AI and Automation: Rethinking Efficiency in Project Management
AI used to feel like one of those far-off sci-fi concepts you’d see in a movie and think, “Wow, imagine if that was real.” And then—boom—we blinked, and now we’re deep in the AI weeds. It’s in our emails, our apps, even suggesting what we eat for lunch (like, chill, Siri, I got it).
But seriously, AI has leveled up, becoming more than just a tech buzzword; it’s now an indispensable tool changing how we work, live, and keep our calendars from going off the rails.
In the professional world, AI isn’t just tinkering around the edges. It’s completely reshaping industries and, more importantly, redefining what it means to get stuff done efficiently. Especially for project managers. Forget drowning in status updates or trying to make sense of 12 different Excel sheets; AI is here to make life a little smoother.
Let’s dive into how AI and automation are transforming how we work.
We’re talking fewer headaches, less busy work, and way more time to focus on strategy (aka the fun part).
In my current role, AI has been essential, especially when it comes to developing solutions that rely on automating repetitive tasks, streamlining data analysis, and generating insights that would typically take hours to compile manually.
By leveraging AI, I’ve been able to create more efficient workflows, craft complex formulas for leadership reports, and focus on strategic initiatives that drive real results. Don’t get it twisted though, it's important to have the skills to get it done without AI. That makes the use of AI that much more powerful.
AI and automation in project management
Let’s talk about something that’s probably giving every project manager a headache—admin work. Research shows that project managers spend up to 54% of their time on administrative tasks. Yep, more than half their day is spent updating spreadsheets, writing status reports, and chasing down people for updates. Not exactly how most of us want to spend our precious time, right?
Here’s how AI tools are stepping in to save the day:
Generative AI features in popular platforms like Asana, Monday.com, and Smartsheet are designed to eliminate a lot of that busy work.
Smartsheet uses automation and logic-based workflows to keep things running smoothly and ensure easier collaboration among teams—goodbye to endless check-ins!
All you need to do is:
Set the trigger for automation.
Add conditions (if necessary).
Choose who needs to be notified.
Specify the action to be taken.
Want to keep it low-key? You can adjust data on the underlying sheet, record dates, and perform other updates without notifying anyone.
Once you set it up, it automatically reduces the time spent doing manual updates and communication for each new project or task.
Automation and Advanced Reporting
Imagine if AI could handle the grunt work so you could focus on what actually moves the needle. Well, that's exactly what's happening in project management right now.
Advanced, data-driven reporting makes a difference by providing:
Predictive analytics to foresee potential issues.
Project health metrics to monitor progress.
Risk forecasts to stay ahead of possible setbacks.
Streamlined program and portfolio management, ensuring that project leadership stays informed and aligned every step of the way.
According to PMI's 2023 Pulse of the Profession report, teams using AI-driven analytics report a 35% increase in project success rates.
Why these insights matter:
AI enables proactive decision-making, so you’re not constantly reacting to problems.
Helps you anticipate and address issues before they derail the project, leading to smoother execution and better outcomes.
How Project Managers can stay ahead of the game
I know, some people are fearful that AI might take their jobs, but let’s be real: the future of work is evolving, and it’s all about adapting. You’ve got to be prepared for a new way of working—AI and automation are here to stay. Here’s how you can stay ahead:
Get into the weeds: Don’t just use AI and automation tools; really understand how they work. The more you know about these tools, the better you can leverage them to improve your projects and your career.
Pro tip: If your organization isn’t fully on board with AI yet, this is your chance to step up. Implementing AI-friendly tools can help modernize workflows and show your value as someone who’s future-proofing the team.
Focus on leadership: While AI takes over the repetitive tasks, use that extra time to improve your leadership skills. Strong communication, team building, and decision-making are always in demand. AI can’t replace that.
Keep learning: The best project managers stay updated on industry trends and new tech. Whether it’s mastering the latest AI tools or refining your agile practices, continuous learning is what will keep you relevant and adaptable in the long run.
Join.
Join the full discussion inside the Women Of Project Management Membership. Listen to part of our conversation on the Women Of Project Management Podcast.
If you're new to our community, Women Of Project Management is the only community created to support & amplify the voices of women & women of color in every specialty of the project management industry worldwide. We support women in every stage of their career, learn more at Women Of Project Management
By, Airess Rembert, PMP, Member of Women Of Project Management & Blogger at The Nerd Bae
