The Impact of Artificial Intelligence on Project Management

In the fast-moving world of managing projects, using technology is not just

helpful, it's a must. Artificial Intelligence (AI) is a big part of this tech
revolution and it's changing how we plan, do, and watch over projects. AI
is making a huge impact on project management. As AI gets better and
smarter, it's helping us work more efficiently, make better decisions, and
adapt to changes. This essay explores how AI is changing project
management, including its basic ideas, good things about it, and things to
watch out for. We'll also look at real examples of how AI is making a big
difference in how we manage projects.

AI in Project Management: A Big Change

To understand how AI is changing project management, we need to first

understand what AI is all about. AI is when computers do things that
usually need human thinking, like solving problems, learning from
experience, making choices, understanding language, and more. In
project management, we can use AI for lots of things.

One of the main things AI does in project management is predictive

analytics. AI uses big sets of data to find patterns and make predictions
based on what happened before. This is useful when planning projects
because it helps us see potential problems ahead of time and use our
resources better. AI tools can also run different project scenarios to show
project managers which actions are most likely to work.

Benefits of AI in Project Management

Using AI in project management comes with a lot of advantages, like:

Using Resources Wisely: AI can look at how we've used resources in

the past and predict what we'll need in the future. This helps us use our
resources better and avoid waste.

Managing Risk: AI can look at past project data to figure out what could
go wrong. This helps project managers make smart choices and deal with
problems better.

Making Better Choices: AI tools use data to help project managers

make decisions that are more accurate. They can look at lots of factors
that humans might miss.

Doing Boring Jobs for Us: AI can take care of tasks that are boring and
repetitive, like entering data, scheduling, and managing documents. This
lets project managers focus on more important things.

Keeping an Eye on Progress: AI helps us watch over projects in real

time. We can see how things are going and fix problems quickly.
Checking Quality: AI can check for mistakes and problems in real time,
making sure our projects meet quality standards.

Real-World Examples of AI in Project Management

To understand how AI is changing project management, we need to look at

some real examples:

Risk Assessment: In construction, AI looks at past data to predict safety

issues and reduce accidents.

Resource Planning: In software development, AI tools predict when and

where resource problems might happen, so we can plan better.

Better Communication: AI-powered chatbots, like Botgo, help in

flawless communication. They can do tasks automatically and answer
questions based on certain conditions.

Scheduling and Task Assignments: Tools like Microsoft Project use AI

to create schedules that consider when resources are available and what
tasks depend on others.

Quality Control: In manufacturing, AI uses images to spot defects and

check if products meet quality standards, all in real time.

Challenges and Things to Think About

As AI changes how we do project management, there are some important

challenges and things to consider. We need to think about data privacy
and security, ethical concerns, potential job changes, and the learning
curve to use AI. Project managers also need to know what AI can and can't
do, and remember that human judgment is still important.

Conclusion

AI is having a big impact on project management. It's changing how we

plan, work, and keep an eye on projects. The benefits of using AI in project
management are clear, from using resources better to making decisions
based on data. Real examples show how AI is making a real difference in
different industries. But we also need to be careful and think about things
like privacy and ethics. As AI gets better, it will keep changing project
management, so professionals in this field need to learn how to use this
powerful technology. AI in project management isn't just a trend, it's
changing how we do things and it's important for people in this field to
understand and use it
“Project management is not just about managing projects anymore. It’s
about steering your organization toward a future that’s defined by
intelligent technology and strategic excellence,” says Dr. Rich
Sonnenblick, chief data scientist at Planview.

Artificial intelligence assistants, like Planview Copilot, are ushering in a

long-overdue transformation in the world of project management.

For decades, project managers have had to rely on the same static tools
to perform their jobs – slides, spreadsheets, and documents, all retrofitted
to perform the role of communicating necessary project information. Using
these tools required immense manual effort on behalf of project managers
and project teams.

AI is poised to handle many of the administrative and data-processing

aspects of project management. This frees project managers to spend less
time on routine tasks and more time on strategic thinking, leadership, and
complex problem solving – the tasks that only humans can do.

