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>> House of PM: 4-part series on the use of artificial intelligence in project management
Part 3: AI in project monitoring and tracking
Learn more about the limits of ChatGPT in the automation of complex tasks and how you can use AI optimally for your projects.
Project monitoring and tracking
Project monitoring and tracking is the phase in project management in which it is necessary to check whether the plan is working or whether intervention is required. Communication on the status and reports on the current status characterize the project business. What would it be like if I had an all-knowing project team member who could provide me with information at any time? And can Chat GTP already fulfill this task?
Real-time status updates
ChatGPT can help teams track the current status of the project in real time. The prerequisite for this is that the chatbot is integrated into the project management software and is able to respond to requests in real time. Team members can regularly provide the chatbot with information about the progress of their tasks, and the chatbot can collect and aggregate this information. This gives all team members a clear overview of the current status of the project and allows them to intervene or react if necessary.
The quality of the report generated depends heavily on the information provided. Human review and customization are often necessary to ensure that the report is accurate and relevant. ChatGPT can serve as a useful tool to speed up the writing process, but does not replace the human consideration and expertise in creating status reports as a text report.
Progress reports and dashboards
ChatGPT can help with the creation of dashboards. Team members can provide the chatbot with information about the progress of their tasks, and the chatbot can analyze this information and present it in a clear form. This can take the form of regular reports or dashboards that show the progress of individual tasks and other relevant metrics.
For a meaningful result, the context of how a status is determined must have been provided and the team members must have entered the status accordingly.
Real-time communication and collaboration
Just as in project execution, ChatGPT also offers the advantage of improved real-time communication and collaboration in project monitoring and tracking. Here too, team members can use the chatbot to ask questions, exchange information or discuss any problems that arise.
Conclusion on use in project monitoring and tracking
To be able to use ChatGPT adequately in project monitoring and tracking, it should generally be integrated into the project management software and the bot should be able to respond to requests in real time. In order to be able to use status updates in real time, more complex contexts or specific project details must be recorded. Occasionally, ChatGPT finds it difficult to establish contexts, especially if these are not provided clearly enough. In addition, the chatbot may struggle to access project-specific details unless these are explicitly provided during the chat. When using real-time status updates, data protection and security concerns should be taken into account and appropriate governance should be established within the company. Sensitive project information must always be appropriately protected and authorized.
Always bear this in mind: ChatGPT can only automate tasks to a limited extent. More complex actions that require human judgment or specialist knowledge reach their limits here.
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House of PM GmbH
Ferdinandstrasse 12
20095 Hamburg