Consultant’s Perspective: AI in Project Management
A lot has been written about AI since 2023 when the commercial ChatGPT came to human attention with a free version. It was the first free, accessible AI where the interface was clear and simple. I studied a master’s degree in engineering during the years 2023 - 2024 and I made my diploma work on the subject of AI in IT project management. How we understand AI and how we can use it depends on our own experience of AI. On LinkedIn, I found a strong opinion that AI is the new search engine. It is that, but also much more.
For my diploma work, choosing a subject was easy. I had already used AI for various purposes, such as having it as a sparring partner and editing my pictures and text. However, I was interested in understanding the possibilities AI could offer in IT project management. It became clear that AI is something abstract and hard to define, even after discussing it with professional IT experts. None of them recognized AI at a company strategic level. Perhaps this is why we are still waiting for the time when data plays a more crucial role in everything we do.
AI in Project Management
You can find my full diploma work by clicking here.
AI in project management has indeed transformed the field by automating repetitive tasks, analyzing data, predicting risks, and enhancing collaboration among team members. Let’s explore some of the ways AI benefits project management.
AI-generated picture, using the simple prompt “artificial intelligence, computer” in Adobe PhotoShop
There are 3 types of Artificial Intelligence based on capabilities: Narrow AI, General AI, and Super AI. There are 4 types of Artificial Intelligence based on functionalities: Reactive Machines, Limited Memory, Theory of Mind, and Self-awareness. Here are a few practical examples of how to use AI: robotic assistants, self-driving cars, virtual chatbots, facial recognition, autocorrection or text editors, personal recommendations for shopping, surgical robots, virtual travel booking assistants, and social media monitoring.
AI can bring value to IT project management and the IT industry. AI can be a powerful tool for managing IT projects and bringing value to the IT industry. Beyond the common focus on improving project documentation and automating routine tasks, the real benefits emerge when we integrate project data with AI. AI-driven decisions can lead to better project planning, risk assessment, and resource utilization. As AI adoption continues to grow, new roles will emerge in IT project management. Skilled professionals will play a critical role in analyzing project data using various AI tools, ensuring that organizations maximize the benefits of AI.
Key Findings of My Diploma Work
The results of the research were predictable — artificial intelligence is new to Finnish IT consulting companies and only a few really know what it is and how to use it. Project Managers need new skills to better understand the technology and how to use it at work.
Rather than just streamlining administrative work, AI can provide valuable insights by analyzing project-related data. Quality project management data is important: To get full benefit from AI, we need to pay attention to the quality of project management data.
Accurate, comprehensive data ensures that AI-driven decisions are reliable and impactful. High-quality data enables AI algorithms to make informed recommendations, optimize resource allocation and improve project outcomes. Beyond automating repetitive tasks, AI's untapped potential lies in its ability to analyze data. In doing so, it can provide actionable insights that human managers may miss.
The primary use of AI in IT project management is to assist with daily resource allocation, prioritization, and routine challenges through various prompts. Another common application is using AI to handle routine tasks, such as generating meeting memos and facilitating communications — tasks typically performed by project managers.
However, there are significant challenges in adopting commercial AI tools for daily use. Companies often hesitate due to costs, and they haven’t definitively established whether AI is a critical tool in IT project management. Free AI versions may lack the necessary security for handling sensitive business data related to projects. Additionally, many employers remain uncertain about the value of AI, which impacts their willingness to invest in commercial versions. Creating a curated list of relevant AI tools specifically tailored for IT project managers could be beneficial.
The thesis has explored the value that AI can bring to IT project management, the evolving role of IT project managers, and the significance of project data in our AI-driven world.
Valuable insights have been gathered, which will significantly inform future developments in this field. Artificial Intelligence is reshaping the role of IT project managers, influencing company strategy and top management decisions. It adds value to the IT industry and project management work by optimizing routine tasks and leveraging AI and data for process improvement. An AI-driven project management framework enhances resource utilization and customer experience through effective time management and leveraging available project data, leading to cost savings.
The Future of Project Management: AI Can Enhance IT Project Management
Given the potential for AI to replace or support various tasks, there’s an opportunity to enhance IT project management. Although AI adoption remains limited, interest in its capabilities is evident. The thesis explored AI feasibility in project management and identified applicable types. Currently, only a small proportion of IT project managers use AI, but its full potential remains untapped. While AI won’t replace project managers entirely, it will transform their responsibilities, allowing them to focus on human-oriented tasks while AI handles routine work like meeting notes.
AI-generated picture, using the simple prompt “artificial intelligence” in Adobe PhotoShop
Project Managers mentioned using prompting as part of their day-to-day work. Many view AI as a ‘sparring partner.’ However, it’s essential to recognize that AI doesn’t mimic human behavior. It responds based on how it’s instructed. Respondents emphasize the importance of project management data. Companies often overlook data quality and measuring project success. While data is valuable, it’s not yet the ‘king.’
IT project management data is scattered across various systems and managers use tools differently. We should prioritize defining and collecting master data for better project outcomes. Mere talk about data’s importance won’t suffice; action is needed. Without addressing data challenges, AI won’t provide substantial benefits to companies.
The future of project management will be heavily influenced by technological breakthroughs, and there is no doubt that AI will change the course of how project management tasks are delivered and controlled in the future. We are convinced that AI will evolve from simple task automation to predictive project analytics, advice, and actions. However, there is something AI cannot do — be human.
I see more opportunities than threats when we are discussing AI and its usage, we just need to pick the most suitable AI tools that can really bring shine and light to whatever we do. We can’t get rid of AI, so rather accept and adopt the AI-powered way of working. Using AI needs more thinking than just doing because AI is not a human.
