As artificial intelligence (AI) becomes more integrated into project management, its impact on efficiency, productivity and decision-making is more apparent. However, this technological shift has brought some concerns about job displacement, accuracy, and data safety. To estimate how the future of AI in project management shaping up, it is necessary to consider all advantages, disadvantages and dangers it may bring.
Nowadays, the usage of AI tools and technologies has not only impacted various industries, but has also completely changed their current form. Most of the traditional practices have been automated, from simplifying the delivery chain processes to offering more complex solutions, focused on innovativeness and efficiency. Simplification and the necessity of avoiding any unnecessary human intervention are the main reasons why AI has become so popular.
The same reasons apply to project management, where AI serves a similar role, especially for: influencing how teams plan, execute and complete their projects. Automation through AI is becoming not a trend, but a common practice in the modern world. Which is why it is crucial to explore whether AI tools for project management are a blessing or a curse in disguise.
What AI Offers in PM?
According to the studies conducted by Harvard Business School: “only 35% of projects nowadays get completed successfully”, due to the disappointing level of maturity and availability of technologies dedicated to project management. It is estimated that until 2030 the field will undergo major changes, thanks to the implementation of AI, machine learning and other advanced technologies. Year 2024 is just the beginning of introduction to the new solutions.
AI in project management introduces a wide range of applications, from automating routine tasks to providing predictive analytics enhancing decision-making processes. AI offers complex analysis for huge amounts of data quickly, offering insights and help to make informed decisions about project timelines, resource allocations and risk management strategies. As beautiful as it sounds, it is important to keep in mind that it is still an automated process, which requires human insight.
What Solutions Are Currently Available on the Market?
There are many highly popular solutions on the market currently, that specialize in project management. Those solutions are Jira, Trello, Asana, Monday.com, Microsoft Project, Notion, Confluence. Most of them have already incorporated in their structure AI-powered tools and solutions which are focused on insightful suggestions in the project lifecycle, varying from intelligent scheduling, tasks prioritization, automated progress tracking and even the creation of project charters or project documentation. Most of those processes however are semi-automatic or require confirmation, making it more suggestive than automatic itself. Additionally, there are new solutions, such as ClickUp and Wrike, that utilize AI to forecast project risks and suggest resource optimization strategies. ChatGPT and Microsoft Copilot are also extremely helpful in project management processes. However, each day the market is being introduced with the new solutions that are not so human-dependent, such as PMIxAI, which are still in the testing or early access phases. PMIxAI solutions offer their customers many e-learning courses and platforms to learn how to use their solution to its full potential.
Benefits of AI in Project Management
One of the most important benefits brought by AI into project management is its potential to enhance efficiency and productivity. It allows to automate repetitive tasks, from data entry, report generation, status updates to even full creation of the documentation. This small change allows project managers to focus on more important matters, such as strategic planning or problem-solving.
Thanks to the implementation of machine learning technology, it is easier to spot potential pitfalls in the current and past projects. Which means that the project managers will gain valuable information where a project may fail, increasing chances of making more thought-through decisions and influencing the likelihood of project success. AI tools also improve accuracy and predictability in project management, by identifying potential issues before they arise. AI can provide forecasts about project timelines and budget overruns, impacting the budget management and scheduling.
Challenges of AI in Project Management
While AI in project management sounds like a good idea, it also comes with many challenges and drawbacks. The biggest concern is job displacement. Automation of the mundane activities and minimization of the human-factor in the processes, comes with reduction of employment. As AI systems become more capable, there are fears that they will replace jobs, rather than supporting them. Moreover, there are many discussions about ethical work with AI, regarding adaptiveness and ability to work in an increasingly automated environment. Another significant drawback is data privacy and security. As organizations rely on AI tools, provided by the outside-providers, the risks associated with data handling increases. There is never any certainty as to where and how the sensitive customer or project data is stored and used. It raises concerns about data breaches, unauthorized access and compliance with legal and regulatory standards of the organization. Especially, when it comes to international security norms and restrictions, in which entrepreneurship needs to operate and obey.
Project managers must prioritize data security and ensure that proper measures are in place in order to protect both the interests of the entrepreneurship and the customers. AI technologies are also not mature enough yet. AI works with the database that it gets, in effect users receive either the most complex solutions, that are not entirely on point, or the most superficial ones, which are either too detailed or too narrow, reminding the user why proper prompting is necessary. However, even if AI gets the entire documentation and information about the project, it is still prone to mistakes, especially in unique market segments that require specific and dedicated logic.
Outcome of AI in the Future?
When it comes to effective cooperation with AI technologies, it is important to strike a balance. In order to fully encapsulate and use the potential of AI, it needs to be used wisely but also under human supervision and control. Many people nowadays, start to rely almost entirely on automation, which is not the best solution. Effective AI integration involves adopting best practices that ensure technology complementing the human capabilities rather than replacing them.
It is also the reason why every successful project manager should be trained in AI systems and learn how to work alongside AI technologies. Moreover, responsible AI implementation is essential for building a sustainable future of project management. Starting from establishment of guidelines for ethical AI use and regulations, alongside transparency and accountability. Organizations will need to follow the legislative requirements, alongside data security for the customers, when it comes to creation of their own dedicated AI solutions. Now, AI is not mature enough to operate independently, but definitely could in the future.
In conclusion, the integration of AI tools into project management is a really wide and complex topic, offering many advantages and disadvantages. While these technologies hold the promise of improving the project management processes, it also comes with many concerns, especially about job displacement, data privacy and ethical considerations. Despite the concerns it needs to be acknowledged that AI holds a huge value and potential, when it comes to the development of the project management domain. If AI is implemented thoughtfully, it can enhance project outcomes and contribute to overall success of the industry, encouraging a culture of adaptability and responsibility in implementing AI solutions into organizations. Even if the boom for AI solutions is just beginning, it definitely is here to stay.
A Master’s student in the English-language program Business Management. She completed two full-time programs – Architecture and IT in Business. An active member and secretary of the KN Project scientific club at the University of Szczecin. Learning is her passion; she is interested in project management, new technologies, and design.