Today, artificial intelligence (AI) is transforming almost all areas of life, from business and economics to healthcare, education and everyday life. Its influence is constantly growing, and this opens up new opportunities for the development of society. Learn more about AI features and its role in business later in the article.
Until recently, artificial intelligence was very frightening to society, despite the fact that its development allows improving all fields of activity. At the beginning of 2023, there was a theory that AI will completely replace the work of humans and will perform all the necessary functions. However, the impact of artificial intelligence is determined by how we apply it. Today, people have learned to use artificial intelligence to improve productivity and achieve better results.
The significant impact of AI can be seen in various fields of activity, such as education, medicine, manufacturing and business. Artificial intelligence helps businesses not only reduce costs, but also optimize processes, establish communication with consumers and reduce potential risks by collecting various analytical data.
AI gained its popularity when people realized its capabilities. The thing is that this is not one new technology, it is a set of solutions that quickly find, process and issue information based on the learned information.
Virtual assistants are used in almost all fields of activity. Project management was no exception. It is worth understanding that a successful project always includes people, various reports, schedules, strategies, risks and communication. Project managers (PMs) have realized that collaboration with the latest technologies can not only improve labor productivity, but also free up time for more important tasks, automate ongoing processes, find new solutions to improve strategy, and much more. The main thing is to use "intelligent design" correctly. We will talk about methods of using AI and its functions in project management later in the article.
Every business tries to optimize its strategies and find solutions that will help to achieve the desired result. Project managers are looking for options to reduce time spent on repetitive tasks and improve the productivity of managers, learn ways to avoid human errors and how to minimize risks and properly allocate resources.
With the advent and development of artificial intelligence, it has become much easier to implement all this. Repetitive tasks are easily automated with the help of AI, and managers have the time and opportunity to focus on more important tasks.
Artificial intelligence perfectly copes with creative tasks. It helps to write an article, a letter to a contractor, generate an attractive image for a banner or website. But do not forget that with the help of the latest technology you can automate daily tasks. So, AI will perfectly cope with such tasks as:
Artificial intelligence will do a great job of planning tasks, prioritizing them, and reminding you of their completion. Among the most common AI-powered programs to perform these functions is Trello. Here you can work alone or with a team, create different boards and manage tasks.
Example of task planning in the Trello application
*the material is taken from the website Trello
Another interesting solution for performing these tasks can be Motion.
Example of task scheduling in the Motion application
*the material is taken from the website Usemotion
Artificial intelligence excels at analyzing and processing large amounts of data, creating graphs and charts that are used in various reports. You may find Microsoft Power BI and Tableau useful.
A large amount of information is not always perceived and remembered, and sometimes necessary data are simply forgotten after meetings. Unfortunately, the Google Meet and Teams services do not allow converting voice to text, but there are other AI-based programs that can easily cope with this task. Among these is Fireflies.
Example of using Fifeflies during meetings
*the material is taken from the website dev.ua
In order for everything to work, it is necessary to add an AI assistant to the meeting. It listens to what the participants are saying, recognizes who said what and based on this data creates tasks, assigns responsibilities, sets deadlines and captures the main points of the call, which can be reviewed later.
You can speed up and optimize work with the help of many programs and applications using artificial intelligence, but you should not forget that every project consists of people and live communication is the basis of a successful deal.
Artificial intelligence is a very useful resource for the development and improvement not only of a certain project, but also of business in general. With automated solutions, you can reduce costs, minimize risks and adjust all processes to improve productivity and achieve goals.
New technologies and their integration with artificial intelligence are completely transforming business and adjusting decision-making methods. The development of predictive analytics based on AI makes it possible to analyze a large amount of data and implement optimization methods based on the received data. To understand how it all works and what predictive analytics and artificial intelligence are for, we suggest you read this article carefully.
