How to use ChatGPT to manage your projects!

Are you a busy Project Manager? Do you want to be more productive and efficient? Then help is here! This guide will show how you can use generative AI to manage your projects. After a little background we will jump right in with 6 examples of how you can use chatGPT to help you plan, and manage your projects.
Super charge your projects with AI!

You have probably heard of ChatGPT and know that it is going to change the world. That sounds a bit dramatic, but it is true. AI will change how we do business, and we can expect it to have a global impact. Yes, AI can’t do everything, and ChatGPTGPT has some limitations, but it is already very powerful and you can use it today for free!

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?

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.
ChatGPT GUI showing where you input your prompt and the output

5 Top tips to get the most out of ChatGPT

  1. Prime ChatGPT by pasting your specific project details into the ChatGPT window. Although ChatGPT has been trained up to Sept 2021, you can update it’s knowledge by pasting text into the conversation. Just be aware that ChatGPT processes a max of 4,096 tokens in an input, any more is ignored. A token is roughly equivalent to a word.
  2. Make your prompts as specific as possible and don't be afraid to include detail.
  3. 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.
  4. Always read and expect to edit ChatGPT’s output. It does occasionally make up facts and get things wrong.
  5. 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:
ChatGPT4 prompt:
Write an email inviting the Alaska project team to the kick off meeting in room 2, 
Apex house, on the 20 April at 10.30 GMT.
Include an agenda for the meeting.
ChatGPT wrote this (Chat's actual output has better formatting)!
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]
This email isn’t in quite the tone of voice I would use, but I love that it drafted an agenda and that it used words like 'exciting' and 'commitment' to start setting expectations with the project team.

Let’s make this sound a bit more like me:
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
Here is the revised output:
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,
Perfect! I will probably use the agenda from the first email to help me to run the meeting, but I like the more informal tone in the second email.

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 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
Looks good. Now you can ask ChatGPT to write each section.
Write section 1 Project Title and Overview
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.
NOTE: My first prompt was simply ‘Read this project overview and write a draft Project Charter.' Amazingly ChatGP Twrote 9 sections of the charter before it timed out. I then redrafted the prompt to reduce the amount of processing power ChatGP Twould need to answer my prompt. You can ask ChatGPT to write every section of your project charter.

3. Identifying your stakeholders

ChatGPT can create a stakeholder list for this project. Using the ChatGPT thread, I simply asked:
Identify the project stakeholders
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.
Pretty good, and I like the way ChatGPT explains who the stakeholder is and what their interest will be in the 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:
Read this project overview and create a Work Breakdown Structure for it: [pasted project information]
Here is ChatGPT's output:
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. 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.

5. AI can identify your project risks

On the same conversation I asked this:
List the risks that this project will face. 
Write out each risk using this format: There is a risk that if x happens it will mean y.
This is the output. I am not sure asking ChatGPT to write out the risk in 'if x it means y' format worked, but it this is a good start for your risk register.
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:
What actions could be taken to reduce the likelihood of a data breach?
Here are the suggestions:
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.
These are just 6 use cases that I came up with and tested in just a few hours. You can probably think of many more. I hope you are as impressed with ChatGPT as I am and that you get to use its amazing capabilities to make your life easier. Just remember to check and edit the output as ChatGPT does get things wrong and can make things up!