Lots of use cases focus on using ChatGPT for writing, which all business professionals will find handy for everything from writing emails to reports. But there are other use cases that can help you specifically as a Project Manager, and I am going to list just a few that you can start using today to help you manage your projects.
What is ChatGPT?
How to start using ChatGPT
5 Top tips to get the most out of ChatGPT
6 real-world ways AI can help you manage your projects
1. Writing project related emails
2. Writing your project documents, yes AI can help write your Project Charter or PID!
3. Identifying your stakeholders
4. ChatGPT can create your WBS!
5. AI can identify your project risks
6. AI can help you mitigate your project risks
What is ChatGPT?
ChatGPT is an advanced natural language processing (NLP) model created by OpenAI. It uses deep learning techniques to understand and generate human-like text. The model is trained on a large dataset of different text sources up to end Sept 2021. It can engage in conversations and help with many tasks.How to start using ChatGPT
Just go to ChatGPT and ask a question! The free version is great, but if you get frustrated with response times and availability you can upgrade to 'Plus'. By upgrading you will get access to ChatGPT4 which we have used for these examples.When you ask ChatGPT something it is called a prompt or input.
5 Top tips to get the most out of ChatGPT
- Prime ChatGPT by pasting your specific project details into the ChatGPT window. ChatGPT will always be behind on current events, but you can update it’s knowledge by pasting text into the conversation. LATEST version GPT-4o has a token limit of 128,000. A token is roughly one word.
- Make your prompts as specific as possible and don't be afraid to include detail.
- Keep the conversation flowing. ChatGPT remembers your whole conversation, so use the same ChatGPT to get more project specific output. For example, if you have asked ChatGPT to draft your Project Brief, in the same ChatGPT ask it to identify the stakeholders, risks etc. This is also known as chained prompting.
- Always read and expect to edit ChatGPT’s output. It does occasionally make up facts and get things wrong.
- If ChatGPT is heading in the wrong direction you can stop it’s response using the ‘Stop Generation’ button above the input field.
6 real-world ways AI can help you manage your projects
1. Writing project related emails
ChatGPT can write a surprisingly good email with just a simple prompt. For example, I asked it to:
Apex house, on the 20 April at 10.30 GMT.
Include an agenda for the meeting.
Subject: Alaska Project Team Kick-Off Meeting - April 20th, 10:30 AM GMT
Dear Alaska Project Team,
I hope this email finds you all in good health and high spirits. I am excited to announce the kick-off meeting for our Alaska Project, and I would like to cordially invite all team members to attend. The meeting will take place on April 20th at 10:30 AM GMT in Room 2, Apex House.
This kick-off meeting will provide an opportunity for all team members to get acquainted, discuss project goals, and set expectations for the upcoming months. Please find the meeting agenda below:
Alaska Project Kick-Off Meeting Agenda:
1. 10:30 - 10:40 AM: Welcome & Introductions
• Brief introduction of team members
2. 10:40 - 11:00 AM: Project Overview
• Presentation on project objectives, scope, and timeline
3. 11:00 - 11:20 AM: Roles & Responsibilities
• Introduction to team roles and assignment of tasks
4. 11:20 - 11:40 AM: Project Management Tools & Communication
• Overview of the tools and processes that will be utilized for effective project management and communication
5. 11:40 - 12:00 PM: Risk Management & Mitigation Strategies
• Discussion of potential risks and the development of strategies to mitigate them
6. 12:00 - 12:10 PM: Break
7. 12:10 - 12:30 PM: Milestones & Deliverables
• Presentation on key milestones and deliverables for the project
8. 12:30 - 12:50 PM: Q&A Session
• Open discussion for any questions or concerns
9. 12:50 - 1:00 PM: Wrap-up & Next Steps
• Summary of the meeting and establishment of next steps for the team
Please confirm your attendance by replying to this email no later than April 15th. If you have any questions or concerns, feel free to reach out to me directly.
We are looking forward to a successful project and a great working relationship with all team members. Thank you for your commitment, and we hope to see you at the kick-off meeting.
Best regards,
[Your Name]
[Your Title]
[Your Contact Information]
Let’s make this sound a bit more like me. Here is my prompt:
Prompt:
Here is an example of an email written by me. Please re-write the invite to the kick off using my tone of voice.