Predictive analytics are mathematical calculations that are based on the analysis of historical data to predict future events. That is, special programs with the help of artificial intelligence study all information about sales, client behavior, regularity of purchases, factors that influenced decision-making for a certain period and issue a forecast regarding the necessary costs, sales, demand, price level, required amount of resources, etc. Agree, it is very convenient and profitable for enterprises in today's conditions.
It is also worth noting the role of artificial intelligence in this forecasting, because thanks to self-learning models, the effectiveness of forecasts increases, certain regularities are revealed, and various strategies and hypotheses are tested. The process performs billions of operations per second and the result is the best solution that you can use in your projects.
Of course, predictive analytics based on AI can be used on a smaller scale, but this does not exclude its effectiveness. Thus, with the help of artificial intelligence, you can predict the most effective call to action when developing a marketing campaign, or determine the budget for marketing promotion. This greatly simplifies the decision-making process and significantly increases work productivity.
An example of data analysis and forecasting using AI
*the material is taken from the website Colobridge.net/
Another important point is that predictive analytics does a great job of studying user behavior. Despite the fact that all people are different, AI-based predictive analytics finds similar patterns of behavior and selects the best methods of interaction with different consumer segments based on this data.
Artificial intelligence studies how the client behaves on the website, what actions he takes, how often he visits the resource, how much time he needs to make a decision and, based on this data, provides a forecast regarding:
Popular AI-based programs that analyze data include:
All the possibilities provided by AI-based predictive analytics are unique. With their help, companies can minimize risks, effectively allocate resources, establish effective communication with clients, and build a loyal relationship with the company. The obtained data greatly simplifies the work of managers, increases their work efficiency and helps to make strategically important decisions necessary to achieve goals.
Artificial intelligence and programs based on it help to make communication between clients and within the company simpler and clearer. With AI, the efficiency of interaction between people increases, labor productivity improves accordingly, and project managers can focus on other important issues that need attention.
What can artificial intelligence?
AI analyzes large volumes of information related to communications. Yes, it studies e-mails, chats, calls in detail and, based on the data received, can suggest the best tone for communication, the frequency and time when it is better to contact this or that employee.
Artificial intelligence analyzes the calendar of each employee, analyzes tasks, determines the highest priorities and selects a convenient time for calls and communication. It is worth noting that artificial intelligence even takes into account time zones and time differences if team members are located in different countries. This is a very convenient feature to minimize costs and increase productivity during project management.
Artificial intelligence helps you understand each other better, even if you speak different languages. So, for example, you can add an AI assistant to a team call by pre-setting special parameters, and it will be able to recognize a foreign language and interpret it into text immediately during the conversation. In this way, there will be no language barrier between employees, tasks will be solved faster, and project planning and its implementation will be more efficient.
Artificial intelligence can analyze the emotional state of users. This is useful for assessing the mood of clients and employees in the project management process. AI allows for better tailoring of responses or negotiation tactics.
Among the programs with AI, the following will be useful:
AI opens up new opportunities for productive collaboration both within and outside the team. The use of artificial intelligence not only automates processes, but also makes them more flexible and adapted to the individual needs of users.
Since artificial intelligence can analyze a large amount of information in real time, make predictions and based on the received data issue the best decision, it is often used for management and allocation of resources.
AI can analyze inventory in warehouses, monitor demand, logistics and equipment usage and machine health, and scan market conditions or energy consumption data in real time. Armed with this information, machine data provides recommendations on the correct and rational allocation of resources to obtain the best result.
It should not be forgotten that artificial intelligence can also evaluate human resources. We've already found that AI can easily analyze workload, employee morale, and evaluate productivity.
By having access to all data within a team, artificial intelligence can significantly improve team and resource management, ensuring optimal workload distribution, timely completion of tasks and preventing bottlenecks. This is achieved through several key AI capabilities:
AI analyzes how much time each employee spends on this or that task and evaluates the quality of work based on the results obtained. Useful programs may include: Asana, Slack, Forecast.
