayudar a ampliar los riesgos expuestos por los solicitantes de cada cambio, y ayudar a detectar incongruencias.
Ayudar a expresar ideas, según el público objetivo. Tú puedes una forma de explicar las cosas, pero puedes ayudarte de la IA para obtener otros ángulos para explicar lo mismo, y que te ayude a mejorar tus propios procesos (mejora continua por la vÃa rápida)
PMO Leader | Speaker & Mentor | Content Leader – PMOGA Latin America
Hub| Catholic University of UruguayMontevideo, Montevideo, Uruguay
Artificial intelligence is revolutionizing the way we manage projects. By automating repetitive tasks such as reporting and resource allocation, AI frees project managers to focus on more strategic tasks. In addition, AI can analyze large amounts of data to identify patterns, predict risks, and optimize decision making. For example, it can analyze historical project data to identify causes of delays and suggest preventive actions.
In terms of tools and workflows, AI integrates with popular project management platforms such as Asana and Trello. These tools, combined with language models such as GPT-3, make it possible to create virtual assistants that answer questions, generate reports and automate processes. By connecting different applications and services through automation tools such as Zapier, customized and efficient workflows can be built. However, the adoption of AI in project management can face challenges such as lack of knowledge, costs and resistance to change.
In essence, AI offers great potential to improve efficiency and effectiveness in project management. By automating tasks, analyzing data and improving communication, AI can help project managers achieve their goals faster and more effectively.
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2 replies by Antonio Alcada and Predrag Markovic
Feb 24, 2025 5:22 PM
Antonio Alcada
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Hello Fabian, indeed, I’ll agree with you. However I’ve a problem with the users. They have difficulty to make to describe the task in the window. We developed a very friendly window, choosing trough automact option the equipament. But choose the material is hard to them because they have constraings in planning the task. The workflow is a line, approval task, plan the task and schedule, see the material and tools, after report the task in a tablet with x answers, after the statistic of the equipment and that task, if concluded, and the remain budget for preventive or repair. Regards
Feb 06, 2026 6:15 AM
Predrag Markovic
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I agree, but if I have to be ICT developer to adjust and make this tools relaible and working, and also to check and resume the info and data from AI tools, what assistance is this really?
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Carl PetersProject Manager & Consultant| https://www.linkedin.com/in/carl-peters/Halifax, Nova Scotia, Canada
Hi Sarah,
I use ChatGPT all the time. It speed things up a lot, whether it assists me in writing a project report, email communication with clients, or even mapping out some knowledge areas (especially risk management and EVM).
But I had a problem using ChatGPT for a long time. The problem was that I was only able to superficially understand it. And by the looks of it, the PMI has the same problem: I read the 'AI Essentials for Project Professionals' that came out recently. While it states in the title that it is 'essential', I think this is where the problem is.
Let me explain this to you with an analogy. When the PC became popular in the 90s, everyone could use it and didn't need to use a type writer anymore. But you needed to get a better understanding on how a PC works if you really wanted to use it for a specific purpose (e.g., I used to be a research scientist, and used Excel in a different way than, say, a Financial Controller).
And this is what I'm currently seeing with generative AI: people all over the world, across disciplines are using it. But are they really understanding what is happening, and are they seeing where the world-changing opportunities lie by the way most people are currently using it?
In essence, using something does to equal to understanding it. And then how can you transform a field if you don't understand it?
After 2 years of being ignorant about this myself, I'm currently putting in the hours to get a deeper understanding by learning software engineering. My goal is to use AI, ML, and Automation tools, that are still unconventional to project management, and use them to make project management a far more effective discipline. And I have a few little projects on my own that look promising.
This is why I believe that a deeper understanding of AI among project managers has the potential to save billions, if not trillions, of dollars for companies around the world. And it doesn't stop by project managers using ChatGPT. In my view, if project managers don't adapt and use AI thoughtfully and with skill, they will become the type-writer people who didn't want to use Word or Excel back in the 90s.
What are your thoughts on this?
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2 replies by Nikolai Suhardjo and Samia NOUR
Feb 01, 2025 10:50 AM
Samia NOUR
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Totalement en phase! merci pour ce partage.
