AI-Based Project Planning for Product Managers: Optimise Efficiency

1 Aug, 2023 | Read in 4 minutes

Discover the power of AI-driven project planning for product managers. Unlock efficiency with AI-based tools that optimise project management processes.


Project Management Software and AI-Based Project Planning have emerged as indispensable tools to meet these challenges. Together, they form a powerful combination that empowers project managers and teams to achieve better results.

According to a survey from Binfire, 59% of respondents agree that project management software helps team members achieve business goals. In addition, 50% of respondents stated that project management software also helps ensure project deadlines are met.

Gartner research also reports that by 2030, 80% of basic project management tasks will be performed by big data-powered AI, machine learning, and natural language processing.

How has AI-based project planning and scheduling software revolutionised the way product managers approach their tasks? Let's find out together.

An Overview of AI in Project Management

According to a survey from PwC in 2019, 85% of CEOs agree that AI will change the way businesses work. 

Further, AI can be used to monitor work habits. Product managers have access to advanced tools and techniques that can significantly improve the way projects are planned and executed. 

According to Versational, 70% of PMs believe PM-AI will help them be more effective. With AI's data-driven insights and predictive capabilities, product managers can make informed decisions that lead to successful project outcomes. 

How AI Transforms Project Planning

Image by laddawanpunna on Freepik

1. AI-Driven Task Prioritisation

One of the key benefits of AI in project planning is its ability to prioritise tasks effectively. 

The software can analyse project requirements, deadlines, and task dependencies, and intelligently prioritise tasks to ensure that critical aspects are completed first, reducing bottlenecks and delays.

2. Resource Allocation and Optimisation

AI-based project planning software can assess resource availability and allocate them optimally to tasks. 

By considering each resource's skill set and workload, the software can match the right resources with the right tasks, maximising efficiency and minimising idle time.

3. Real-Time Tracking and Adaptive Scheduling

Traditional project planning tools often fail to account for unexpected changes that can occur during the project lifecycle. 

AI-driven scheduling, on the other hand, can dynamically adapt to changing circumstances, automatically adjusting task timelines and resource allocation in real time.

4. Risk Assessment and Mitigation

AI can identify potential risks early in the project and provide insights into risk mitigation strategies. 

By analysing historical data and project parameters, the software can help project managers make informed decisions to avoid or minimise potential roadblocks.

The Impact of AI on Project Efficiency

1. Streamline Workflows

One of the most significant impacts of AI on project efficiency is its ability to streamline workflows. With the integration of AI-powered tools, project managers can automate repetitive and time-consuming tasks, freeing up valuable time and resources. 

AI-based project management software can handle tasks such as data analysis, progress tracking, and report generation without human intervention. 

As a result, project teams can work more collaboratively, boosting productivity with management tools.

2. Enhanced Accuracy

Inaccurate forecasting and scheduling can be detrimental to project success. Traditional project management methods often rely on manual input, making them susceptible to human errors and oversights. AI, on the other hand, excels in accuracy and precision.

AI-based project planning and scheduling software leverage vast amounts of historical data and use machine learning algorithms to analyse patterns and trends. 

This allows them to make data-driven predictions and recommendations, leading to more accurate project timelines and resource allocation. 

As a result, project managers can confidently set realistic deadlines and allocate resources effectively, reducing the risk of missed milestones and costly delays.

3. Increased Project Success Rate

A study from Harvard Business Review states that applying AI and other technological innovations in project management can increase the success ratio by 25%.

The combination of optimised schedules, effective resource allocation, and risk assessment contributes to a higher project success rate. 

Projects are completed on time, within budget, and with the desired quality, leading to increased client satisfaction.

The Future of AI in Project Management

1. Continuous Learning and Improvement

As AI continues to evolve, project management software will become even more sophisticated. 

The technology's ability to learn from every project and apply that knowledge to future tasks will result in continuous improvements in project planning and scheduling.

2. Integration with IoT and Big Data

AI will integrate with the Internet of Things (IoT) and Big Data to gather real-time project data. 

This integration will provide project managers with deeper insights, enabling them to make data-driven decisions and further optimise project outcomes.

3. Collaboration and Communication

According to a survey from McKinsey & Company, 20% -25% of worker productivity has increased due to increased communication and collaboration through technology.

Future AI-based project planning tools will foster better collaboration and communication on project performance

The software will facilitate seamless information sharing, making it easier for team members to stay on the same page and work together efficiently.

How AI-Based Planning Management Tool Helps You

An AI-based planning management tool greatly helps by automating tasks, optimising resources, and providing valuable insights. 

With this tool, project scheduling becomes more efficient as it automatically assigns tasks to team members based on their roles. 

Real-time progress tracking allows for identifying potential bottlenecks early on.

You can implement your project timeline with Gantt Chart in VirtualSpace.

VirtualSpace, Project Timeline

VirtualSpace's Gantt chart project feature makes visualising your entire timeline effortless. 

  • You can easily add tasks with essential details like names, durations, start, and due dates. 
  • With real-time updates, you can adapt swiftly to changes and ensure timely project delivery.

Wrapping Up

AI-based project planning and scheduling have transformed the way product managers handle complex projects. 

With their ability to prioritise tasks, allocate resources, and adapt to changing conditions, AI-driven tools have significantly improved project efficiency and accuracy.

As technology continues to advance, we can expect even more innovative solutions to emerge, reshaping the landscape of project management.

Experience the power of AI-driven project planning with VirtualSpace. Prioritise tasks, allocate resources efficiently and adapt to changes seamlessly. Try VirtualSpace here and elevate your project management.

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