Ah, AI and project management—a pairing as promising as peanut butter and chocolate, but with the potential to combust like baking soda and vinegar. For business owners and managers, the allure of AI’s efficiency and insights is undeniable. But just as undeniable? The occasional, hair-pulling moments when AI decides it knows best (spoiler: it doesn’t always). You know that friend who’s brilliant but sometimes makes questionable decisions? That’s AI. One minute it’s saving you hours of work, the next it’s confidently scheduling your team standup for 3 AM on a Sunday (because apparently, AI thinks we’re all living that startup life).

Let’s explore this love-hate dynamic, balancing the swoon-worthy benefits with the “Seriously, AI?” pitfalls. By the end, you’ll be armed with insights to decide whether this duo is headed for a happily ever after or an “it’s complicated” Facebook status.

The “Initial Meeting” (or “Meet-Cute”)

Like every great rom-com, this story starts with an initial meeting (or “first encounter spark”)—project managers discovering AI’s potential to handle the grunt work. You watch a YouTube video about incorporating AI into your project management workflow. You toss and turn that night, thinking about this amazing thing that could make your life so much better! Next thing you know—Scheduling? Done. Automated progress updates? Handled. Predicting risks before they’re visible to the human eye? AI’s got that, too. Look at you! You’ve fallen head over heels for AI.

It is totally understandable. What’s not to love? Take scheduling as an example: AI tools can optimize calendars, find the best meeting times across time zones, and even suggest breaks to avoid burnout. It’s like having a personal assistant who never sleeps (or complains about your 8 a.m. Zoom meetings).

The Honeymoon Phase: It’s All Good

AI brings undeniable perks to the project management table:

1. Time-Saving Automation: AI can tackle repetitive tasks like task assignment and progress tracking, freeing up managers to focus on strategy and team leadership.
2. Enhanced Decision-Making: With AI-powered analytics, you’re not just guessing—you’re making data-backed decisions. For instance, AI can predict project delays based on historical data and suggest adjustments to keep things on track.
3. Improved Collaboration: AI tools can streamline communication by summarizing meetings, prioritizing tasks, and ensuring everyone is aligned (even that one team member who’s perpetually “out of the loop”).

You’re proudly flaunting your fresh new relationship to your friends and project team. Your managers are excited and trying to come up with more work for you since you’re so efficient as of late. Your peers are jealous and signing up for AI courses hoping to snag their own AI agent. In short, AI seems to be achieving its promises to turn the chaos of project management into something resembling order in a fraction of the time it would normally take you. But as every rom-com fan knows, no honeymoon phase lasts forever.

The First Fight: What’s Love Got to Do With It?

The dark clouds roll in and cracks begin to surface in this new-fangled process you’ve been touting:

1. Garbage In, Garbage Out: AI is only as good as the data it’s fed. If your inputs are flawed, AI’s outputs will be equally questionable. Where did that data come from? And how long has it been in there? Imagine relying on AI to forecast project timelines based on outdated or biased data. Not exactly the fairytale ending you hoped for.
2. Team Resistance: Introducing AI tools can feel like casting a robot in a human’s role. Some team members might secretly or openly cling to spreadsheets or manual processes, seeing AI as a threat rather than an ally. It’s like bringing a surprise guest to dinner—expect some awkwardness.
3. Over-Reliance on Automation: While AI can enhance decision-making, it’s not a substitute for human judgment. Don’t mentally check out. When AI recommends a course of action, it’s essential to apply critical thinking (and maybe a sanity check) before jumping in.

Did you honestly think you could depend on AI to write a status report without dropping in a few white-lies here and there? Oh, your stakeholder didn’t see the funny in that automated update that reported everything red on your critical path? Ezra, in Accounting is spreading rumors that ‘your AI’ is ‘leaking’ into his department and messing up spreadsheets! Ezra never liked AI anyway. Everything was going so well! What happened?

What Now? Navigating the “It’s Complicated” Phase

So, here you are: the honeymoon is over, and the first fight has left you questioning everything. But before you call it quits, remember—the best relationships are the ones that grow through challenges. I certainly don’t have a magic ball but let’s have some fun and try to predict the future.  Here’s what the next phase might look like:

1. AI Gets Smarter (and So Do You): Over time, AI tools will better understand your workflows and adapt to your team’s quirks. This isn’t just about smarter algorithms; it’s about you learning how to train AI more effectively. Think of it as teaching your partner to load the dishwasher properly (finally).
2. Finding Balance: Instead of expecting AI to be the perfect partner, you learn to lean on its strengths—automating mundane tasks, analyzing data, and flagging risks—while knowing where your human touch is irreplaceable. For example, AI can’t lead a brainstorming session or mediate a team conflict, but it can free you up to focus on those things.
3. Collaborative Growth: Much like couples counseling, getting the most out of AI means ongoing collaboration. Regularly review its outputs, refine its processes, and adjust your expectations. Maybe AI won’t make your morning coffee, but it can certainly make your mornings smoother.

In short, “it’s complicated” doesn’t mean doomed. It means learning, adapting, and finding new ways to work together. Sure, there will be bumps along the way—but with patience and the right mindset, this partnership can thrive.

Stay Tuned Folks – The Fat Lady Has Yet to Sing

So, project management and AI—is it a match made in heaven? Meh—I don’t know. Not to air our dirty laundry, but I’ve had plenty of fights with AI myself. We’re working on our relationship and considering therapy. I’m cautiously optimistic.

What lesson can we take from this rom-com? Be wise. If you’re considering AI for your projects, start by reflecting on your needs. What tasks could AI automate? Where might it complement your team’s expertise? And most importantly, is your team ready to embrace it? Don’t jump on the bandwagon just because everyone is talking about it (like you did with Agile—but let’s not bring up old stuff).

Once you’ve pondered these questions, take action—whether it’s exploring new AI tools or fine-tuning your current approach. Don’t fall for the hype, smoke and mirrors, or FOMO. AI isn’t going anywhere, so take your time, get to know it, and you’ll be better prepared to deal with the crises as they arise (and they will arise). And remember, if you’re unsure where to start with using AI (or just need someone to commiserate with about AI’s quirks), I’m here to help. Feel free to connect with me on LinkedIn or schedule time on my calendar .

AI and project management might not have a perfect relationship yet, but I have high hopes. Going into any relationship with the right mindset and your eyes open sets the stage for amazing possibilities. I think this relationship, despite the current kinks, is one that’s definitely worth pursuing.