Discover how AI transforms PM workflows and start your productivity revolution
🎓 Complete all 11 modules to earn your Free AI Project Management Certificate
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By the end of this module, you will be able to:
Picture this: It's Monday morning. You've just finished a 2-hour project planning session. Now you need to:
That's 9 hours of work before you've even touched the actual project execution.
Studies show project managers spend:
Source: PMI Pulse of the Profession 2024
What if you could flip these numbers?
What if administrative tasks took 30 minutes instead of 5 hours? What if you could spend 70% of your time on strategic work—the work that actually moves projects forward?
That's exactly what AI tools like ChatGPT enable.
Think of ChatGPT as your incredibly smart, always-available PM assistant who:
Available 24/7 for urgent requests, weekend planning, or late-night brainstorming sessions
Familiar with PMI, Agile, Scrum, Kanban, PRINCE2, and can apply them instantly
Drafts professional emails, status reports, and documentation in seconds
Helps identify risks, dependencies, and opportunities you might miss
Here are the tasks you'll master in this course:
Free vs ChatGPT Plus ($20/month):
💡 Recommendation: Start with the free account to learn the fundamentals. Upgrade to Plus once you're using ChatGPT daily and want advanced capabilities.
ChatGPT has a feature called "Custom Instructions" that lets you teach it about your role, projects, and preferences. This means you don't have to repeat yourself in every conversation.
Here's a template for PM Custom Instructions:
What would you like ChatGPT to know about you?
I am a Project Manager working in [INDUSTRY/COMPANY TYPE].
I manage [PROJECT TYPES - e.g., software development, marketing campaigns, infrastructure].
I follow [METHODOLOGY - e.g., Agile/Scrum, Waterfall, Hybrid].
My team size is approximately [NUMBER] people.
I report to [STAKEHOLDER TYPES - e.g., executives, clients, department heads].
What would you like ChatGPT to do?
- Use project management terminology from PMI and [YOUR METHODOLOGY]
- Keep responses actionable and concise
- When creating plans or documents, use professional PM templates
- Highlight risks and dependencies proactively
- Format outputs ready for stakeholder communication
- Ask clarifying questions if project context is unclear✅ Action Item: Set up your Custom Instructions now. It takes 2 minutes and will save you hours of repeated context-sharing.
Most people write prompts like this:
"Write a project plan for a website redesign."
That's like asking a new team member to "figure it out" with zero context. You'll get generic, unusable output.
The C.R.A.F.T. Framework ensures you get PM-quality results every time:
Set the scene: What's the project? Who's involved? What's the environment?
Example: "I'm managing a 6-month enterprise software migration for a 200-person financial services company. Budget is $500K. The executive team is risk-averse."
Tell ChatGPT what expert role to adopt.
Example: "Act as a senior project manager with 15 years of enterprise software experience and PMP certification."
Be specific about what you want. Vague = bad results.
Example: "Create a risk register with 10 potential risks, including likelihood (1-5), impact (1-5), mitigation strategies, and owner assignments."
Specify the structure you need (table, bullets, email, etc.)
Example: "Format as a table with columns: Risk ID, Description, Likelihood, Impact, Score, Mitigation Strategy, Owner."
Set the communication style (formal, casual, executive-level, technical, etc.)
Example: "Use executive-level language suitable for C-suite presentation."
Full Prompt Example:
"[Context] I'm managing a 6-month enterprise software migration for a 200-person financial services company. Budget is $500K. The executive team is risk-averse.
[Role] Act as a senior project manager with PMP certification and 15 years of enterprise software experience.
[Action] Create a comprehensive risk register with 10 potential risks for this migration project.
[Format] Format as a table with columns: Risk ID, Description, Category, Likelihood (1-5), Impact (1-5), Risk Score, Mitigation Strategy, Contingency Plan, Owner.
[Tone] Use professional PM language suitable for executive review."
Let's apply the C.R.A.F.T. framework to a real PM task.
You're kicking off a new project next week. You need to create a meeting agenda for the kickoff meeting. The project is a marketing campaign for a product launch, you have 8 stakeholders attending (including executives), and the meeting is 90 minutes.
Write a C.R.A.F.T. prompt to generate this kickoff meeting agenda.
"[Context] I'm leading a 3-month marketing campaign for a new product launch. Budget is $150K, and we have cross-functional teams (marketing, design, product). 8 stakeholders will attend the kickoff, including our CMO.
[Role] Act as an experienced marketing project manager who runs effective kickoff meetings.
[Action] Create a detailed agenda for a 90-minute project kickoff meeting. Include time allocations, discussion topics, and desired outcomes for each section.
[Format] Format as a structured agenda with time blocks, topics, facilitator notes, and materials needed.
[Tone] Professional but energetic—this should set an exciting, collaborative tone for the project."
✅ Practice Now: Go to ChatGPT and try this prompt. Then modify it for your own upcoming meeting!
In the next module, you'll learn:
Supercharge your PM workflow with these AI-powered tools
Price: $20/month | Perfect for: Daily PM tasks, planning, communication, problem-solving
Access GPT-4 with priority speed, longer context windows, and advanced features. Used by PMs at Google, Microsoft, and Amazon for everything from sprint planning to stakeholder communication.
Why PMs love ChatGPT Plus:
Price: $10/month (add-on) | Perfect for: Documentation, meeting notes, project tracking with AI
Transform your project workspace with AI that writes meeting summaries, generates action items, and helps organize project knowledge. Used by teams at Pixar, Nike, and Figma.
PM superpowers with Notion AI:
💡 These tools pay for themselves by saving 5-10 hours per week. Most companies reimburse PM tool expenses!
Test your understanding of AI for project management!