AI and machine learning can take the load off project managers by
accelerating various aspects of the project life cycle, such as:

 Automating routine tasks

 Providing data-driven insights for decision-making

 Predicting potential issues or outcomes

 Optimizing resource allocation and scheduling

 Improving risk assessment and management

 Upskilling employees quickly

The possibilities for leveraging artificial intelligence in project

management are truly endless – helping project managers make more
informed decisions, increase efficiency, and improve project outcomes.

The Impact of Artificial Intelligence on

Project Management
The application of artificial intelligence to project management is still in its
infancy. But after looking at just a brief history of AI, you can see how the
pace of change is accelerating. AI is expected to usher in a massive
overhaul of the industry by the end of the decade.
  By 2026, 70% of job titles will shift from a portfolio, program, project
(3P’s) hierarchy to role-based descriptors due to the increase of AI in
strategic portfolio management.

 By 2028, PMO leaders will rely on AI to predict project delays and

budget overruns with an accuracy of over 90%, enabling proactive
mitigation strategies and increasing portfolio resilience.

 By 2030, 80% of project management (PM) work will be eliminated

by AI.

Source: Gartner Report: Build a Generative AI Roadmap for Your Portfolio

Management Life Cycle, 1 July 2024, ID G00795336

It’s important to consider each of these predictions in this context: AI is

meant to enhance human capabilities, not replace them. Project
management involves many aspects that AI can’t replicate, such as
emotional intelligence, stakeholder management, and creative problem-
solving in unique situations.

One day, AI could eliminate 80% of the manual, tedious work that project
managers do to maintain inefficient systems.

By embracing AI and developing skills to leverage it effectively, people

involved in the project lifecycle can position themselves as invaluable
assets in the evolving field of project management. As AI takes over
routine tasks, new roles will emerge. Project managers who adapt and
learn to work alongside AI will be in high demand for their combined
human and technological expertise.

Instead of ignoring AI, consider how you can upskill to work effectively
with AI tools. This might involve learning data analysis, AI implementation,
or focusing on developing your uniquely human skills.

Applying Artificial Intelligence to

Project Management
Applying AI to project management involves integrating AI-powered
software and techniques into various aspects of the project lifecycle. Here
are seven examples of how AI can be applied to project management in
practice:

Planning and scheduling

Artificial intelligence can make planning and scheduling in project

management more efficient and more accurate. Project managers can use
AI algorithms to analyze historical project data and create optimized
schedules and implement machine learning models to predict task
durations and dependencies.

Resource management

AI can enable more efficient resource management in project

management. Project managers can use AI to match team members’ skills
with project tasks, or predictive analytics to forecast resource needs and
availability.

Risk management

AI can help project managers proactively reduce risk. Using natural

language processing, AI can scan project documents and identify potential
risks. Machine learning can be used to assess risk probabilities and
potential impacts.

Project monitoring

To monitor projects, project managers can implement AI-powered

dashboards for real-time project status updates and use computer vision
to track progress on physical project components.

Decision support

PMs can also leverage AI for decision support: For larger decisions, AI can
analyze multiple scenarios and recommend optimal courses of action. PMs
can also use chatbots or virtual assistants to provide quick answers to
project-related queries.

Task automation

Artificial intelligence can lift some of the burden of task automation. PMs
can implement robotic process automation (RPA) for repetitive
administrative tasks and use AI to automatically update project
documentation and reports.

Predictive analytics

Using AI for predictive analytics can reduce risk, save time, and save
effort. Project managers can apply machine learning models to forecast
project outcomes, delays, or cost overruns, and use AI to identify potential
bottlenecks or issues before they occur.

Upskilling talent

AI can quickly upskill talent by reducing the time it takes to ramp

someone up on a job, product, or solution. AI helpbots can access product,
solution, or other information quickly and efficiently.
Benefits of AI in Project Management
Implementing artificial intelligence in project management boosts speed,
productivity, and effectiveness, reducing the effort required to plan,
monitor, and deliver projects. This frees project managers to spend more
time on the high-value, strategic work that only humans can do.

