Project managers have a plethora of tools available at their fingertips. Cloud-based project management systems like Smartsheet, Asana, and Jira all boast integrated workflows, triggers, and automations. Many companies invest in powerful software like Microsoft Project or Primavera for complex project management needs. Many project managers have begun to explore the use of AI programs like ChatGPT and Otter to help with routine tasks like the preparation of meeting agenda and notes. And then there are the meta project management tools like Zapier, which can link multiple programs together, further lessening the burden of simple, repeatable tasks on a PM’s day-to-day duties.
Despite so many powerful tools to choose from, a real-life project manager remains integral to the project team for several reasons. First, to work well, even automated programs require sound inputs and regular maintenance. Just like the iPhone in your pocket pings you with regular software updates to resolve glitches and introduce new improvements, automated project management platforms require regular maintenance from PMs to best meet evolving project needs. This becomes more essential the more variables or programs that are introduced into a project management network. The PM becomes the central person who manages these elements in tandem. At the same time, complex project management software like Microsoft Project and Primavera requires regular, hands-on management from PMs with a deep knowledge of the software and the projects being managed within.
Another reason PMs remain critical is the fact that there is an essential need for human interaction when it comes to stakeholder engagement, risk management, and strategic negotiations. Imagine a team meeting in which the agenda was created with assistance from ChatGPT, and the minutes were captured by a recording platform like Otter. These tools save the PM time, but they may miss critical nuance. Perhaps someone on the video call looks visibly uncomfortable but does not speak up, or maybe several team members are speaking over one another in a heated debate. A strong PM can discern team dynamics, understanding what should be simply noted and what should instead be tactfully followed up one-on-one. The human elements of facilitation, monitoring, and evaluation a PM fulfills cannot easily be automated or replaced.
The PM also possesses broader contextual knowledge than the narrow topic of the meeting at hand. For example, a PM may catch a comment made about a vacation or another project going on concurrently which poses a huge risk to overall timeline, something that AI cannot do. Similarly, if a highly valuable scientist or software developer is being pulled over to another project, the PM may need to negotiate across teams to ensure the right resources are engaged to support their timeline. These negotiations happen on a human level.
Even as the future of work introduces more automation and efficiency to the management process, the human element of project management cannot be replaced. Pairing a strong PM with cutting-edge software can create efficiencies and maximize the value you receive from your PM. A strong project manager knows how to leverage AI and related tools, not rely solely upon them.