How to Use AI for Project Management (and Not Lose Your Mind)

For countless project managers out there, juggling deadlines, budgets, and teams can feel like herding cats in a hurricane. And in the digital marketing and IT services world, it feels like that hurricane is only getting stronger. 

The good news is that you can now use AI as your very own digital superhero. AI tools are making project management more efficient, and dare we say, easier, through lightning-fast analytics and automations. 

AI is clearly transforming project management processes and has been for some time. As it gets onboarded by more people across the world, project managers are becoming more savvy at how to best leverage this powerful tool. 

Inspired by our own attempts at becoming more savvy with project management AI, we’ll explain how you can easily use AI to make your projects smoother than a freshly paved highway.

Why AI? 

Artificial intelligence is just a fancy way of saying machine learning, and this type of functionality was integrally present in many project management software platforms and PSA solutions long before the ChatGPT boom. 

So, why can project managers benefit from a system with machine learning?

AI, particularly generative AI for project management, acts like a super-smart assistant who can analyze data, predict roadblocks, and even help you come up with creative solutions. 

If leveraged properly, AI tools for projects can substantially free up time to focus more intently on the big picture and the strategic framework, instead of getting bogged down in the daily minutiae.

Using AI to Manage Your Projects: 5 Tips for Success

Tip 1: Use a Tool Native to Your Project Management Software

First things first, don’t go chasing every shiny new AI app out there. Many of the world’s favorite project management platforms are already integrating AI features directly. This is the best place to start.

It’s chiefly important to look for tools that are somehow integrated with what you’re using for project management, i.e. with all your task data, team time tracking, budget info, etc. 

Integration will equate to more seamless workflows, data that’s already in the right place, and less time spent jumping between apps.

Why is this important? Because context matters. AI needs to understand your project’s history, its current status, and your team's dynamics. 

When it’s working within your familiar digital environment, it can provide more accurate and relevant insights. It's like having a team member who already knows the project inside and out.

Tip 2: Use AI Like an Assistant to Check on the Health of Your Projects

Imagine having an intelligent assistant who can constantly monitor your projects and flag potential issues before they become full-blown disasters. That’s what AI can do. 

AI can analyze project data, identify trends, and spot anomalies that might indicate problems. For example, it can track task completion rates, budget spending, and resource utilization, and then alert you to any deviations from your planning.

Think of it as a health check for your projects. An AI project management assistant, now sometimes called an AI project manager, can give you a quick snapshot of where things stand, highlighting areas that need your attention. 

It can tell you if a task is falling behind schedule, if a team member is overloaded, or if the budget is being overspent. You can then proactively address issues and risks, keeping your projects profitable and on track.

Tip 3: Let AI Manage Your Resource Allocation

Resource allocation is a perennial headache for project managers. Who’s available? Who has the right skills for this project? Who’s already overbooked? 

AI can take the guesswork out of this process. It can analyze your team’s skills, availability, and workload, and then suggest optimal resource assignments in mere seconds.

AI can simulate these scenarios and show you the potential impact on your project. This allows you to make informed decisions and optimize your resource allocation.

Tip 4: Get Better at Prompt Engineering

Here’s where things get really interesting. To get the most out of generative AI, you need to learn how to ask the right questions. 

This is called prompt engineering, the art of crafting clear, specific, and effective prompts that elicit the best response from your AI tool for project management.

Think of it like having a conversation with a very intelligent but sometimes unfiltered, uber-literal person. You need to be precise and provide enough context. 

For example, instead of asking “What’s the status of the project?” try asking “Based on the current task completion rates and resource utilization, what are the potential risks to the project’s timeline and budget?”

The more specific and detailed your prompts, the better the AI’s responses will be. Experiment with different phrasing, provide examples, and iterate on your prompts until you get the results you’re looking for.

Tip 5: Use Voice for a More Seamless Experience

The fuVoice technology is becoming increasingly sophisticated. Now, project managers are potentially able to update task statuses, assign resources, and check project progress simply by speaking to an AI assistant.

This hands-free approach comes in particularly handy when you’re on the go or when you need to quickly capture or analyze information. 

You can use voice commands to create tasks, set reminders, and even generate reports. It’s like having a personal assistant who’s always at your beck and call.

Generative AI and Creativity

Generative AI isn't just about data analysis and efficiency; it's also beneficial on the creative side of project management.  

For digital marketing projects, AI can help you brainstorm content ideas, generate copy, and even create visual assets. It can analyze market trends and customer data to identify new opportunities and suggest innovative strategies.

In IT services, AI can help generate code, create documentation, and even troubleshoot technical issues. It can rapidly analyze existing codebases and suggest improvements, helping you to write cleaner, more efficient code.

However, it’s important to remember that AI is a tool, not a replacement for human creativity. It can provide a great deal of inspiration and generate ideas, but it’s still up to human project managers to refine and implement them. AI is merely a collaborator, not a competitor.

The AI-Powered Future of Project Management Processes

Once you figure out how AI can actually help you to be a better project manager, you’ll be able to focus exponentially more on the things that matter most, and to deliver projects that exceed expectations.