Hi all,
It has been a busy week for Project Alaska and we are nearing the completion of Start-up
Attached is the project status report for wkc 20 March. Please review it and let me know progress on your actions.
Kind regards
ChatGPT:
Hi everyone,
Hope you're all doing well! We've been working hard on the Alaska Project, and now it's time for our kick-off meeting. Let's get together on April 20th at 10:30 AM GMT in Room 2, Apex House.
Here's what we have planned for the meeting:
1. Welcoming everyone and getting to know each other
2. Going over the project's goals and timeline
3. Assigning roles and tasks to the team
4. Introducing the tools we'll use for project management and communication
5. Discussing potential risks and how we can tackle them
6. Setting milestones and deliverables
7. Open Q&A session for any questions or concerns
8. Wrapping up and setting next steps
Please give me a shout if you can make it by replying to this email by April 15th. If you have any questions or want to ChatGPT about anything, just let me know.
Don't forget to check out the project status report for the week of March 20th (attached) and update me on your progress.
Looking forward to getting this show on the road and working together on this exciting project!
Kind regards,
2. Writing your project documents, yes AI can help write your Project Charter or PID!
To test this I found a case study for a real project on apm.com. I copied and pasted the study into ChatGPT with this prompt. ChatGPT doesn't care about formatting as you can see: I just pasted the text in one block.Read this project overview and generate the headings that will go into a Project Charter for this project.
Smart City OS – Hull - becoming a programmable city Hull is racing to become the UK’s first smart city.
For a city to become smart, it takes a combination of technologies and disciplines, seamlessly integrated, with an understanding of how a huge number of customers – the population of your city – with interact with it.
In the UK, several cities are racing to become the nation’s smartest city, from London to Manchester to the country’s current leader, Bristol.
Against those larger cities, Hull might seem like the underdog, but it’s been making considerable in-roads over the past 12 months or so.
In May last year, it was awarded £55,000 for smart solutions to reduce traffic congestion.
Later in the year, it started a more ambitious project – to create a purpose-built, smart operating system (OS) for the city.
This project, Smart City OS is being delivered by Hull City Council, technology company Connexin and Cisco.
Connexin has been working with cities such as Newcastle Upon Tyne to deliver smart city technologies, impacting on everything from lighting, mobility, security and waste.
“Developing Hull as a Smart City will give us the opportunity to work with public and private sector partners to deliver real benefits to communities, businesses and visitors to Hull,” says Councillor Daren Hale, Deputy Leader of Hull City Council.
The objectives Hull has been quietly upgrading itself over the past five years.
Its small size – with a population of around 260,000 – has allowed it to make changes at a comparatively quick pace.
This has allowed Hull to become the UK’s first full-fibre city – it has the fastest broadband of anywhere in the UK, according to broadband choices.
Hull City Council had already worked with Connexin on a long-range wide area network (LoRaWAN), allowing for better business connectivity and the facility of Internet of Things devices.
Creating its own OS seemed the next logical step.
The aim of the project is to increase and enhance data sharing and decision-making, allowing the Council to deliver more effective services across the board, from traffic management to health and social care.
“The system pulls together information that currently sits within separate council computer systems to enable city-wide management of the city’s public assets in real-time using state-of-the-art technology, says Hale.
“Residents will receive better information to make choices about transport, traffic and parking.
But this will be just the beginning of what is possible.” Over the course of the project, it will drive new demand for a digitally skilled workforce, which will then boost Hull’s economy.
[Continues... in total over 1000 words was pasted into ChatGPT]
1. Project Title and Overview
2. Project Purpose and Justification
3. Project Objectives
4. Project Scope
5. Project Deliverables
6. Project Milestones
7. Project Stakeholders
8. Project Governance and Management
9. Project Constraints
10. Project Assumptions
11. Project Risks and Mitigation Strategies
12. Project Budget and Resources
13. Project Timeline and Schedule
14. Project Communication and Reporting
15. Project Quality Assurance and Control
16. Project Change Management
17. Project Closure Criteria and Process
18. Project Approval and Sign-off
1. Project Title and Overview Title:
Smart City OS – Hull:
Becoming a Programmable City
Overview:
The Smart City OS – Hull project aims to transform Hull into the UK's first programmable city by developing and implementing a comprehensive Smart City Operating System (OS).
