In this article we’ll look at the use of AI in IT project management. In the UK, the use of AI is widespread. According to information from the Association for Project Management (APM), technology and IT have the highest AI usage of any sector in their survey. An impressive 93 per cent of organisations are fully or selectively using AI. 

There is no doubt that AI can assist you in the management of your projects, but there are several things you need to consider. The use of AI is not risk-free. Before we look at the benefits of AI, there’s an important point to make.

AI needs human intervention. Please don’t send AI-generated communications to stakeholders without checking them first. If you send incorrect information to them that you or your team has generated, that’s bad enough. However, if you send a report that AI has generated and it contains errors, this may result in a higher level of concern. They may start questioning all updates and communication. Running projects is difficult enough without concerns about the accuracy and validity of the information you are sending.

Now on to the benefits of AI

• Preparing draft task plans. AI can save you time by creating an initial task list that you will need to update.
• AI is very good at editing messages. Whether you need to trim the message or change tone, AI can definitely save time on this task.
• Support with risk management. AI can help with risk assessment by using your project’s metadata to highlight risks. However, please consider this as support. Proactive risk management is critical and can make the difference between success and failure.
• Task automation.
• Preparing draft project documentation. Please be careful not to share confidential information if you use AI to produce the draft documents. Also, you will need to update the document with specific information on your project.
• Using AI to create draft project status reports can save a considerable amount of time. This is very useful for repetitive reports.
• AI can help you simplify complex technical information. Please ask a technical specialist to review it before adding it to your project documentation.
• AI can be used to assist with project estimating. Please consider the specific activities of your project and adjust the estimates accordingly. For example, if your team is using a new development for the first time, it is wise to add additional time for the associated activities.
• AI can assist with research and save time on this activity.
• Support with decision-making by using AI data access.

AI Concerns

There is no doubt that AI can benefit project managers, but there are a number of concerns.

• AI generated plans and task lists may not include activities that are critical for project success. Examples include detailed cutover planning, dress rehearsals and ensuring that the appropriate methodology is used on the project.
• The reliability of information generated by AI can be questionable.
• Relying too much on AI. Please sense check all AI outputs.
• AI hallucinations. The information can look accurate, but it can be incorrect. This reinforces the requirement for human review and oversight.
• Data privacy and security. If you are processing sensitive data that is leaked, this could result in non-compliance issues with UK data protection laws.
• Attacks on training data can lead to inaccurate AI outputs.
• Issues with accountability. This is another example of the importance of human oversight. If you don’t understand how AI made a decision and the project fails, it will be difficult to explain this to your stakeholders.
• Relying too much on AI instead of strategic, critical analysis and thinking.

How Should You Start Using AI?

• Start with tasks that would have the minimum impact if there were an issue. Preparation of meeting notes is an example.
• Build trust in AI by sharing feedback on the results with your project team and stakeholders.
• Ensure that the team understands that human oversight is critical.
• Request feedback from your team and stakeholders.
• Consider AI holistically and embed it in your processes and platforms. Please remember to start with minimum-impact tasks.

Key Characteristics of Professional Project Management

AI can provide assistance to the project manager, but ultimately the success or failure of projects relies on leadership, motivating your team, sound decision-making, the ability to manage risks and resolve issues. These are human skills that can’t be replaced by AI. Please remember that human oversight is critical for every phase of a project.

Good luck with your projects!