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: So, the sponsor initiated the website project for the insurance agency, emphasising the need for user-friendly, secure interior platform. The project manager acknowledged the requirements and outlined the next step, including engaging stakeholders, developing a project charter, and establishing

communication plan

. The project has a budget of $100,000 and a target launch date aligned with the annual conference in November.

00:24:20 Mashhood Ahmed

: So, now you can see that both ChatGPT and Google Gemini gave me the 50 words summary. Both of them is a little different OK, why is different because each one of them has like a personality. Think of like you are working in an organisation, and you have 5 project managers. Every single project manager does things differently, so the way you do the project is different from the project manager sitting next to you. OK, so let’s go back to the slides. So that was our first prompt, now I’m going to do my second prompt that says. OK, based on same meaning transcription, can you please give me action items in a table format with action details, action owner and target dates. So, this is something I like you know, if you spend a lot of time in the meetings, you know that people talk about, OK I will do this, I will do that. And sometimes as a project manager, we don’t understand the technology or the details, right. So sometimes things get missed and this is where this will be very, very useful. So, I will say that based on the same meeting can you please provide me action item table with following columns, and you can add whatever you like, right? So, for example, the way I would prefer to do is like I need ID, I would say action details and then I will say action owner and then I will say target date.00:26:14 Mashhood Ahmed: Copy the same prompt, because I want to use this on the ChatGPT and let’s see what Gemini does. So now it’s telling me, number one I project manager need to engage the web team and the stakeholder to assess internal capabilities and resources and that should be done by July 11th. Now sometimes it picks up dates incorrectly and that’s something that we need to pay attention to right so, all the dates are incorrect in this case. Develop detailed project charter outlining scope, time and budget and risk present for chartered sponsor for approval, established communication plan. Begin identification of project risk and mitigation. Now if you look at these dates, it’s putting all these days at 11th of July and 18th of July and the reason being is because in the meeting we said that the project manager, said that he will get back to the sponsor within two weeks for the project charter. So, if you look from today’s date, two weeks is July 11th, so that does make sense, right? So, it kind of loses few contacts, but it kind of tried to build the context because we did not provide the meeting date when that meeting was actually happened. So, let’s see what the ChatGPT would do for the same prompt, I put this one in ChatGPT. So, now it is saying draft project charter project manager within two weeks, engage web team resource stabilities within two weeks coordinate with integration and Intel CRM teams. IT team need to have that discussion, and this is to be announced or to be discussed.00:28:03 Mashhood Ahmed: So, all the dates here are to be discussed and prepare for website for the showcase at annual conference November 25th. So, original date was November 28, but it took like 3 days of contingency, and it gives me a table like this, and I can copy paste and I can put the dates that I like to and that’s something that I would take as the next step. So, one of the comment is pick my attention to Katerina saying, “If my PSO made these mistakes we would have a performance conservation”. Absolutely, so think of this ChatGPT and Gemini as your assistant. It is not a project manager, it is not replacing project manager, but it is doing things that would take you like 30 minutes to do. It can give you this table in like one minute and now you can copy paste and make this table in your own. You don’t have to type all the things that were discussed in the meeting, and this is where the value is of the time saving. And how we can do 80% of tasks and optimise our capabilities, very good question, Katrina.

00:29:11 Mashhood Ahmed

: Now in Gemini, I want to show you one more feature here, it shows export to sheets. So, if you click on that one it can save this table into the Google sheets and from there you can put into anything that you want right. So that’s something OK, I got this table all the dates are incorrect. But I can fix the dates, but all the tasks or actions are correct or maybe need some fine tuning or some massage. But this is doing your 60% of your job that to at least type it in right so you don’t have to type all those things that were discussed in the meeting. Now, going back to my prompts, I will put a next prompt that is based on this meeting. Can you help me define the resources? Do we need to complete this project? OK, so I would like to understand the resource management. Based on this meeting, what project resources do we need to complete this project? So, any response the ChatGPT or Gemini is giving to you, you’re not gonna copy paste as is because your reputation would be at risk, as Katerina said that you know this would have like a performance conversation definitely. Think of this as an intern, somebody who knows something but makes some silly mistakes and you need to keep a tap because your name will be on that paper. Now if I put this prompt, what resources do I need and let’s see. So, it is saying personal resources, we do need a project manager, we do need a web developer, OK we do need UI, UX designers, we do need content creator, we do need quality assurance, we do need system admin and stakeholder representative from different teams. Now as an experienced project manager, we know that resource does not mean just a human resource or the people resources, but could include other resources like budget, technology and other things. So, let’s see what other resources it is giving us.

