All Episodes

October 17, 2024 11 mins
The sources provide a detailed guide to using generative AI, specifically ChatGPT, for predictive project management. The podcast explores various applications of AI, such as creating business cases, crafting project charters, and developing work breakdown structures. It emphasizes the importance of human oversight and ethical considerations when utilizing AI for project planning. The author also offers several practical examples of how to prompt ChatGPT for different project management tasks, including generating a WBS and project schedule. The podcast concludes by highlighting the potential benefits of using AI in project management, but it also emphasizes the importance of integrating AI with human expertise and judgment for optimal results.

James Henderson is the founder of Misa.solutions, a veteran-owned company bringing the Socratic Method into modern education through AI-powered tutoring. With a passion for helping K–12 students, homeschoolers, and educators move beyond memorization, he focuses on building curiosity, wisdom, and critical thinking for the next generation of learners.
Mark as Played
Transcript

Episode Transcript

Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Speaker 1 (00:00):
All right, so you want to talk AI and project planning,
let's dive in. We're talking CHAT GPT, the whole shebang
and how it's changing how we launch and manage projects.

Speaker 2 (00:09):
Yeah, it's really interesting stuff, it is.

Speaker 1 (00:11):
And you know, our listeners are already pre savvy with
project management, but this deep dive, trust me, we're going deep.

Speaker 2 (00:17):
Absolutely.

Speaker 1 (00:17):
They're digging into a chapter from this new book all
about AI and project management, and they're really focused on
what they call predictive projects, which I love. It's not
just about making things faster, but using AI to make
like smarter decisions from the very.

Speaker 2 (00:33):
Beginning, from the get go. It really is fascinating how
quickly this technology is changing how we think about things.
This chapter in particular kind of grab my attention because
it really gets into the nitty gritty of how we
can actually use AI at every single stage of planning

(00:54):
a project.

Speaker 1 (00:54):
Exactly, because it's not just like this vague oh AI
is going to change the world. It's like, okay, but
how And to illustrate that, they walk us through a scenario.
A fictional company called shockingly fictional Core Okay, and they
want to revamp their whole customer service experience with a
brand new CRM system. So imagine you're on that team.

(01:16):
First hurdle is what does better even look like?

Speaker 2 (01:20):
Right? Yeah, it's no longer about spending hours and hours
in a room trying to brainstorm and get everyone on
the same page about, well, what is the desired future state.
The chapter highlights how AI can actually analyze mountains of data,
oh yeah, from fictional core in this case, customer surveys,
all sorts of system data response times, all those metrics

(01:42):
we have to track and paint a picture of what
that ideal future state could be.

Speaker 1 (01:46):
It's like having this digital consultant that's crunched all the
numbers and said, here's what your customers are actually asking for.
And once you've got that vision, you've got to build
the business case, right you do.

Speaker 2 (01:54):
And traditionally that involves so much research, so much writing
to get people on board, to convince them that this
is worth the investment. But the chapter suggests that AI
can really help us there as well.

Speaker 1 (02:07):
Like even in that process, I mean imagine analyzing data
to estimate costs, benefits, risks, all of it with the
help of AI.

Speaker 2 (02:16):
Yeah, And it emphasizes and this is what I found
so fascinating that there's this iterative aspect to working with AI.
So it's not just here's a report, it's you can
refine your prompts, you can ask for a more specific
cost breakdown. Oh, and you can explore alternative scenarios. It's
like having a back and forth. Oh that's cool to

(02:36):
get to the information you need.

Speaker 1 (02:37):
Okay, so you've got your needs assessment, you've made the
business case compelling, and now it's time for you know
what's coming, the dreaded.

Speaker 2 (02:46):
Project charter, right, the legal contract of the project management world.

Speaker 1 (02:50):
It's like you sign in blood right.

Speaker 2 (02:51):
Yeah. But here's where I was blown away by the chapter.
It actually gives examples of how AI can take all
that information you've gathered, the needs, the goals, the budget, wow, everything,
and actually draft a project charter for you.

Speaker 1 (03:04):
Wait, the whole thing, not.

Speaker 2 (03:05):
Just parts of it, the entire thing.

Speaker 1 (03:07):
That's wild. That's like having a project management assistant working
twenty four to seven fueled by endless cups of coffee.

Speaker 2 (03:13):
Right, of course you want to review it, make sure
it aligns with your thinking. But think of the time saved.

Speaker 1 (03:19):
That's incredible and it just makes me think, like if
AI can handle that something that complex. What does that
mean for actual project managers? Like, does this free them
up to be more high level strategic totally? Yeah.

Speaker 2 (03:32):
That leads us perfectly into that next stage of the
project planning, building out the roadmap. And as you might imagine,
AI has some tricks up at SLEEP for that stage
as well.

Speaker 1 (03:42):
Okay, so we've got this AI powered project charter. We're
ready to go. Now it's time to build out the roadmap, right, Yeah,
define the scope, figure out what we need, break down
the work.

