As you may have noticed, artificial intelligence (AI) is taking off in a big way! While some people express concerns about its dangers (a legal framework is not expected to be in place before 2025, and there are still fears that AI will one day surpass human intelligence), it is important to acknowledge the numerous advantages it brings For project managers, especially, AI offers innovative solutions that can increase efficiency, improve forecasting accuracy and assist in more informed decision-making. According to Gartner, an American consultancy and research company, around 80% of project management tasks could be automated by 2030, so it is worth taking a closer look.
In this article we will focus on how AI can have a positive impact on project planning by augmenting human capabilities and making the process more efficient.
Let's look again at project planning
It seems to us that before we can fully grasp how artificial intelligence affects project planning it is essential to redefine this concept:
Project planning comes after the project launch and is the second stage in any well-structured project. It involves organising and structuring the various tasks throughout the project’s life cycle to meet the specifications and objectives. Project planning must take into account the ‘Golden Triangle’ constraints of schedule, cost and deadlines to achieve this.
There are four main stages in project planning:
- Identifying the different phases of the project
- Identifying the deliverables
- Identifying the resources required
- Managing risks
Following this process with the help of project management software such as MS Project, Primavera, etc. along with tools like the critical path method, Gantt charts, and so on, managers can effectively control each stage of a project to optimise their management approach.
Definition of artificial intelligence
Artificial intelligence is a component of technology that focuses on computer systems simulating human intelligence processes.
It works by analysing a large quantity of data, which is then used for modelling and making predictions. It focuses on four cognitive abilities:
- Learning: acquiring new knowledge (data) and creating algorithms
- Reasoning: choosing the algorithm best suited to the situation
- Self-correction: refining the relevance of its suggestions
- Creativity: using an artificial neural network to create images, music, texts, etc.
Some of the most widely used AI technologies include machine learning, deep learning and process automation. Artificial intelligence is found everywhere nowadays, from facial identification to voice recognition.
The impact of artificial intelligence on project planning
In terms of project management, artificial intelligence comes in the shape of a variety of tools such as Chatbots, ClickUp, PolyOne and so on. All these tools help project managers to plan and manage their different tasks within given deadlines. AI comes into play at various levels of project planning:
Automating routine tasks
First and foremost, where human skills are not essential, artificial intelligence can significantly reduce the time spent on time-consuming tasks. Machine learning algorithms can analyse vast volumes of data, identifying trends and enabling greater automation in planning. As a result, project managers can devote more time to the strategic and creative aspects and to solving complex problems.
Optimising resources
AI helps to optimise resources by identifying the skills needed for each phase of the project and allocating resources efficiently to the right people. AI can help the project manager assemble the project team and assign each person their roles and responsibilities. It can also anticipate future requirements in terms of human, material and financial resources, allowing project managers to take proactive measures to avoid delays or budget overruns and to assign new tasks in good time.
More accurate forecasting for risk management
AI significantly improves project managers’ ability to make accurate forecasts by employing advanced predictive models. Using complex algorithms, AI can anticipate potential risks and identify obstacles early on. By using its predictive capabilities, AI can drastically reduce the risk of overrunning deadlines and exceeding budgets while promoting a safe working environment. In this way, it has the capacity to envision a host of different scenarios that may or may not have already occurred in the context of other projects. This foresight allows it to detect critical situations ahead of time.
Furthermore, its predictive capabilitiesenable it to enhance scheduling through the intelligent allocation of tasks and activities.
Developing creativity
AI helps project managers to develop new ideas and strategies by suggesting, for example, alternative or additional stages for the different phases of project planning, processes to be prioritised, ideas for resources, or even offering ideas about risks to avoid. So, artificial intelligence helps increase project planning productivity.
Accuracy and error reduction
AI reduces the risk of human error in project planning and delivers much more accurate results by largely eliminating manual processes. Automated algorithms are less likely to make errors of calculation or omission when carrying out tasks, and that contributes to maintaining project integrity and helps to avoid costly delays.
Better decision making
AI can replicate cognitive functions, so its intelligence can help with decision making and problem solving. In particular, it can identify potential problems, suggest immediate and corrective actions, and optimise risk management strategies to quickly reframe the current project and avoid things reaching the critical stage.
Conclusions
In this article, we have shown that artificial intelligence can bring significant improvements in terms of efficiency, accuracy and flexibility to project planning and can transform complex situations into simple ones. Used wisely, it also gives project managers a better overview, helping them make better decisions and making some of their work easier. What’s more, it makes project planning easier and saves time, improving productivity throughout the project.
While AI is a fast-moving technology that is continually evolving, it is also set to play an increasing role in project planning, offering organisations a significant competitive advantage, particularly in developing and managing complex projects.
Choosing PROPRISM to ensure controls of your projects
PROPRISM deploys its expertise in Project Controls to offer you solutions tailored to the management and control of your projects. We have a team of experts capable of improving the quality of your projects, promoting productivity and strategic alignment, as well as reducing costs and ensuring deadlines. PROPRISM operates in the pharmaceutical, marine, construction, engineering, transport and infrastructure, and chemical industries.
Our experts play a key role in the success of your projects. Their experience is employed to ensure that resources are properly allocated and that budget forecasts are adhered to. Using agile methods and project management tools that encourage adaptability and responsiveness to change, they encourage improvement and productivity in project management. PROPRISM also plays an essential role in providing advice and assistance, and supports your teams throughout the project life cycle with ongoing training. We also ensure coordination and motivation throughout the project to guarantee its success. Thanks to our solid expertise and essential teamwork, we can work with you to make your projects successful.