The project manager of the future will work in harmony with artificial
intelligence, passing off the manual, tedious, and repetitive tasks that
once occupied much of their time to intelligent tools.

The key benefits of artificial intelligence in project management are:

 More efficient planning and scheduling

 Improved risk assessment and mitigation

 Enhanced resource optimization

 Insightful predictive analytics

 Efficient task automation

 Enhanced decision-making

 More accurate cost estimation

Finding an AI tool that works seamlessly with existing project

management tools can help project managers maximize the benefits of
artificial intelligence. For example, Planview Copilot is a generative AI-
powered assistant integrated into Planview’s portfolio and work
management solutions. Designed to aid users with project management
tasks, Planview Copilot leverages generative AI technology to enhance
decision-making, improve efficiency, and automate routine processes.

Applying Artificial Intelligence Tools to

Project Management
Getting started with applying artificial intelligence to project management
can seem intimidating, but it doesn’t have to be. Follow these five steps to
apply AI to your work.

Select appropriate AI-powered project management software and tools.

Begin by assessing the specific needs of your organization. Research and

compare various AI solutions, focusing on features like predictive
analytics, automated reporting, and natural language processing.

Integrate AI solutions with existing systems.

Start by mapping out how the AI software will interact with existing tools,
such as your CRM, ERP, software development, or communication
platforms. Work closely with IT professionals to ensure compatibility and
to address any potential integration challenges. Proper integration allows
AI to pull data from all relevant sources, providing a holistic view of your
projects and enabling more accurate insights and recommendations.

Train team members on using AI-enhanced software and interpreting AI-

generated insights.

Training your team is crucial to fully harnessing the power of AI in project

management. Organize training sessions that cover both the technical
aspects of using the AI software and the analytical skills needed to
interpret AI-generated insights. Ensure that team members understand
how AI can augment their work, from automating routine tasks to
providing data-driven recommendations.

Ensure data is safe, secure, and protected.

Implement robust cybersecurity measures to protect sensitive information

from unauthorized access, breaches, and data loss. This includes using
encryption, secure user authentication, and regular security audits. Make
sure that the AI tools you select comply with industry standards and
regulations, such as GDPR or CCPA, to safeguard personal and project
data.

Continuously feed project data into AI systems to improve their accuracy

and effectiveness.

AI systems thrive on data, becoming more accurate and effective as they

process more information. Continuously feeding project data into your AI
tools allows them to learn and improve over time. Regularly reviewing and
refining the data inputs can help the AI system adapt to changing project
environments and provide more relevant insights.

By maintaining a steady flow of accurate, up-to-date data, you enhance

the AI’s ability to predict trends, identify risks, and recommend strategies,
ultimately leading to better project management decisions.

Artificial Intelligence and Automation in Project Management

Artificial intelligence automation can include automated task assignments

and reminders, automatic data collection and reporting, Robotic Process
Automation (RPA) for repetitive tasks, and automated progress tracking
and status updates.

Leveraging AI and automation in project management can result in

increased efficiency and productivity, more accurate planning and
estimation, reduced human error in routine tasks, data-driven decision
making, and improved resource utilization.

Project managers can leverage AI and automation in several parts of the

project lifecycle.

AI and automation can be used in project planning and scheduling,

resource management, risk management, budget tracking and cost
estimation, team collaboration and communication, and performance
monitoring and reporting.

However, be mindful of the following common challenges associated with

AI and automation:

 Integration with existing systems: Make sure that the automations

integrate well with other tools in your system.

 Data quality and consistency: Ensure that the automation will

reliably transfer data with accuracy and consistency.

 Team adoption and change management: It may take teams time to

get used to new automation workflows. Prioritize training and check-
ins to make sure teams feel comfortable and confident using any
new automation.

 Balancing automation with human oversight: Too much automation

without human oversight can increase risk. Take care to ensure
there are checks and balances in place to monitor systems.