Studying the work schedule, current projects and their progress, artificial intelligence effectively distributes existing tasks among employees, optimizing work and avoiding situations when one of the employees is overloaded with tasks or, conversely, does not have enough tasks.
"Bottlenecks" or gaps in work appear due to excessive work load or misallocation of resources. Such situations slow down the project completely, or lead to delays in the work of the entire team. AI is able to analyze work processes, chains of tasks and, when problems are detected, to propose solutions in the form of redistribution of tasks between team members or rational redistribution of resources. The following programs will be useful: AI Insight, ClickUp
AI can analyze long-term trends in team performance and resource demand to predict when additional help or resources (new employees, additional equipment, contractors) may be needed. This helps companies prepare in advance and prevent resource shortages that can delay a project. The Jira program can handle the above tasks perfectly.
Artificial intelligence is an important tool for managing projects, resources and productivity. With its help, you can easily identify "weaknesses" and find solutions to level them for coordinated and effective team work.
Artificial intelligence is able to effectively analyze absolutely all areas of project activity. It monitors work productivity, time spent, performance results, emotional state of employees, workload and can effectively allocate resources throughout the period. Of course, he "monitors" and predicts all possible risks in advance. With enough information, AI clearly knows where gaps in work will occur and will suggest the most effective methods of solving them. The EffyAI program is designed to complete these tasks flawlessly.
He clearly knows all the tasks of the project and monitors their implementation, as well as analyzes which are behind the schedule and compares it with the original plan. AI tools can identify gaps in key performance indicators (KPIs) and alert managers in real time.
By studying the progress of tasks and the behavioral patterns of employees, AI can predict potential delays before they become critical. For example, if a team member is regularly late for certain types of tasks, the AI alerts the manager about a possible delay in the future. Or if an employee is sick, the AI sees that a certain amount of tasks are not completed, there is no progress and notifies the manager about this.
Also, artificial intelligence is an indispensable assistant in resource allocation. Having all the data on warehouse occupancy, the availability of certain products, the budget and controlling their use, AI notifies the manager in advance of the possibility of problems in the form of a lack of resources in order to prevent them. Among the tools for hiring new team members, BazaIT stands out.
Artificial intelligence analyzes all external and internal factors that may be related to the project. It investigates absolutely all areas of activity and, based on previous experience, identifies potential risks (if he sees a correlation between past and present projects) and notifies the manager about it. AI has access to data that is not related to a specific activity. If the latest technologies have predicted dangerous events that may affect the course of work, AI will definitely warn the head or manager about it.
It should not be forgotten that artificial intelligence provides recommendations that are necessary for improving operations and leveling risks. This helps managers react quickly to potential problems and make informed decisions.
AI-based programs like Jira, AI Insight, Smartsheet will help manage risks and track problems in real time.
AI allows identifying potential project risks at early stages, before they turn into serious problems, and provides effective recommendations for their mitigation and avoidance.
With the development of various social media, people began to better perceive information visually. Dry and boring numbers no longer surprise anyone, but are only difficult to perceive and may not convey the importance of information. Artificial intelligence helps here to find optimization methods with the help of information panels.
Smart Project dashboards are an interactive AI-based tool that analyzes a large amount of information and displays content in a visual format (graphs, diagrams, charts). Information panels can provide any information related to the project:
Project progress — displays the percentage of completion of tasks and their stages in the format of a diagram or a progress bar.
An example of a visual representation of the Progress-Bar
*the material is taken from the website: Neil Patel
Cost and budget tracking — with the help of graphs or diagrams, artificial intelligence demonstrates the amount of resources that have been allocated to the project and the actual costs at each stage. In this way, it is possible to monitor whether there are enough resources or whether it is necessary to react quickly to achieve the desired results.
