Project Management

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When someone says, “we should use AI,” how do you unpack what’s really being asked?

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Michael Brinn
PMI Team Member
Product Manager, Learning| PMI Denver, Colorado, United States

What signals help you tell different kinds of AI work apart—and what tends to go wrong when everything gets lumped together?

Have you ever been in a conversation where “AI” meant different things to different people? What tipped you off?

Share your experiences navigating what’s really being asked when someone says “we should use AI” in the comments below.

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Jeff Rose Project, Program & Portfolio Managment Consultant| Independent Consultant Kingwood, Tx, United States
Seek to understand the business problem before unpacking whether AI is a reasonable solution.
One of the strongest signals I look for is whether the request for AI is driven by a genuine operational need or simply by leadership pressure to “implement AI.”
In many cases, the actual requirement is not artificial intelligence itself, but improved visibility, faster reporting, stronger stakeholder confidence, or reduction of repetitive coordination effort.
For project managers, the responsibility is to distinguish innovation intent from execution necessity.
Sometimes the right solution is not introducing a new AI tool, but strengthening process discipline, improving data quality, and establishing clearer decision governance.
AI delivers value only when the underlying operating model is mature enough to support it.
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Jessica Mangus Newark, DE, United States
In my experience, most common thoughts of AI are related to Chat tools and don't go much beyond that.
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Geetha Ramalingam PM Specialist| MAXIS BERHAD Petaling Jaya, Selangorm, Malaysia
It is a broad statement. We should understand the underlying problem statement, impact and what are the desired outcomes we intend to achieve.
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Girmay Kahssay Addis Ababa University Institute of Technology Addis Ababa, AA, Ethiopia
When is is asked whether we should use AI, it basically means if we can speed up the value delivery system through technology and timeliness,
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Mohamed Khedr Elsewedy Electric PSP Dessouk, Kfs, Egypt

We should use AI usually respond with a few grounding questions: What decision or task are we trying to improve? What does success look like and how will we measure it? What data do we have today? What happens when the system is wrong? Does this need to generate, predict, classify, or just automate? Those answers almost always narrow “AI” into something concrete and actionable.

First ask what is the issue we’re trying to solve. Without clear understanding of the issue you can’t build a roadmap on how to get there.
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Paul Waggoner Program Manager| Consultant - Freelance Papillion, Ne, United States
When Agile become a new approach to conducting projects and required a new "mind-set" for support and understanding by management, so does the use of AI. Its up to the project manager to help make the "understanding/mind=set" happen.
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Lorena Marcos Project Management| Harmonise CALI, Colombia
h1
/h1When AI is to be considered as a solution for a problem, there is so much information missing that the first reaction would be: yes, AI might be the answer, but what is the question? it is like buying a ferrari engine for a car with no wheels.
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Dagoberto Segura Montreal, Quebec, Canada
What problem are we solving, what data do we have, what would AI actually produce, how would we use it, what value would it bring, and what could go wrong?
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