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AI in Project Management: A Game-Changer for Businesses

Milad Malek
November 30, 2023
minute read

Did you know that around $48 trillion is invested in projects annually? Surprisingly, only 35% of them are successful. One reason for this low success rate is the lack of capable, modernized technology to manage projects. 

Despite the constantly evolving nature of projects, many organizations and project leaders continue to rely soley on basic tools such as spreadsheets and slides. While these tools may be effective for recording information, measuring deliverables, and charting deadlines, they are not equipped to handle the demands of today's business landscape.

Artificial Intelligence (AI) is here to transform the field of project management. AI is revolutionizing how companies operate by automating repetitive tasks and providing risk and cost management insights. In this blog post, we will provide an explanation on how AI is disrupting project management and offer tips for project managers to prepare for these exciting advancements.

Leverage AI in Project Management

Undoubtedly, AI is transforming the way project management is conducted. According to Gartner's research, AI would replace 80% of project management duties, such as data collection, tracking, and reporting. AI technology provides smart solutions that help organizations achieve their goals faster and more efficiently.

Automating repetitive tasks

Managing projects can be a complicated and time-consuming process. There are many repetitive tasks that need to be completed over and over again. AI-powered tools can automate many tedious tasks associated with project management, allowing team members to focus on more important jobs.

For example, AI can be used to automate the process of scheduling meetings. This can be time-consuming, particularly if many people are involved in the project. AI-powered tools can analyze team members' calendars and find the best time for a meeting that works for everyone - saving a significant amount of time and ensuring that meetings are scheduled efficiently.

Monitoring project progress

You can also leverage AI to track project progress. This involves monitoring tasks and the utilization of resources. AI can provide real-time updates on the project's progress, enabling managers to swiftly adapt to unforeseen changes. This allows for a more proactive approach, ensuring that the project runs smoothly and is completed on time and within budget.

Providing insights for risk management and cost management

Through data analysis and pattern recognition, AI can assist project managers in making well-informed decisions regarding project risks and associated costs. This data can be utilized to modify project plans and budgets as necessary, leading to a successful and cost-effective outcome.

Improving communication and collaboration

AI helps to improve communication between team members by providing real-time updates on project progress, identifying potential roadblocks, and pointing out areas for improvement. This means that team members can stay up-to-date on project developments, collaborate more effectively, and make better decisions based on precise and timely information.

In addition, AI-based tools such as chatbots can further enhance collaboration and communication among team members, even when working remotely or in different time zones. These chatbots can instantly answer frequently asked questions, facilitate group chats and video conferencing, and even assist in resolving conflicts and disagreements.

How do Project Managers Prepare for AI Advancements?

In order to obtain successful project results and maintain an edge over competitors, project managers need to keep up-to-date with the latest advancements in AI models and technology. As the state of the art progresses rapidly, a comprehensive understanding of AI is imperative for project managers who wish to excel in their position.

Here are three ways you can prepare for AI advancements:

  • Educate yourself on AI technology: Take the time to learn and upskill about AI, the latest technology, and how it can support your projects. 
  • Identify areas where AI can be applied: Look for areas of your projects where you can take advantage of AI to improve efficiency, accuracy, or speed. This could include automating repetitive tasks, analyzing data, or predicting future outcomes. A good idea is to look around at how other companies and your competitors are utilizing the latest AI-based tools.
  • Develop a plan for AI integration: Create a plan for how AI will be integrated into your projects. This should include identifying the necessary resources, defining roles and responsibilities, and specifying a timeline for implementation. With a solid plan in place, you can guarantee the successful integration of AI within the workflow of your projects.

Transforming Project Management with AI

AI is transforming project management with the ability to automate repetitive tasks, monitor project progress, provide insights for risk and cost management, and improve communication and collaboration.

Project managers should educate themselves on the latest capabilities of AI, identify areas where AI can be applied, and develop a plan for integrating new technologies. Businesses can fulfill their goals faster and more efficiently using a proactive approach, leading to tremendous success and a competitive edge in the industry.