Apr 15, 2025 1:15 PM
Nikolai Suhardjo
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Dear Carl,
I completely agree with your message. Regarding the final part of your note, I believe that if someone were to hypothetically take this technology away tomorrow and bring us back to manually crafting each artefact, the project management community would not be pleased at all. We have to admit, there's a lot of routine in our day-to-day work that we're more than happy to see automated.
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Karthik ArjulaProgram Manager| Han Digital SolutionsBangalore, Karnataka, India
Hi Sarah,
1. Using AI in my PM workflows?
Streamlining Communication: AI helps you draft polished emails, summarize meeting notes, and prepare concise reports for stakeholders.
Workflow Optimization: By analyzing data patterns, AI provides actionable insights on timelines, task prioritization, and resource allocation.
Risk Management: Predictive AI tools flag potential bottlenecks or risks, enabling you to address issues proactively.
Custom SOP Creation: Generative AI supports me in drafting and fine-tuning SOPs, ensuring clarity and alignment across teams.
Decision Support: AI simulations offer scenario-based outcomes, allowing me to make well-informed decisions with confidence.
2. Kinds of workflows I am designing that save significant time and effort and boost quality?
My focus on designing workflows that are scalable, replicable, and quality-driven:
Automated Task Allocation: Implementing tools that automatically assign tasks based on team expertise and availability, reducing manual effort.
Document Management Pipelines: Automating processes to draft, review, and finalize project documents, minimizing repetitive edits and errors.
Client Communication Protocols: Creating standardized templates and AI-driven response systems for faster and consistent client interactions.
Feedback Loops: Developing automated systems to gather, analyze, and act on feedback, ensuring continuous improvement in deliverables.
3. Tools I string together to create full-blown, replicable workflows?
I integrate a stack of interconnected tools to ensure seamless execution:
Generative AI Tools (like ChatGPT): For brainstorming, drafting, and refining ideas or documents.
Automation Platforms (Zapier, Make): To connect tools like email, spreadsheets, and project management software, automating repetitive tasks.
Project Management Tools (ClickUp, Jira): For task tracking, timelines, and collaborative planning.
Data Visualization Tools (Smartsheets): For analyzing and presenting project performance metrics.
Cloud Platforms (Microsoft 365): To enable easy sharing and collaboration on live documents.
These interconnected workflows allow me to transition from one-off interactions with AI tools to fully functional systems that operate autonomously. This frees me to focus on high-value activities like stakeholder engagement, strategic planning, and quality assurance.
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1 reply by Stephanie Burckhard
Dec 10, 2024 3:32 AM
Stephanie Burckhard
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Is it possible to elaborate on this topic: Automated Task Allocation: Implementing tools that automatically assign tasks based on team expertise and availability, reducing manual effort. ? Do you have an example, a real life example.
Generative AI can significantly enhance project management workflows by automating repetitive tasks, improving communication, and enabling data-driven decision-making. I mainly use chat GPT and Claude AI for
Meeting Summaries: Automatically generate concise summaries of project meetings, highlighting key decisions and action items.
Task Assignments: Based on team members' expertise and workload, suggest or automate task assignments.
Project Documentation: Draft initial versions of project charters, proposals, or reports using structured input.
Email Drafting: Generate clear and concise emails for stakeholder updates or team instructions.
Creative Problem-Solving: Use AI to brainstorm solutions to complex challenges, generating innovative ideas that may not be immediately obvious.
Using AI makes the tasks in Project Management easier, effective, and efficient. Saving Changes...
Gen AI is just being deployed in ou company through a self-developed bot : called ThalesGPT,
The bot is supportive of general AI prompt specified to information available in the group.
We use this to
- make sure user story's and EPICS have the relevant aspects covered in a complex organization like Thales
- it helps to prepare for audits looking into previous results.
- we can reach out to the correct department / persons when entering a certain prompt.
From my perspective in an IT department role i do not see yet that we design specific apart from the benefits of being complete in situations described above.
Data sources that are connected are those that hold no restricted data. Saving Changes...
Shankar Dutt ChamoliSr. Manager Technology| Cogniter Technology Pvt.ltd.Chandigarh, India
Hello Sarah,
Integrating Generative AI into project management workflows has proven to be a game-changer, significantly boosting efficiency and driving innovation. Let me share how I’ve been leveraging Generative AI in my projects:
Project Planning: Generative AI helps me create detailed project plans by analyzing high-level inputs such as goals, timelines, and available resources.
