Module 2: Project Planning with AI

🎯 Learning Objectives

By the end of this module, you will be able to:

• ✓ Create a comprehensive Work Breakdown Structure (WBS) in 15 minutes
• ✓ Generate realistic project timelines with task dependencies
• ✓ Build resource allocation plans and identify skill gaps
• ✓ Craft effective planning prompts with specific project context

The Planning Time Drain

You've just been assigned a new project. Your executive sponsor wants a detailed plan by end of week. Here's what you're facing:

• Create Work Breakdown Structure 4 hours
• Estimate task durations 2 hours
• Map task dependencies 1.5 hours
• Create resource allocation plan 2 hours
• Format and document everything 1 hour

Total: 10.5 hours of intense planning work—and you haven't even started the project yet.

With ChatGPT, you can create the same comprehensive plan in 30 minutes. Here's how.

📋 Creating a Work Breakdown Structure with AI

A Work Breakdown Structure (WBS) is the foundation of project planning. It breaks your project into manageable phases, deliverables, and tasks. Here's how to create one with ChatGPT.

The 4-Step WBS Creation Process

Example: E-Commerce Website Redesign

Let's walk through a real example. You're managing an e-commerce website redesign project.

Step 1: The Initial Prompt

I'm managing an e-commerce website redesign project. Help me create a comprehensive Work Breakdown Structure (WBS).

PROJECT DETAILS:
- Goal: Redesign our B2C e-commerce site to increase conversion rate by 30%
- Timeline: 4-month project with November 15 launch deadline
- Team: 2 UX designers, 3 developers, 1 QA engineer, 1 content writer
- Key Features: New homepage, product pages, checkout flow, mobile optimization, payment gateway integration

REQUIREMENTS:
- Break down into major phases (Discovery, Design, Development, Testing, Launch)
- Include all deliverables and tasks
- Consider dependencies between tasks
- Format as a hierarchical structure (Level 1: Phases, Level 2: Deliverables, Level 3: Tasks)
- Include estimated effort (hours or days) for each task

Step 2: Review the Output

ChatGPT will generate a comprehensive WBS. Here's what you'll typically get:

WORK BREAKDOWN STRUCTURE: E-Commerce Website Redesign

1.0 DISCOVERY & PLANNING (2 weeks)
    1.1 Stakeholder Alignment
        1.1.1 Conduct kickoff meeting with sponsors (4 hours)
        1.1.2 Document business objectives and KPIs (8 hours)
        1.1.3 Define success metrics (4 hours)
    
    1.2 User Research
        1.2.1 Analyze current site analytics (16 hours)
        1.2.2 Conduct user interviews (20 hours)
        1.2.3 Create user personas (12 hours)
        1.2.4 Map current user journey (8 hours)
    
    1.3 Competitive Analysis
        1.3.1 Research competitor websites (12 hours)
        1.3.2 Benchmark features and UX patterns (8 hours)
        1.3.3 Document best practices (4 hours)

2.0 DESIGN PHASE (4 weeks)
    2.1 UX Design
        2.1.1 Create information architecture (16 hours)
        2.1.2 Design wireframes for all pages (40 hours)
        2.1.3 Conduct usability testing on wireframes (16 hours)
        2.1.4 Revise based on feedback (12 hours)
    
    2.2 Visual Design
        2.2.1 Develop design system (colors, typography, components) (24 hours)
        2.2.2 Create high-fidelity mockups (48 hours)
        2.2.3 Design mobile-responsive versions (24 hours)
        2.2.4 Stakeholder review and approval (8 hours)

[... continues with Development, Testing, and Launch phases ...]

Step 3: Drill Down Further

Need more detail on a specific phase? Just ask:

Expand section 3.0 Development Phase in more detail. Break down the checkout flow development into specific technical tasks, including:
- Frontend development tasks
- Backend API development
- Payment gateway integration steps
- Database schema changes
Include dependencies and specific technologies (React, Node.js, Stripe)

Step 4: Export to Your PM Tool

Once you're happy with the WBS, get it in a format you can use:

Export this WBS in CSV format with columns: Task ID, Task Name, Phase, Estimated Hours, Dependencies, Assigned Team Member Role

Make it ready to import into Microsoft Project or Jira.

