How reliant should project professionals be on AI?

Artificial intelligence (AI) is transforming the project profession, offering tools that streamline workflows, improve decision-making and predict project outcomes and risks with remarkable precision. As highlighted by Antonio Nieto-Rodrigues (Vice President of APM) and Ricardo Viana Vargas in the Harvard Business Review article "How AI Will Transform Project Management", AI has the potential to revolutionise project management by automating routine tasks, enabling project professionals to focus on the more strategic aspects of their roles. However, as we lean more heavily on AI, it is right to question whether this reliance is becoming too great and whether it introduces risks that must be actively mitigated.

The risks of over-reliance on AI

Whilst AI promises significant efficiency gains, it is crucial to remember that AI systems are only as good as the algorithms that drive them - and these algorithms are created by humans... This means AI can (and arguably does) inherit human biases, blind spots and limitations. For instance, a predictive AI tool trained on historical project data might replicate biases present in that data, such as underestimating timelines or over-allocating resources to specific project phases. If project professionals accept AI’s recommendations without question, they risk perpetuating these issues.

And we should not overlook the many human aspects that contribute to successful project delivery, such as having a nuanced understanding of team dynamics, stakeholder motivations and organisational culture. Whilst I acknowledge that humans can often struggle with such nuances, are we sure that AI can account for these qualitative factors any better? For example, whilst AI might suggest reallocating resources to optimise efficiency, a seasoned project professional might recognise that such a move could disrupt team morale or erode trust among stakeholders. In such cases, it seems to me that there remains a role for human judgment alongside AI.

Another consideration is the potential for the over-reliance on AI to dampen a project professional’s critical thinking skills. When AI handles routine tasks like scheduling, risk assessment and performance tracking, project professionals may lose touch with the foundational skills required to deliver projects manually. This can leave teams feeling vulnerable if the AI system fails or produces inaccurate outputs.

AI and sustainability: a double-edged sword

The impact of AI on sustainability is another area where project professionals should tread carefully. On the one hand, AI can significantly enhance sustainability in projects. By optimising resource allocation, minimising waste, and predicting project risks, AI can help organisations to better achieve their sustainability goals. For example, an AI-driven tool might identify energy-efficient alternatives for project execution or suggest ways to reduce carbon emissions during the project life cycle.

However, the environmental footprint of AI cannot be ignored. Training AI models and maintaining the infrastructure required for their operation consumes vast amounts of energy. The data centres powering AI systems are significant contributors to global carbon emissions. For example, it was reported in an article by The Independent in 2023 that for every 20-50 prompts on an AI chatbot, it takes the equivalent of a 500ml bottle of water for the necessary cooling in the data centre.

To be clear, I am not arguing that AI should not be used, rather that as project professionals increasingly adopt AI, they must weigh its environmental benefits against its energy costs. One way to address this is for organisations like APM to advocate for sustainable AI practices, such as using energy-efficient algorithms and leveraging renewable energy sources for data centre operations.

Striking the right balance

Despite these challenges, the potential of AI for the project profession is undeniable. The key lies in striking the right balance between leveraging the strengths of AI and maintaining appropriate human input and assurance. Here are some strategies that could help project professionals to achieve this balance:

Develop AI and data literacy: Project professionals should take the time to understand how AI systems work, including their limitations, potential biases and the data that they draw from. This knowledge will enable them to be more effective in critically evaluating AI-generated recommendations rather than simply accepting them at face value. APM’s guides on ‘Getting Started in Project Data’ and ‘Developing Project Data Analytics Skills’ could be a useful starting point.
Maintain a human touch: Whilst AI can handle many tasks, effective project delivery is about people as well as processes. Project professionals should continue to prioritise soft skills, such as communication, empathy and conflict resolution, which AI cannot yet replicate. The APM Competence Framework clearly sets out what competences are required from a people and behaviours perspective.
Use AI as an aid, not a crutch: AI should complement the expertise of project professionals, not replace it. By using AI to handle routine tasks, project professionals can free up time to focus on strategic decision-making and problem-solving.
Advocate for ethical AI: Project professionals have a role to play in ensuring that the AI tools they use align with ethical expectations. This includes questioning how data is collected, ensuring there is sufficient diversity in training datasets and monitoring the environmental impact of AI systems. Green Project Management’s ‘commitment to responsible AI use’ is a useful example of the considerations corporates might focus on.
Evaluate AI’s sustainability impact: When implementing AI, project professionals should assess its environmental footprint and explore ways to mitigate its energy consumption. This might involve selecting supply chain partners that are committed to sustainability or investing in greener technologies.

A cautiously optimistic future

AI has the potential to elevate the project profession to new heights, making it more efficient, predictive, and strategic. However, project professionals must remain vigilant about the risks of over-reliance. By acknowledging that AI is not infallible and by actively working to mitigate its limitations, project professionals can harness its power in a responsible way.

Ultimately, AI is just one of many tools in a project professional’s arsenal. It should be used to enhance human capabilities, not to replace them. AI replaces tasks, not people. By staying informed, prioritising sustainability and maintaining a critical eye, project professionals can navigate the AI revolution with confidence and integrity, ensuring that their projects benefit from the best of both human and machine intelligence.