Automated Reporting: I use AI to generate status reports, meeting notes, and summaries by processing project data or even real-time meeting transcripts.
User Story Creation: AI assists in drafting detailed user stories or epics based on project goals and team discussions, ensuring alignment with objectives.
Sprint Planning: It supports backlog prioritization and suggests optimal sprint goals, streamlining the Agile planning process.
Meeting Preparation: AI summarizes past discussions and generates agendas for upcoming meetings, saving time and ensuring preparedness.
Let me know if you'd like more details on any of these use cases!
Due to the confidentiality of the project and the NDA in place, I am unable to share all the details. However, I have attached a sample generated using ChatGPT for your reference. You can review the attached document at the following link:
Please feel free to review it and let me know if you have any questions or require further clarification.
Thanks
Jan 04, 2025 11:48 PM
Victor A. Mas Avalo
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font style="vertical-align: inherit;"font style="vertical-align: inherit;"Que gusto y enriquecedor leer tu información, se percibe que tienes mucha experiencia aplicando la IA en la gestión de tus proyectos..... Sin dudas manejar un catálogo de avisos con el que ha logrado automatizar los casos de uso. Podrias compartirnos este catalogo de prontas con lo que enfrentas estos temas de planificacion, definicion de spins, historias de usuario y la gestion de reuniones.. y en general ya sabes todas estas tareas que nos exigen tiempo en el dia a dia... SI COMPRENDO QUE ES ORO LO QUE PIDO... por lo que estamos gustosos de recibirlo como tal....
Sorry yo escribo en español desde sud-america, en Lima - Perú/font/font
Integrating Generative AI into project management workflows has proven to be a game-changer, significantly boosting efficiency and driving innovation. Let me share how I’ve been leveraging Generative AI in my projects:
Project Planning: Generative AI helps me create detailed project plans by analyzing high-level inputs such as goals, timelines, and available resources.
Automated Reporting: I use AI to generate status reports, meeting notes, and summaries by processing project data or even real-time meeting transcripts.
User Story Creation: AI assists in drafting detailed user stories or epics based on project goals and team discussions, ensuring alignment with objectives.
Sprint Planning: It supports backlog prioritization and suggests optimal sprint goals, streamlining the Agile planning process.
Meeting Preparation: AI summarizes past discussions and generates agendas for upcoming meetings, saving time and ensuring preparedness.
Let me know if you'd like more details on any of these use cases!
Hello Shankar, could you please share some use cases? at least status reports . Thanks! Saving Changes...
Shankar Dutt ChamoliSr. Manager Technology| Cogniter Technology Pvt.ltd.Chandigarh, India
Due to the confidentiality of the project and the NDA in place, I am unable to share all the details. However, I have attached a sample generated using ChatGPT for your reference. You can review the attached document at the following link:
Please feel free to review it and let me know if you have any questions or require further clarification.
Thanks
Saving Changes...
Shankar Dutt ChamoliSr. Manager Technology| Cogniter Technology Pvt.ltd.Chandigarh, India
Nov 24, 2024 12:19 PM
Replying to Shankar Dutt Chamoli
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Hello Sarah,
Integrating Generative AI into project management workflows has proven to be a game-changer, significantly boosting efficiency and driving innovation. Let me share how I’ve been leveraging Generative AI in my projects:
Project Planning: Generative AI helps me create detailed project plans by analyzing high-level inputs such as goals, timelines, and available resources.
Automated Reporting: I use AI to generate status reports, meeting notes, and summaries by processing project data or even real-time meeting transcripts.
User Story Creation: AI assists in drafting detailed user stories or epics based on project goals and team discussions, ensuring alignment with objectives.
Sprint Planning: It supports backlog prioritization and suggests optimal sprint goals, streamlining the Agile planning process.
Meeting Preparation: AI summarizes past discussions and generates agendas for upcoming meetings, saving time and ensuring preparedness.
Let me know if you'd like more details on any of these use cases!
Due to the confidentiality of the project and the NDA in place, I am unable to share all the details. However, I have attached a sample generated using ChatGPT for your reference. You can review the attached document at the following link:
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