00:31:26 Mashhood Ahmed

: It’s saying we need a budget of $100,000, we need software and tools, we need some web development platform. We need a content management system, we may need a project management system, we need some communication tool, we do need some hardware and some additional consideration. Third party vendor, training, marketing and promotion, now think of this like if you have to type all of this how long it will take you. Is this 80% correct as whatever you would do in your organisation? Most people say yeah this is 80% correct right. Not 100% correct but if I have to type this it will take me one hour right? So now AI is here to help you to get over that blank page syndrome that you don’t have, you don’t know where to start, you just know you have a draft. And that’s easier to you know, manage it from there rather than writing from the scratch. So, this is what Google Gemini gave the answer. Now let’s go and ChatGPT and put the same prompt here and see what resources this would recommend.

00:32:33 Mashhood Ahmed

: So again, similar context it’s saying human resources, project manager, web development team UI/UX, security specialist. So, the other one did not mention about the security specialist, but this is required because in the meeting we talked about the

IT security

issues, right. Quality assurance, CRM integration, data analyst, communication, marketing team, customer service, legal and compliance. And technical resources include web hosting service, software tool for development, for CRM for security, encryption testing and debugging, third-party API. It did not mention the

project management software

projects

do work. OK, so with that I will go into my 4th prompt, that is I would like it to identify 3 high probability risks that I have to manage as a project manager. I’m not saying give me all the risks because one thing I find is that if I say just give me the risk, it gives me a list of like 10 risks and that may not be good risk. But if I say give me 3 risk or 5 risk. It gives me a little bit of a better-quality response so let me go back and say. 00:34:40 Mashhood Ahmed : Great, based on this can you please provide me with 3 high probability risk on this project. And one thing I have noticed is that if you make spelling mistake or grammar mistakes, it’s OK. It understands it but sometime if you make like a major grammar mistake or spelling mistake it kind of gives you the wrong answer. So, I made a mistake for the probability I’m pretty sure it will catch up because it gets the context. So, identifying higher probability risk early in the project can help in planning effective mitigation strategies. OK good, here are the 3 high property risks for the website for insurance agency. Integration risk with existing system, risk description; integration with new website with existing CRM and third-party insurance database may encounter technical difficulties such as data mismatches in capabilities, delays in data synchronisation. Impact these challenges can delay project timeline. Mitigation strategy engage integration specialists early in the project.

00:35:53 Mashhood Ahmed : Second risk, it talks about the scope creep. I’m not going to read but you get the what it’s giving me a good idea where to look for. Security vulnerabilities because of the technical nature of the project, there could be some security risk that if I don’t take care of that, that will cause the problem. Remember in the meeting we talked about security because the portal and the information about the policies would reside in those systems. I’m going to copy paste the same from prompt for Gemini and let’s see what response it gives me. The first it says tight timeline and schedule risk. The November conference deadline is a significant constraint given the complexity of the project integration, custom features, multiple stakeholder, high probability of delay if not managed carefully. This could lead to missing conference launch, which seems to be a key business goal. 00:36:52 Mashhood Ahmed

: The second risk is scope creep, and the third risk is integration challenges, so both of them provide me good risk and you know, so by default ChatGPT provide me risk impact and mitigation while Gemini only provide me the risk description. Now if I would like Gemini to provide me the mitigation I can simply type. Can you please provide me mitigation for each of these risks. OK, now if I do that, it will give me some mitigation strategies, right? So, it’s saying how do I manage the time risk? How do like a detailed planning start early follow the

agile methodology

, prioritisation, resource optimisation, have a contingency plan. Regarding scope creep, have a clear scope definition, have a change control process, have a regular communication. Do an iterative development, integration, early testing, get experience resource. Have a good vendor collaboration and have some contingency plan and then some additional mitigation strategies. So, you see that out-of-the-box in the last 15-20 minutes, you just give some prompts and then start giving us a lot of information that if I have to type, if I know all those things by my head, if I have to type, that will easily take me anywhere from 30 minutes to one hour. Because that will take my brain power, now if I have this, I can copy paste and I can make my own. But never, ever copy paste and send it to your managers without reading it. That’s a suicidal mistake at your workplace, so please don’t do that. So, with that, I’m going to get to the last prompt, which is custom prompt, and we’ll change the direction here. I will ask what would you like to ask ChatGPT based on this meeting transcription.Construction project management guide00:38:52 Mashhood Ahmed : You can type, OK what question would you like to ask on this? Yes, so Layla is saying it’s rare that we do the verbatim minutes nowadays, we do the action and risk. Yes, and that’s the example that we saw in the second prompt I asked give me the action item table and that’s something is very, very useful for the project management.