Risks and warnings - with the help of visual elements, AI shows the "problem areas" of the project. These can be delays in the completion of tasks or a decrease in team productivity. All this can be seen on the panel and instantly edited, accordingly reducing the risk of failure.
Interactive graphs and charts are a useful tool that show in a visual format how the lead times, the execution process or the performance have changed according to the previous periods.
All these graphs, charts and diagrams demonstrate clear project management data. It is convenient to evaluate them and make quick conclusions.
The following platforms will be useful for this stage of work: Monday, Smartsheet.
Smart Project dashboards provide a complete overview of project status, providing managers with up-to-date information for decision-making. Artificial intelligence tools allow you to predict risks, optimize team work and use resources efficiently.
Chatbots based on artificial intelligence have added to the list of necessary tools for effective project management. With their help, you can automate many tasks, save time and increase team productivity. The main functions of chatbots include:
Project members can create new tasks through simple chat commands, instead of manually entering them into the system. For example, the request "Create a report for Wednesday" automatically creates a task in the calendar and adds all the necessary employees who are related to this task. Chatbots, having an appropriate list of tasks, automatically distribute them among the team, appointing a responsible person and setting deadlines.
Since the artificial intelligence knows everything about the project, each employee, the status of tasks and deadlines, the chatbot serves as a source of necessary information for the team. Everyone can ask any question in the chat and get a quick answer.
Chatbots can provide real-time updates because they have full access to all project data. Thus, employees know whether Task X has been completed, at what stage of work Task Y is at, that Task 5 will not be able to be completed on time, because Task 2 is in the process of development, although the deadline is approaching, etc. This information is very important for making strategically important decisions.
Chatbots can integrate with existing platforms for project management (Asana, Trello, Jira), as well as with communication tools (Slack, Microsoft Teams), which allows you to combine all tasks and processes in a single workspace.
Chatbots that will become indispensable assistants in project management:
Chatbots based on artificial intelligence significantly increase the efficiency of projects, work productivity, reduce the amount of manual work, warn about possible risks that may arise during work and simplify the control of tasks, providing prompt notification of key changes in the project. In fact, all these functions take a lot of time and if they are performed manually, even more problems may arise, because the human factor cannot be excluded either.
The development of technologies makes it possible to easily integrate chatbots with various platforms and work with maximum comfort, focusing the main forces on tasks important for achieving goals.
The development of technologies based on artificial intelligence is an incredible opportunity for managers and companies to optimize their activities as much as possible and automate all processes. AI helps to cope with many tasks and monitors the execution of tasks in real time. With its help you can:
The use of artificial intelligence allows project managers and teams to work more efficiently, focusing on strategic tasks and not wasting time on routine, repetitive tasks.
Today, there are quite a few different AI-based platforms and programs that perform various tasks. Most of them integrate well with CRM or software. In order to choose the application that is right for you, it is better to assess your capabilities in advance, research the experience of similar companies and understand what you need help with in order to improve work productivity, establish communication within the team and simplify most tasks.
If you have been looking for options for how to optimize the team's work and achieve the desired results at lower and rational costs for some time, investigate in detail the issue of implementing programs based on artificial intelligence in your work. We are sure you will find the right solution.
Programs and applications based on artificial intelligence are developing every day. New things are constantly appearing, existing ones are updated and help to manage projects more effectively. You should not be afraid that AI will completely replace human work. On the contrary, machine intelligence will improve it, help the team to focus on more important tasks, and automate routine work. This will provide an opportunity to achieve better results with lower expenditure of various resources.
The functions of artificial intelligence in project management are enormous. Integrating AI into your activity, you can either give it full access, or limit yourself to certain areas. Among the main tasks that artificial intelligence can perform are:
Artificial intelligence performs many functions and has incredible capabilities, but it is not yet capable of completely replacing the human resource of AI. Instead, AI will become a powerful tool to automate routine tasks, provide deeper analysis, and support decision-making, leaving humans free to focus on the more strategic and creative aspects of management.
