How Artificial Intelligence (AI) is changing Project Management
AI is looking to bring strength to the day-to- day routine and administrative burden of a project manager as opposed to replacing the project manager. AI has the potential to be a team’s most reliable team member as opposed to putting the project manager out of a job. Automation has improved the life of a project manager for years however the rate of change is beginning to pick up dramatically with the advancement of Artificial Intelligence and Robotics. These changes are highlighting core human characteristics of leadership and integrity when delivering successful projects.
Automation is certainly not a new kid on the block
There are numerous examples of past chapters that have seen significant strides in automation which have led many people to be fearful of losing their jobs. We don’t have to look far back with the introduction of Uber and the threat they have placed on the local taxi market. These are only the first few steps of a long journey ahead.
At the core, automation is driven by the need to improve something
At the core of any automation there is a demand to: reduce costs, improve efficiencies or make better products, resulting in machine replacing human effort. AI within project management is looking to elevate the increasingly administrative role of a project manager freeing up their time to focus on adding value or capacity, thus allowing them to either take on more projects or providing additional analysis to deliver effective projects.
According to the Harvard Business Review, over half of the project manager’s time is wasted on administrative tasks. In fact, if they have their way, almost 9 in 10 of the survey respondents replied that they could benefit from AI support so they wouldn’t have to focus so much on administration.
AI will change how we do things as well as improve what we do
Technology automation has the potential to dramatically change how we do things, e.g. Uber causing disruption to the status quo, or improve how we currently do things. Project management is or will be benefiting from both improvements and being disrupted. With the increase in more AI applications and bots being released, disruption is gaining momentum.
General AI vs narrow AI
AI can be separated into two core buckets “General AI” and “Narrow AI”. General AI being the Sci-fi stereotype where robots communicate with human or computers become human. Narrow AI is a process or activity focused on performing a specific task, i.e. completing a Google search. AI performs activities for us and provides an output, or when Amazon provides recommendations for us based on their internal algorithms. Recent changes have allowed AI to become applicable to smaller data sets such as your particular project as opposed to Google’s large data sets. Narrow AI continues to develop and improve shifting to more complex activities.
Combining bots and algorithms together opens significant potential
Project management AI is a step change from the bots that are available today, e.g. allowing one to quickly check a task status in JIRA using a Hipbot. It is also goes beyond an algorithm which uses machine learning to predict tasks. AI takes place when you combine both bots and algorithms.
3 key ways AI is and will impact project management
1. Technical Project Management
A modern project manager has the responsibility of handling the administrative duties of a project, which, according to a recent survey of project managers by the Harvard Business Review, takes up 54% of respondent’s time, more time than every other aspect of project management combined.
There are already machine learning tools and artificial intelligence systems on the market that will either lend them a hand or perform these task entirely. For example, Monte Carlo simulation is able to perform risk analysis through mathematical techniques, while websites like Kono.ai are able to manage diaries for project managers, essentially acting as an AI assistant.
2. Business acumen
Project Manager should not only understand the intricacies of the project itself, but understand how the project fits into the larger view of the company. AI has the ability to handle some of this; the tool Narratives for Tableau is a free extension, available for Google Chrome browsers. With the ability to see dynamic narratives (commentary) based on chart data and analytics, Narratives has the ability to determine how projects will impact the overall business itself, and how it can fit into a company’s budget or their overall story.
3. Leadership
The area where artificial intelligence will struggle to keep up with is an area that it is simply not programmed to deal with; human behavior and emotion. A project manager needs to assemble a team of talented people whose skills all complement each other; this is something that, based on manager reviews, reported skill sets and prior results, an artificial intelligence system can help with… Think of team creation like dating sites or the television show “Married at First Sight,” when artificial intelligence takes a pool of people and determines who their perfect match should be. Oftentimes, AI will get this one wrong, and relationships will not work out. This is no different than working relationships, where a Project Manager will need to build a team of people who will not only get along and work well together, but will challenge each other in order to get the best result possible
In the short term, AI has the ability to take over the vast majority of administrative and technical project management. These tasks can be performed faster and more accurately by an AI system than they can by human Project Managers…when it comes to the leadership and motivating factors of a Project Manager, the human element cannot be overstated. This is an area where AI is lacking, and may be lacking for quite some time.
The following core trends are shaping / driving AI within project management
Data accessibility: Data and the ability to integrate with data sets is fueling the automation, with majority of systems having open APIs available technologists are able to integrate and draw insights from multiple sources which they could not do previously
Data can be messier: Algorithms can help clean data and therefore increasing the usability and integrity of the data without having to invest significant resources in cleaning / scrubbing the data. People can be encouraged or motivated to increase accuracy of data however there is always something more important or urgent to attend to as opposed to ensuring the data is 100% accurate.
Process standardization: In most part majority of projects follow a standard methodology / process therefore enabling AI to draw insights analysis given this standardization. AI for example can analysis tasks and follow up with team members on tasks that remain in progress beyond their expected completion dates.
Current AI applications helping project managers
There are a number of tools integrated with Jira focused in software development projects
- kono manages your diary for you, so you can focus on making your meetings matter– your PM assistant. Stop wasting your precious time setting up meetings and focus on your business.
- stratejos helps you with automating project reporting; analyses team performance; coach + following up with team members, e.g. chasing team members to complete timesheets, helping project team members capture estimates in Jira.
- memo assists with management of knowledge within a team.
The role of leadership is even more critical as automation increases
A project manager’s ability to lead their team in the increasing disruptive and constantly changing environment has never been more important. Automation and technology is a tool and an enabler however how it is used and the culture within the team to use it effectively will ultimately lead to how successful it is.
Adept Advisory looks forward to leveraging the advent of technology and these AI opportunities in rendering on our scalable, cost effective approach to managing projects.
References:
- Service Rocket interview (video) with Scott Middleton from Stratejos
- https://www.webpronews.com/
- https://www.projectmanager.com
- https://www.liquidplanner.com
- https://www.atlassian.com