⏱️ Creating Project Timelines with Dependencies

A WBS tells you what needs to be done. A timeline tells you when and in what order.

Understanding Task Dependencies

Creating a Timeline with ChatGPT

Now let's turn your WBS into a realistic project timeline:

Based on the WBS we created, generate a project timeline for the e-commerce redesign project.

CONSTRAINTS:
- Project must complete by November 15 (16 weeks from today)
- Team works 40 hours/week
- Developers can only work 1 feature at a time
- Design must be approved before development starts
- Testing requires completed development

PLEASE PROVIDE:
1. Start and end dates for each major phase
2. Critical path (tasks that directly impact the end date)
3. Task dependencies (which tasks must finish before others start)
4. Identification of any resource conflicts or bottlenecks
5. Buffer time for unexpected delays (10% contingency)

Format as a Gantt-chart-ready table with: Task Name, Duration, Start Date, End Date, Dependencies, Assigned Role

👥 Resource Allocation Planning

You know what needs to be done and when. Now you need to figure out who does what—and whether you have enough people.

Creating a Resource Allocation Plan

Create a resource allocation plan for the e-commerce redesign project.

TEAM COMPOSITION:
- 2 UX/UI Designers (Sarah - Senior, Mike - Mid-level)
- 3 Frontend Developers (React specialists)
- 2 Backend Developers (Node.js/Express)
- 1 QA Engineer
- 1 Content Writer
- 1 Project Manager (me)

REQUIREMENTS:
1. Assign roles to each task in the WBS
2. Calculate total hours per person per week
3. Identify resource bottlenecks (anyone over 40 hours/week)
4. Suggest where we might need contractors or additional help
5. Highlight skill gaps (tasks we don't have expertise for)
6. Recommend task sequencing to balance workload

Present as a week-by-week resource allocation table showing:
- Person name and role
- Tasks assigned that week
- Total hours allocated
- % capacity utilization
- Any conflicts or overallocations

Interpreting Resource Analysis

ChatGPT will identify resource issues like:

🎓 Advanced Planning Techniques

Once you've mastered basic WBS and timeline creation, try these advanced prompts:

💪 Practice Exercise

Sample Starting Prompt

I need to plan a mobile fitness tracking app launch project. Help me create:
1. Comprehensive Work Breakdown Structure (WBS)
2. Project timeline with task dependencies
3. Resource allocation plan

PROJECT DETAILS:
- Timeline: 3 months from today (launch date: [INSERT DATE])
- Platform: iOS and Android native apps
- Team: 1 iOS developer, 1 Android developer, 1 backend developer (Node.js), 1 UX/UI designer, 1 QA tester
- Core Features:
  * User registration/login (email + social auth)
  * Workout logging (custom workouts, sets, reps, weight)
  * Progress tracking (charts, stats, personal records)
  * Social features (share workouts, follow friends)
  * Integration with Apple Health and Google Fit
- Backend: REST API + PostgreSQL database

SPECIFIC REQUIREMENTS:
- Break into phases: Planning, Design, Development (Backend + Mobile), Testing, Launch
- Consider parallel iOS/Android development where possible
- Identify dependencies (backend APIs must be ready before mobile features)
- Flag any resource bottlenecks or skill gaps
- Include app store submission process (1 week review time)
- Add 15% buffer for unexpected delays

OUTPUT FORMAT:
- WBS with 3 levels of detail
- Timeline as Gantt-ready table (Task, Duration, Start, End, Dependencies)
- Resource allocation showing hours/week per person
- Critical path analysis
- Risk areas to watch

🎯 Key Takeaways

🚀 What's Next?

You now know how to create comprehensive project plans in a fraction of the time. In the next module, we'll explore how to use AI for Agile and Scrum workflows—sprint planning, user stories, retrospectives, and backlog management.