Artificial Intelligence (AI) has been growing exponentially in 2023 with ChatGPT’s introduction to the mass market in November 2022.  The opportunities AI brings are enormous so what does this mean for the Project Management world and running AI projects?

As mentioned on my recent Podcast interview with Chris Davies at Model Office, Project Management and AI falls into two areas:

1. The use of AI in Project Management
2. Running AI Projects

The Use of AI in Project Management

Gartner is predicting by 2030, 80% of Project Managers’ tasks will be run by AI, powered by Big Data, Machine Learning and natural language processes.  Some Project Management software such as ClickUp already provides some pre-populated project documentation, while others, such as Smartsheet, uses AI to provide online support, data charts and formula creation and is expanding the functionality further.  For meeting notes, there are now several online options including Fireflies which can summarise meeting notes and actions for review, a bonus for all Project Managers and note takers.

The future vision for Project and Programme software will see Projects automatically update, realign resource and provide reports at a click of a button, freeing up Project Managers to focus on the team and stakeholder management.   Given the amount of time it currently takes Project Managers and Programme Management Officers to pull together weekly reporting and tracking, this can only be a positive over the coming years and will transform the way Programme Management Offices (PMO) work today.

Running AI Projects

Running AI Projects is already part of the Project Management landscape with the implementation of bots that can work 24/7 trawling through masses of data in a fraction of the manual time. However having assessed a couple of these in the last few years, while these save time once in place, initial planning and work is required to implement the software, organise data cleansing, train people and agree ongoing management to handle queries, issues and exceptions.   

One excellent book published this year is ‘Your Roadmap to Fuel Innovation & Amplify Profits’ by Harrison Painter, who details how some businesses have already transformed using AI.  One example is Starbucks who have implemented AI to predict customer purchasing trends in such detail they have reduced their stock holding costs and can provide targeted marketing throughout the year across the seasons and shopping habits.

Another is the transformation of HR to full automation of recruitment and onboarding to the point HR can track employee engagement once onboard, continue to analyse behavioural patterns to identify training needs or potentially if someone is thinking of leaving.  While this won’t work for all companies it illustrates what is possible.

AI adoption is not limited to the larger firms either as smaller firms can benefit from AI functionality such as online support chatbots, targeted marketing for products and services or AI-powered surveys.  Existing suppliers such as Zoom and Slack already have some AI functionality and the race is on to keep these up to date with newcomers to the market.

With the advent of predictive AI, the potential across Operations, Marketing and Customer Services is huge as AI can be applied across all industries and will trigger a wave of change management in the years to come.  That said, while choice of AI technology is continually developing and expanding, ongoing concerns about the impact on jobs, positive and negative is still very new and remains a sensitive area.

So, if you’re thinking about implementing AI, what do you need to consider?  As Harrison Painter states, there’s considerations before you think about implementing including:

• Identify your company needs and where you can benefit from AI
• Research options and speak to experts including your existing tech suppliers
• Analyse your data quality and quantity (clean data is the key)
• Set realistic expectations and clear measurable goals
• Assess any new AI costs
• Consider the Data Privacy (e.g. GDPR) and ethical impacts of your chosen AI
• Assess and prepare teams for the change
• Assess the impacts on your existing processes

In summary:

• Planning and research before implementing any AI is essential as each firm has different needs and AI Technology can be expensive.
• It’s a new Tech language, however implementing an AI Project is no different in Project Management terms to any other Project
• The operational and people considerations are just as important as the AI Technology.

Whatever your AI requirement, planning upfront will reap benefits later and ensure your teams are part of the Change Journey. 

Helen runs operational and change management projects to support growing and / or changing businesses, tailored to requirements.  For more information please contact [email protected].