00:39:27 Mashhood AhmedKnowledge Train

00:40:17 Mashhood Ahmed

00:40:19 Mashhood Ahmed

: So, I will go, and first ask can you help me put together a detailed

project schedule . OK, let’s just do it two steps. So, last is question to Gemini and absolutely, so now it’s giving me the project timeline OK, the task one, task two, task 6 for the phase one, then give me phase two. OK great, I will ask it to can you please put this into a table or Google sheet. And then you’ll see meanwhile I’ll go to ChatGPT, I’m going to put the same prompt and see what happens next. So now it’s putting the same thing, right? It’s putting the schedule for me. OK, so each task is putting like two weeks, one week and the details. Now if I go back to Gemini, now you can see that Gemini put all these phases and all these tasks with start date and end date. And as you can see you scroll down, you can see that I can export into Google Sheets that means I can simply click here and it is now, creating a spreadsheet for me.

00:41:49 Mashhood Ahmed

: And I can click on open, now here are the tasks that are discussed there, and I can simply go and change the dates and based on these dates I can create the Gantt chart. Now I will simply ask, can you please create a Gantt chart for these tasks. Now typically, I don’t see a really good response. I see an OK response in terms of Gantt chart creation, but we will see how it does. See, you cannot read Gantt chart directly from this text, it can provide you the data yeah, because that’s like a little step further, right. So, it’s not providing me that, but if I go to Gemini, ChatGPT. I have tried it, I think it’s it has done few times but not a good quality Gantt chart. So that’s something that I’m not gonna lie on. But it’s a good starting point, right. So again, think of this how this ChatGPT would look like 2 years from now. And two years from now, definitely it can do the Gantt chart much more to at a greater level.

00:43:00 Mashhood Ahmed : So, let’s see it’s analysing because it’s generating an image, it’s taking longer than the text, so the text responses are usually faster compared to the image responses. OK, it’s taking a little longer, OK let’s come back to this, there you go. So, it just did a Gantt chart for me right. Now this is what I find consistently that the Gantt chart goes from lower bottom to upper bottom, while as a Waterfall methodproject manager

we are used to being from going top to the bottom. So that’s just something that these tools need to improve but if you look at this out-of-the-box, this is good, this is a good visual. It’s not the best, it’s not 100% accurate, but it’s a good starting point. I like the text component rather than the image component from these generative AI. So, let’s go back to our slides, we have not much time left, so I’ll just quickly go over what next. So do not use any AI model at work without having written approval. That’s just my warning, please do not do that because that could cause your you may lose your job for that.Knowledge Train

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: Now what you need to do is you need to build the AI governance within your team. You need some legal advisors. You need some privacy advocates, you need

, a expert and business idea representative to help build that type of discussion. I am also leading A-team at PM assistant. AI if you like this one you can go and download the AI prompt guide from project managers. That guide has over 80 prompts that you can just download and start using them. Also, once you download that you will get to my wait list. Once we release that PM assistant, you will be able to, you know try it out. So, our goal is to build the AI powered project manager assistant for every project manager on every project.

00:45:07 Mashhood Ahmed

: If you like this one, I have couple of other rise of a AI series that you can follow me on the project-management.com or go to my site or follow your LinkedIn. You’ll find those details up there as well. And the transcript will be available, so the final comment is “AI will assist project managers. It will not eliminate the project manager role. However, it will transform our role into strategic business enabler”. So, with that, I would like to open the floor for Q&A, feel free to connect with me on LinkedIn or send me an e-mail if you have questions that I have not answered. And if you like this, I do run like a four-hour AI master class. So, if you want to learn more about that one, you can go to the e-mail by page that link this up there stop. So, let’s open the floor for Q&A. 00:46:01 Mashhood Ahmed

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