Artificial Intelligence Tools for Project

Management
If you’re looking to simply start using AI tools in project management,
many tools exist. However, rather than piecing together AI tools, it is far
more effective to utilize an integrated, AI-powered platform.

Generative AI assistant

Planview Copilot allows you to converse with and query your data using
natural language to glean insights, derive recommendations based on
best practices, and inform strategic decisions.

AI help and upskilling

The AI help in-app interface provides plain text answers to your questions,
giving you quick access to answers across thousands of customer success
center help articles and other product- or solution-specific documentation.

Sentiment analysis
Sentiment analysis can help you understand whether a product, project,
or work item is truly on track by analyzing the emotional tone and
sentiments of comment and status texts, as well as computational
linguistics behind aggregated comments over time. You can use these
scores to reveal positive, neutral, or negative insights and make pivots
before delivery is impacted.

Summarizers

AI summarizers can help you save time, enhance knowledge, and provide
actionable information by summarizing risks, issues, and work in progress,
and even building release notes with the click of a button.

Optimizations and simulations

Scenario planning allows you to explore multiple avenues to pinpoint the

most efficient and effective allocation of your capital and capacity for
peak performance and strategic success.

Project Management and Artificial

Intelligence: Saving Time Through
Conversation
Although incorporating AI into your work can be an intimidating concept,
many find that the conversational format of a generative AI assistant is
surprisingly easy to use. Using generative AI tools can save considerable
time and effort compared to traditional research methods.

Tools like Planview Copilot use natural language processing, allowing users
to interact with the system using natural language queries, making it
easier to retrieve information, generate reports, or update project
statuses.

Planview Copilot is designed to support project managers and teams in

making more informed decisions, improving project outcomes, and
increasing overall productivity through AI-driven automation and insights.
By simply chatting with Copilot, project managers can enhance decision-
making, improve efficiency, and automate routine processes.

Artificial Intelligence in Portfolio

Management
Artificial intelligence can be used to enhance both project and portfolio
management, but the focus and application differ. In portfolio
management, AI can improve project, program, or initiative selection and
prioritization; resource optimization; portfolio performance analysis; and
scenario planning. Leveraging artificial intelligence in strategic
management can aid in decision making, reduce risk, increase visibility,
and help teams maintain strategic alignment.

Project, program, or initiative selection and prioritization

AI algorithms can analyze multiple factors (strategic alignment, resource

availability, risk, ROI) to recommend which projects to include in the
portfolio. Machine learning models can predict project success rates based
on historical data to help with selection and prioritization.

Resource optimization

AI can optimize resource allocation across multiple projects, considering

skills, availability, and project priorities. Predictive analytics can forecast
resource needs and identify potential bottlenecks.

Portfolio performance analysis

AI can provide real-time insights into portfolio performance, identifying

trends and anomalies. Automated dashboards can visualize complex
portfolio data for easier decision making.

Scenario planning

AI can simulate various portfolio scenarios, helping business and

technology leaders understand the impact of different decisions.

Objectives and key results (OKRs)

By integrating OKRs into AI-driven portfolio management, organizations

can ensure that their project portfolios remain tightly aligned with
strategic goals. This approach combines the goal-setting framework
of OKRs with the analytical power of AI, enabling more data-driven,
strategic portfolio management.

The challenges of applying AI to portfolio management are like those in

project management: First, AI is only as good as the data it’s based on –
so data quality and consistency across the portfolio are critical for
success.

Integration with existing tools and processes can be tricky and require a
holistic approach. Confidence in change management and AI adoption
among stakeholders can vary, which can affect outcomes. And finally, it’s
always important to maintain a fine balance between AI insights and
human expertise and judgment to reduce risk.
Artificial Intelligence and Project
Management: Unlocking New Potential
For decades, the world of project management has relied on retrofitted
tools that required extensive effort to use and maintain. AI is poised to
usher in a new era of project management, where project managers are
empowered by tools that work for them.

Turbocharge your project management efforts with Planview’s AI-powered

platform.