Using AI in Your Project to Increase Efficiency 

By Greencastle Consulting

Artificial intelligence (AI) is ushering in a transformative era in project management. Much like the widespread adoption of computers in the 1980s, AI is poised to redefine how businesses operate. Despite the rumors of AI replacing human roles, the more imminent threat is failing to find a way to leverage an emerging technology. Successful businesses will find ways to augment human expertise with the efficiency of AI.  

Emphasizing Human Expertise 

Leveraging AI is essential for companies aiming to maintain a competitive advantage in their industry. This doesn’t mean finding ways to automate humans out of their existing roles, but instead approaching AI as an additional tool to increase efficiency. Project management is a perfect example of this. A project manager may be able to reduce time spent on administrative tasks like email follow-ups after a meeting and in turn use that time to focus on a strategic issue the project is facing.  

It’s also important to remember that project management is as much about task management as it is about people management. The simple fact is that people want to be led by someone with charisma, empathy, and expertise. AI certainly boasts a high degree of expertise but is critically lacking in the former two requirements.  

Use Cases for AI in Project Management 

Let’s take a look at a few examples where AI might augment a project manager through flexible, almost instantaneous assistance:  

  • Spreadsheet data analysis 
  • Reporting automation  
  • Data visualization 
  • Presentation image generation 
  • Technical support and guidance 
  • Prompting and proofreading 
  • Research and trend analysis 

While far from exhaustive, the above list demonstrates considerable time savings for project teams. As AI evolves, project managers will need to increasingly focus on areas where human expertise is paramount, like bridging the gap between strategy development and execution.  

Data Security and Confidentiality 

AI’s presence in software tools utilized by businesses on a daily basis, has already arrived. Microsoft Copilot offers the ability to analyze spreadsheet data, create a presentation based on that analysis, and draft an email with that newly made presentation, all based on user prompts. Zoom and Microsoft Teams have both added AI transcription services that can be used to summarize calls and assign due outs accordingly.  

As exciting as these innovations are, many businesses are hesitant to implement these AI tools due to concerns about data security. Harnessing the power of AI is contingent on a company’s ability to establish stringent governance policies to protect proprietary intellectual property and confidential regulatory data. In the case of AI, there’s a strong case to consider bringing in external expertise to implement the necessary governance for AI. Strategy execution firms can leverage their expertise in IT implementations to help organizations avoid the risk of unknowingly jeopardizing their data security by integrating AI into their operations.