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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SYOUJIROU UEDA Fukuoka, 40, Japan
That is a great question.
I believe the adoption of AI is one of the most transformative developments in modern society.
It is already being actively utilized across a wide range of fields and industries.
As personal use becomes more widespread, the gap between professionals and non-professionals is narrowing—a trend that is undeniably real.
Naturally, AI is also being increasingly adopted in project management.
However, a critical yet challenging aspect of this adoption is training the AI ​​on the necessary foundational data, such as specific project details and the nuances of stakeholder characteristics—particularly the "gut feel" or intuitive understanding involved.
With this in mind, I believe we should seriously discuss AI integration and consider how best to apply it appropriately.
What are your thoughts on this?
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Himadri Prosad Mistry Project Director| Jagorani Chakra Foundation (JCF) Sunamganj, Bangladesh
This is my first AI journey with a prescribed course. Through the analysis i can differ the importance of traditional and AI . Enjoying the course.
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Faleh Al-Rammah Digital Transformation Leader| Saudi Chevron Philips Al-Khobar, 4, Saudi Arabia
In many organizations, the term "AI" is used as a catch-all phrase, which often leads to confusion and unrealistic expectations. One of the key signals I look for is whether the discussion is about generative AI (creating content, summaries, or recommendations), predictive AI (forecasting outcomes based on historical data), or process automation (automating repetitive tasks). These are often grouped together under the AI umbrella, even though they solve very different business problems.
I've frequently been in meetings where someone says, "We should use AI for this process." What usually tips me off that people mean different things is when the expected outcome varies between participants. Some expect a chatbot, others expect automated workflows, and some expect advanced analytics. Without clarifying the objective, projects can quickly lose focus.
In my experience leading digital transformation initiatives, the most important step is not selecting the AI technology—it's clearly defining the business problem first. When teams align on the desired outcome, it becomes much easier to determine whether the solution requires generative AI, predictive models, automation, or a combination of them.
The biggest mistake I see is treating AI as the goal rather than as an enabler. Successful projects start with a business need and then identify where AI can genuinely add value.
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Daniel Ribeiro Project manager| VOITH Hydro ltda São Paulo, Sp, Brazil
Quando ouço a frase" Precisamos usar IA" Imagino um cenário em que as expectativas de meus clientes ja não estão sendo mais atendidas, que perdi o time da inovação e que agora a organização precisa correr para obter respostas mais rápidas e evitar o risco de perda no mercado, isso vai além de interpretações equivocadas com o uso desta ferramenta, usar a IA é saber como extrair o máximo de valor de todas as iniciativas possíveis que se apresentam hoje, é uma questão de sobrevivência não só corporativa, mas também em nosso dia dia em cada atividade digital que tenhamos que fazer. Como a famosa "corrida do ouro" no passado, não podemos se dar ao luxo de perder esta "corrida da IA"
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Rafael Pavan Silva System Analyst| Ericsson São Paulo, São Paulo, Brazil
I believe the answers with most likes were probably generated by AI, which is not bad, but interesting. Are we paying attention to the questions? Did you learn something that can be applied when a customer or stakeholders asks you "we should use AI"?
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Sayoni Bhattacharyya Rockville, MD, United States
Mar 25, 2026 4:50 AM
Replying to Douglas Boyd
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It is recognised that AI can assist, but we need to obtain clarity as to what AI system is to be used as there are many.
I couldn't agree more that AI has a significant impact on project and program management. It brings a shift from the reactive to the predictive through historical analysis. Selecting the right AI solution is a strategic decision that must align with an organization's overarching mission.
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John Serrano Brasvi Gerente Infraestructura| Banco Popular Bogotá, Cundinamarca, Colombia
It must be clear that AI should amplify human capabilities. It will assist in predictions and prescriptions and provide relevant information alerts. However, the responsibility for decision-making will remain with people, as will their decision regarding the level of interaction with robotics.
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Adriano Lopes Rio De Janeiro, Rio De Janeiro, Brazil
What helps me differentiate different types of AI work is paying attention to the specific problem the AI is meant to solve.
A few signals are decisive:
The nature of the task — whether the AI automates, interprets, or generates content.
The type of data involved — text, structured historical data, or information that requires contextual understanding.
The role of AI in decision‑making — supporting, recommending, or deciding autonomously.
When these signals don’t appear in the conversation, I notice that each person is talking about a different idea of “AI.” This usually leads to misaligned expectations and solution choices that don’t fit the actual workflow.
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Joshua Lamb Menifee, CA, United States
When I hear this, I hear a person who understands that AI can be helpful and make work efficient. The implied tasks that come with it need to be managed responsibly.
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Quadri Lawal Project Management Office| Gulf Coast Regional Blood Center Richmond, TX, United States
I've had to correct AI many times. It's an excellent tool for guidance and improving efficiency, but it should complement critical thinking—not replace it. I always verify its output rather than relying on it 100%.
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