2024: The role of AI in Project Management
The Role of AI in Project Management: A Tool, Not a Threat
If you’ve been in project management long enough, you’ve seen how quickly things can change. When I started in this field in 2010, I never thought we’d be talking about artificial intelligence (AI) as part of our daily toolkit. Now, here we are in 2024, and AI is shaking up how we manage projects and lead teams. The thing is, for many of us, AI still feels intimidating. It’s easy to wonder, “Is this the thing that’s going to replace me?”
I’ve asked myself the same question. But after diving in and seeing how AI works in practice, I’m convinced of one thing: AI isn’t here to take over. It’s here to make us better.
I’m often not the most vocal person in the room (some colleagues may disagree) but I’ve always believed that leadership is about action, not words. And in a world where AI is becoming a key part of how we work, how we act and how we lead—matters more than ever. So, let’s talk about what AI means for us, the people leading projects every day, and how it can help us grow into even stronger leaders.
Understanding AI’s Purpose in Project Management
Let’s start with the basics. I used to think AI was just a buzzword - something that tech types threw around to sound cutting-edge. But in project management, AI is far more practical than I ever imagined. It’s not about robots or complicated algorithms you need a Ph.D. to understand. It’s about automating the tasks that slow us down so we can focus on what really matters: leading our teams and delivering results.
AI thrives on data. Every project we work on generates data—budgets, timelines, performance metrics, resource allocation—and it’s impossible for us to track it all manually. That’s where AI comes in. It processes this data for us, looking for patterns and insights we might not have the time or bandwidth to see.
Think about how much time we spend on administrative tasks: scheduling meetings, updating progress reports, tracking risks. AI can handle much of that manual work. Imagine software that alerts you to potential risks before they become real problems? It frees up our time and lets us focus on strategy, team morale, the bigger picture.
Using AI to Drive Decision-Making: One thing I’ve learned over the years is that data-driven decision-making is key. We’re constantly balancing budgets, resources, and deadlines, and it’s easy to get overwhelmed. Oftentimes, we’re forced to make decisions on the fly, relying on instinct and hoping for a positive outcome. While experience and intuition are valuable, it can sometimes feel like we’re flying blind.
AI helps fill in those gaps. By analysing historical project data, AI can give us predictions that make our decision-making process faster and more accurate. It can show us trends, highlights inefficiencies and can even forecast potential risks. But the important thing here is that a human makes the final decision. AI didn’t tell me what to do—it can give me insights I can use to make informed choices. AI works best when we use it to support our judgment, not replace it.
Balancing Human Judgment with AI: Here’s where things get interesting. AI is powerful, but it can’t replace the human touch. It can analyse data and predict outcomes, but it can’t understand the emotions, challenges, and motivations of our team members. That’s where we, as leaders, come in. Leadership is about more than hitting targets or sticking to timelines. It’s about empathy, communication, and understanding the people behind the work. And that’s something AI will never be able to replicate.
I’ve had moments where a team member was struggling - maybe with burnout, maybe with personal issues - and no algorithm would have picked up on it. But as the Project Manager, I saw the signs. I sat down with them, talked things through and found a way to adjust their workload without impacting project deliverables. That’s project leadership, and it’s something AI can’t do.
The key is to use AI for what it’s good at - processing data, finding patterns, automating manual tasks - so we can focus on what we’re good at: leading with humanity.
Practical AI Tools for Project Managers: You might be wondering what AI tools are out there that we can start using. Trust me, it’s easier than you think to get started. Here are a few tools I’ve found useful:
1. Scheduling and Resource Management: Tools like Wrike or Microsoft Planner use AI to help you allocate resources more efficiently, flagging when people are overbooked or underutilised.
2. Risk Management: Clarizen’s AI capabilities can predict potential risks based on past projects, helping you make adjustments before those risks materialize.
3. Task Automation: If you’re tired of manually updating progress reports or setting up meetings, tools like Monday.com or Trello’s Butler AI can automate those processes for you.
The beauty of these tools is that they aren’t difficult to integrate into your current workflow. Start small, test them out, and see how they can save you time while giving you better control over your projects.
AI in Action: Real-World Success Stories
I’m not here to sell you on AI just because it’s the latest trend. I’m sharing this because I’ve seen the real-world benefits firsthand, both in my projects and in stories from other project managers like you.
Case Study: Using Fireflies AI to Supercharge Meeting Outcomes
Let me tell you about one of the most impactful AI tools I’ve come across recently: Fireflies AI. If you’ve ever been in a meeting where critical action items get lost or forgotten, you’ll know why this tool is a game changer. Fireflies AI is an AI-powered transcription tool that automatically records, transcribes, and summarizes meetings. I started using it for my project meetings, and the difference was immediate. Instead of worrying about missing key points while trying to take notes, I could focus entirely on the conversation. After the meeting, Fireflies would generate a clear transcript, including action items that needed follow-up.
The best part? No more going back and forth with emails or chasing people for what was said. Everything was documented and clear. This tool didn’t just improve efficiency - it improves accountability and keeps the team aligned. It’s potentially a game-changer for managing remote teams, ensuring everyone’s on the same page without the need for long debriefings after every meeting.
In Conclusion: AI as an Opportunity, not a Threat
Here’s the truth: AI is here to stay. But it’s not here to replace us. It’s here to make our jobs easier and our decisions smarter. It’s about freeing us from the mundane so we can focus on what matters most - leading our teams, building trust, and driving projects to success. The best part? By embracing AI, we become even stronger leaders. We gain time, clarity, and insight, which allows us to support our teams in ways that AI never could.
If you’ve ever felt hesitant about AI, I get it - I’ve been there, too. But once you see how it can work for you, not against you, you’ll realize that AI isn’t a threat. It’s an opportunity. And as someone who’s already got the skills and experience to lead, this is your chance to step into the future and lead with even greater purpose.
So let’s embrace AI for what it is: a tool that can elevate us, not replace us.