This ambitious initiative will integrate various technologies, disciplines, and data sources to improve the efficiency and effectiveness of city services across multiple sectors, including transportation, health, and social care.
The project will be a collaboration between Hull City Council, technology company Connexin, and Cisco. By leveraging Hull's strong digital infrastructure and lessons learned from other smart city projects, this project seeks to establish Hull as a leader in smart city development and create lasting economic and social
benefits for the region.
3. Identifying your stakeholders
ChatGPT can create a stakeholder list for this project. Using the ChatGPT thread, I simply asked:The project stakeholders for the Smart City OS – Hull project include:
1. Hull City Council: The local governing body responsible for overseeing the project and ensuring its successful implementation.
2. Connexin: The technology company partnering with Hull City Council to provide expertise and solutions for smart city technologies.
3. Cisco: The provider of the Cisco Kinetic for Cities platform, which serves as the foundation for the Smart City OS.
4. Humberside Fire and Rescue Service: A key partner organization that may benefit from the improved data sharing and decision-making capabilities of the Smart City OS.
5. University of Hull: An important stakeholder with a vested interest in the project's success, as the university may contribute to research, innovation, and the development of a skilled workforce.
6. Local businesses: Companies operating in Hull that will benefit from the enhanced infrastructure, services, and opportunities provided by the Smart City OS.
7. Residents of Hull: The primary beneficiaries of the improved city services and quality of life resulting from the successful implementation of the Smart City OS.
8. Other organizations and service providers: Entities such as utility companies, healthcare providers, and public transportation operators that will be involved in or affected by the Smart City OS project.
4. ChatGPT can create your WBS!
As a text engine ChatGPT can't create images so it can't draw you a WBS, but it can create the structure in text. Using the same information I pasted the Hull Smart City overview into ChatGPT and asked:Work Breakdown Structure for Smart City OS - Hull
Project Initiation
1.1. Establish project team
1.2. Define project objectives and scope
1.3. Identify key stakeholders
1.4. Develop project timeline
Infrastructure Setup
2.1. Assess existing network infrastructure
2.2. Implement high-speed fiber networks
2.3. Implement LoRaWAN networks
Sensor Installation
3.1. Identify sensor types and locations
3.2. Install sensors for various systems
3.2.1. Smart Bins
3.2.2. Siemens Stratos (traffic management)
3.2.3. Bartec Auto ID (waste management)
3.2.4. Datek (streetlighting system)
3.2.5. Vaisala IceCast (weather prediction and road maintenance)
3.2.6. Teletrac Navman (GPS technology) 3.2.7. Citilogik (people movement monitoring)
3.2.8. Pitney Bowes (asset-management software for street furniture)
3.2.9. Defra (air-quality database)
3.2.10. Environment Agency (flood monitoring platform)
3.2.11. Hydro-Logic (flooding alert sensors)
3.2.12. Astun iShare (GIS web mapping portal)
Platform Implementation
4.1. Integrate 12 separate council IT systems
4.2. Implement Connexin tech and Cisco Kinetic for Cities platform
4.3. Test and validate platform functionality
Data Analysis and Insights
5.1. Gather and process data from sensors and IoT devices
5.2. Analyze data to gain insights
5.3. Identify opportunities for service improvements
Outcome Determination
6.1. Develop strategies based on data insights
6.2. Implement service improvements and new technologies (IoT, AI, ML)
6.3. Monitor and adjust strategies as needed
Stakeholder Engagement and Management
7.1. Communicate project progress and insights to stakeholders
7.2. Coordinate with stakeholders across various departments and organizations
7.3. Encourage collaboration and innovative solutions from businesses and residents
Skill Development and Workforce
8.1. Identify digital skill gaps in the workforce
8.2. Develop and implement training programs for young people
8.3. Attract tech firms and skilled workforce to Hull
Project Monitoring and Evaluation
9.1. Measure project outcomes against objectives
9.2. Evaluate economic and social benefits of the Smart City OS
9.3. Assess and adjust project strategies as needed
Project Closure
10.1. Document lessons learned
10.2. Conduct final project review and evaluation
10.3. Disseminate project results and achievements
This is pretty impressive. But Chat has a tendency to give the same number of bullets. Of course, you would need to check it and some project managers may want to instruct ChatGPT to make the WBS more product focussed, but this is an awesome basis from which to start project planning.
