Transforming Project Management with AI

Automation, Analytics, and

Stakeholder Engagement

ADVISORY ARTICLE

By Ali Hosseini

Istanbul, Turkey

Abstract

This paper explores the role of Custom Generative Pretrained Transformers (Custom GPTs) in modern project management, focusing on automation, predictive analytics, and stakeholder engagement. As project environments become increasingly complex and remote, Custom GPTs enable task automation, optimize decision-making, and enhance tailored communication across diverse audiences. The study also addresses key challenges, including data privacy, algorithmic bias, and the need for governance frameworks to ensure ethical AI adoption. Using a technology foresight approach, this paper aligns AI capabilities with Agile and PMBOK methodologies, offering practical insights for future-ready project management. The findings suggest that organizations integrating AI responsibly can unlock operational efficiencies and foster strategic innovation in project delivery.

Introduction

The AI revolution is transforming industries, including project management. Increasing complexity and the shift to remote work are making traditional methods less efficient, prompting the adoption of artificial intelligence to enhance communication, generate insights, and optimize resource allocation^[i]. Custom Generative Pretrained Transformers (Custom GPTs) are at the forefront of this transformation, automating routine tasks, predicting risks, and tailoring communication for diverse stakeholders. These tools free project managers from administrative oversight, allowing them to focus on strategic leadership, operational efficiency, and improved decision-making^[ii].

Custom GPTs are advanced AI models capable of generating human-like text, making them effective at processing unstructured data, such as emails, reports, and meeting transcripts. Unlike traditional AI models that rely on structured datasets and predefined rules, Custom GPTs are fine-tuned for specific applications, automating complex tasks, providing predictive insights, and tailoring communication to meet business needs.

Unlike ChatGPT, which is designed for broad conversations, Custom GPTs deliver targeted, actionable outputs for specialized contexts, such as project management. By leveraging Custom GPTs, organizations can streamline workflows, enhance decision-making, and improve operational efficiency.

While Custom GPTs offer substantial benefits, their success depends on the quality of data and careful integration into workflows. Project managers must also address challenges such as algorithmic bias and data privacy to ensure transparency and compliance with regulations like GDPR and CCPA^[iii]. Mitigating these risks requires regular audits, data governance frameworks, and ethical oversight throughout the project lifecycle.

This study examines the impact of Custom GPTs on project management, exploring their capabilities and the challenges they present for future adoption. Using a technology foresight approach, the research draws from literature reviews, expert opinions, and case studies to predict future trends in AI adoption. This study also highlights how these technologies align with frameworks such as Agile and PMBOK to enhance project delivery. As project managers take on roles involving AI oversight and strategic leadership, the need for AI literacy, data governance, and ethical decision-making becomes critical. By balancing AI’s potential with a clear understanding of its limitations, organizations can adopt Custom GPTs to drive better project outcomes.

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How to cite this work: Hosseini, A. (2024). Transforming Project Management with AI: Automation, Analytics, and Stakeholder Engagement, PM World Journal, Vol. XIII, Issue XI, December.  Available online at https://pmworldlibrary.net/wp-content/uploads/2024/12/pmwj147-Dec2024-Hosseini-Transforming-Project-Management-with-AI-3.pdf

About the Author

Ali Hosseini

Istanbul, Turkey

Ali Hosseini, PMP, is a consultant, educator, and founder of NextGen PM, a platform dedicated to AI-driven innovation and project management transformation. He advises organizations on AI integration and digital transformation while leading workshops and mentoring future project managers. Ali holds an M.Sc. in Technology Foresight from Amirkabir University of Technology. His work explores AI-human collaboration and applies foresight methods to identify emerging trends, helping organizations align with future challenges. Contact Mr. Hosseini at ali.hosseini@nextgenpm.org or visit www.nextgenpm.org

[i] Pronaya Bhattacharya et al., “Demystifying ChatGPT: An In-Depth Survey of OpenAI’s Robust Large Language Models,” Archives of Computational Methods in Engineering, June 18, 2024, https://doi.org/10.1007/s11831-024-10115-5
[ii] He Li et al., “Harnessing AI for Project Risk Management: A Paradigm Shift,” in Progressive Decision-Making Tools and Applications in Project and Operation Management, ed. Mohammad Yazdi, vol. 518, Studies in Systems, Decision and Control (Cham: Springer Nature Switzerland, 2024), 253–72, https://doi.org/10.1007/978-3-031-51719-8_16
[iii] Hafiz Sheikh Adnan Ahmed, “Developing an Artificial Intelligence Governance Framework,” September 21, 2022, https://www.isaca.org/resources/news-and-trends/newsletters/atisaca/2022/volume-38/developing-an-artificial-intelligence-governance-framework