Speaker 2 (03:51):
You got it. And one of the things that this
chapter really kind of hits home is just how incredibly
good AI is at handling those those more detail oriented tasks. Yeah,
especially when it comes to analyzing documents, like pulling out
those golden nuggets of information.

Speaker 1 (04:06):
I can imagine, especially with huge projects, how much time
that would save totally.

Speaker 2 (04:11):
So, you know, sticking with our friends at Fictional Core,
imagine you're defining the scope of this whole CRM implementation.
AI can analyze all sorts of project documents, meeting notes, emails,
even images when images to figure out what needs to
be delivered.

Speaker 1 (04:27):
So, like if I showed it a picture of a dashboard,
that I liked. It could tell me like, here's what
you need, yeah to make that happen.

Speaker 2 (04:33):
The chapter actually uses this example where it analyzes dashboard
image and pulls out functional requirements. That's wild, which is
fascinating because it's not just text any where. It's like
AI is understanding.

Speaker 1 (04:44):
It's like it has senses.

Speaker 2 (04:46):
Now it really is.

Speaker 1 (04:47):
Okay, so we've got AI helping us to find the scope.
What about requirements gathering because that can be a.

Speaker 2 (04:54):
Beast huge but AI can totally streamline that process too. Okay,
think about like brainstorming features for this new CRM system.
AI can analyze all those existing documents. It can look
for patterns in customer feedback, and even suggest completely new
ideas based on trends in the industry.

Speaker 1 (05:14):
So it's not just organizing what we know. It's like
helping us uncover those things we might have missed exactly.

Speaker 2 (05:20):
Now, once you've got to handle on the scope in
what you're building, then comes the bread and butter of
project management, the WBS.

Speaker 1 (05:27):
The WBS, yes, the work breakdown.

Speaker 2 (05:29):
Structure, the breakdown structure.

Speaker 1 (05:30):
It's like taking a big project instead of slicing it
up like a pizza, right, we're slicing it into tasks
and subtasks.

Speaker 2 (05:37):
Yes, and traditionally that involves a lot of sticky notes,
a lot of whiteboarding, you know, a lot of coffee,
a lot of coffee. But AI can actually automate a
lot of that heavy lifting as well. It can analyze
those project documents, identify the key tasks, group similar tasks together,
and even figure out those task dependencies. Oh wow, you

(05:59):
know which task needs to be finished before the next
one could begin.

Speaker 1 (06:02):
It's like it's a project manager that can see the
big picture and the tiniest detail at the same time.

Speaker 2 (06:06):
It really is. And then it gets even better because
AI can then create different visual representations of that WBS.
So you know, some of us love a good hierarchical
tree diagram. Some of us are more linear, We like
a tabular format. AI can do both. Oh that's amazing,
and tailor the output.

Speaker 1 (06:25):
So no matter how your brain works, there's an AI
generated WBS out there for you.

Speaker 2 (06:30):
Exactly.

Speaker 1 (06:30):
Okay, we've covered a lot of ground here. We've talked
about AI helping us defind the scope, gather requirements, even
create this detailed work breakdown structure. Now for everybody's favorite part,
the budget.

Speaker 2 (06:43):
Ah, yes, the budget, that wonderful spreadsheet where we try
to predict the.

Speaker 1 (06:47):
Future and hope we don't run out of money before
the project's.

Speaker 2 (06:50):
Done exactly exactly. Well, with AI, budgeting doesn't have to
be such a guessing game anymore. Okay, remember how we
talked about its ability to analyze historical data. That comes
in really handy here as well. Okay, tell me more so,
AI can actually tap into all that data from past projects, costs, timelines, resources,
you name it, and then use all of that to
generate much more accurate cost estimates for your current project.

Speaker 1 (07:13):
It's like having like the combined knowledge of every project
manager that came before you.

Speaker 2 (07:18):
That's a great way to put it. Yeah, and this
chapter explains how AI can handle both top down and
bottom up estimation methods.

Speaker 1 (07:26):
And you know, as you know, those are two different
approaches to this. But for our listeners who might need
a refresher, what's the difference?

Speaker 2 (07:33):
Right? So, top down estimation, it's like looking at the
big picture first. Yeah, you start with a high level estimate,
maybe based on the overall budget of similar projects you've
done in the past, and then you break it down
into smaller chunks.

Speaker 1 (07:44):
So it's faster, but maybe less precise, Like if you
were going to do a kitchen renovation, you just base
it on like the average cost per score foot exactly.

Speaker 2 (07:53):
And it's helpful in those early stages where you might
not have every single detail figured out. Now bottom up,
it's kind of the opposite. So you start with the
smallest tasks or work packages, and you estimate the cost
of each one individually, and then you add them all up.

Speaker 1 (08:10):
So that's more like itemizing every single expense for your
kitchen renovation, the cabinets, the countertops, So you get a
much more.