WATCH FOR - ChatGPT tends to keep the number of bullets consistent. In the WBS example above it came up with three (3) bullets (work packages) suspiciously often. If you ask it to create a list it will usually try to get to 10. Numbered lists with sub-bullets will almost always have the same number of sub-bullets.
5. AI can identify your project risks
On the same conversation I asked this:Write out each risk using this format: There is a risk that if x happens it will mean y.
1. There is a risk that if technological challenges arise due to integrating multiple systems and sensors, it will mean potential delays, increased costs, and reduced system performance.
2. There is a risk that if data security and privacy are not adequately addressed, it will mean potential data breaches, unauthorized access, and damage to the public's trust in the Smart City OS.
3. There is a risk that if insufficient funding is available for implementing and maintaining the smart city infrastructure, it will mean the inability to fully realize the project's objectives or sustain the system in the long term.
4. There is a risk that if stakeholder engagement and management are not effectively handled, it will mean misaligned priorities, lack of collaboration, and suboptimal outcomes for the project.
5. There is a risk that if the digital skill gaps in the workforce are not addressed, it will mean difficulties in attracting tech firms and skilled workers, limiting the economic benefits of the project.
6. There is a risk that if the public does not accept or adopt the new technologies and services provided by the Smart City OS, it will mean lower utilization and limited effectiveness of the project.
7. There is a risk that if regulatory or legal changes occur during the project, it will mean potential delays, additional compliance requirements, or adjustments to the project scope.
9. There is a risk that if the project timeline is not met due to unforeseen issues, it will mean increased costs, missed opportunities, and reduced benefits for the city and its residents.
10. There is a risk that if the implemented IoT, AI, and machine learning technologies do not perform as expected, it will mean suboptimal decision-making and service delivery.
11. There is a risk that if external factors, such as economic, environmental, or political changes, impact the project, it will mean potential disruptions, delays, or adjustments to the project scope and objectives.
6. AI can help you mitigate your project risks
We also asked ChatGPT to come up with ways to reduce the likelihood of a risk happening, and the impact if it did happen. It came up with pretty sensible strategies. Here is an example for mitigating data breaches:1. Implement strong data encryption: Use encryption algorithms to protect sensitive data both in transit and at rest, ensuring unauthorized access to data is minimized.
2. Regular security audits and vulnerability assessments: Conduct frequent security audits and vulnerability assessments to identify potential weak points in the system and address them promptly.
3. Develop and enforce strict access controls: Limit access to sensitive data by implementing role-based access controls and ensuring only authorized personnel have access to the required data.
4. Maintain up-to-date software and hardware: Regularly update software and hardware components to fix security vulnerabilities and ensure that systems are protected against the latest threats.
5. Implement multi-factor authentication (MFA): Require multiple forms of authentication, such as passwords, tokens, or biometrics, to verify the identity of users accessing sensitive data.
6. Establish a robust incident response plan: Develop a well-defined incident response plan to detect, contain, and resolve security incidents in a timely manner, minimizing the potential impact of a data breach.
7. Employee training and awareness: Conduct regular training sessions for employees to raise awareness of data security best practices, common threats, and their role in maintaining a secure environment.
8. Network segmentation: Segregate networks and systems to minimize the potential impact of a security breach, ensuring that unauthorized access to one part of the system does not compromise the entire infrastructure.
9. Continuous monitoring and intrusion detection: Implement real-time monitoring and intrusion detection systems to identify and respond to suspicious activities or potential data breaches.
10. Engage with cybersecurity experts: Collaborate with external cybersecurity experts to ensure that the latest security measures and best practices are implemented and maintained throughout the project.
Find more on how ChatGPT can help you
Unleashing the Power of Your Mind with ChatGPT and MindMeister