Speaker 2 (08:17):
Accurate, more time consuming, but far more accurate Okay. And
here's where AI can really shine because it can actually
analyze your WBS, your project schedule, historical data on costs,
and create these incredibly detailed bottom up cost estimates for you.
Oh wow, no more agonizing over spreadsheets for hours on end. Okay.

Speaker 1 (08:40):
But even with the most accurate cost estimates, projects change
all the time. Like what happens when those unexpected issues
inevitably pop up? What if a task takes way longer
than we thought.

Speaker 2 (08:51):
And that's where the real power of AI budgeting comes
in because the chapter talks about how AI can actually
model different budget scenarios for you, so you can play
around with different very like what if this task takes
longer or we need to bring in some extra resources,
and then actually see the impact on the budget.

Speaker 1 (09:06):
It's like having a crystal ball for your budget.

Speaker 2 (09:08):
It really is. Yeah, you can.

Speaker 1 (09:09):
Explore all these different possibilities. Yeah, that's amazing, and it
makes me wonder as AI gets more and more sophisticated
in the project management world, what does that mean for
the role of an actual project manager. It really is
it makes you think about where we fit.

Speaker 2 (09:24):
Into all of this, right, Yeah, absolutely, This chapter doesn't
shy away from that at all. In fact, it really
digs into how AI could even redefine what it means
to be a project.

Speaker 1 (09:34):
Manager, because I mean we've all had that thought, right,
like is a robot going to take my job?

Speaker 2 (09:40):
Exactly? But what this chapter argues, and I tend to agree,
is that it's not about replacement. It's about empowerment, okay, right,
It's about how can we use these tools to actually
make us better at our.

Speaker 1 (09:53):
Jobs, So instead of spending all of our time on
the administrative stuff, the number crunching, you can actually focus
on strategy and leadership.

Speaker 2 (10:00):
Exactly, and the human side of projects, which is, let's
be honest, often the trickiest part.

Speaker 1 (10:05):
Absolutely so more time for team dynafics, communication, risk, mitigation.

Speaker 2 (10:11):
All the things that humans are really good at.

Speaker 1 (10:13):
That AI maybe not so much. It's about that balance, right,
It is of using the power of AI for the
data stuff, but then keeping that human element at the forefront.

Speaker 2 (10:25):
And that leads us to I think probably the most
important takeaway from this whole conversation. AI can give us
these incredible tools, these amazing insights, but it's still up
to us, the humans, to use them responsibly.

Speaker 1 (10:38):
It's like having a super fast car. Okay, the car
can get you there faster, but if you don't know
where you're going exactly, it's not going to help.

Speaker 2 (10:45):
It's a great analogy. You still need that human at
the wheel.

Speaker 1 (10:48):
Well, this has been fascinating. It really feels like we're
on the edge of a real revolution in how projects happen.

Speaker 2 (10:55):
Oh absolutely, yeah, yeah, and this is really just a
glimpse of what might be possible.

Speaker 1 (10:59):
Well, I'm excited to see where things go. Thanks for
taking this deep dive with me. It's been great.

Speaker 2 (11:03):
My pleasure always fun to chat about this stuff, and
to all of.

Speaker 1 (11:06):
You listening, thank you for joining us on this exploration
into the future of project planning. We hope you've learned
some valuable insights, maybe had a few Aha moments along
the way, and until next time, happy planning,
Advertise With Us

Popular Podcasts

CrimeLess: Hillbilly Heist

CrimeLess: Hillbilly Heist

It’s 1996 in rural North Carolina, and an oddball crew makes history when they pull off America’s third largest cash heist. But it’s all downhill from there. Join host Johnny Knoxville as he unspools a wild and woolly tale about a group of regular ‘ol folks who risked it all for a chance at a better life. CrimeLess: Hillbilly Heist answers the question: what would you do with 17.3 million dollars? The answer includes diamond rings, mansions, velvet Elvis paintings, plus a run for the border, murder-for-hire-plots, and FBI busts.

Crime Junkie

Crime Junkie

Does hearing about a true crime case always leave you scouring the internet for the truth behind the story? Dive into your next mystery with Crime Junkie. Every Monday, join your host Ashley Flowers as she unravels all the details of infamous and underreported true crime cases with her best friend Brit Prawat. From cold cases to missing persons and heroes in our community who seek justice, Crime Junkie is your destination for theories and stories you won’t hear anywhere else. Whether you're a seasoned true crime enthusiast or new to the genre, you'll find yourself on the edge of your seat awaiting a new episode every Monday. If you can never get enough true crime... Congratulations, you’ve found your people. Follow to join a community of Crime Junkies! Crime Junkie is presented by audiochuck Media Company.

Stuff You Should Know

Stuff You Should Know

If you've ever wanted to know about champagne, satanism, the Stonewall Uprising, chaos theory, LSD, El Nino, true crime and Rosa Parks, then look no further. Josh and Chuck have you covered.

Music, radio and podcasts, all free. Listen online or download the iHeart App.

Connect

© 2025 iHeartMedia, Inc.