AI is gaining momentum with PMs, but bottlenecks in its adoption need care

Artificial intelligence is becoming prevalent in workplaces, and data reveals interesting new patterns in its deployment in project management. David Jani, senior analyst at Capterra, explains how UK businesses can make smarter decisions when investing in and adopting project management (PM) tools.

A recent survey conducted by Capterra among UK project management (PM) software buyers shows that over half (59%) now cite AI as the driver behind their most recent purchase. This ranks above other considerations, such as better software integration and issues with security in their current platform.

Using AI, however, isn’t quite as simple as flipping a switch and watching project management tasks run themselves. The sort of system you choose and how it can be configured has a major bearing on the outcomes of implementing a new platform. This has to work in harmony with the skills in your firm, staff acceptance, and security considerations to ensure your organisation benefits from the adoption.

AI’s role in PM software is expanding

It’s not going to be a great surprise to many that AI is proving a major investment incentive for companies considering new PM technology. This is a much-talked-about technology and there are benefits to be reaped by PMs in particular, such as better automation and analytical capacity.

Capterra’s own findings also reflect this interest, where a majority of buyers say they adopted a new system because of AI specifically in the last 12 months. It’s also a critical area for buyers researching new software ahead of a new purchase, too, with just under half (49%) seeing it as an essential area of focus.

The perception that AI contributes positively to project management processes seems to also be high, and more exposure to its use isn’t dampening expectations either. 68% in the UK express increased expectations of the technology compared to last year, appearing to suggest that AI features in project management tools are successfully meeting the needs of PMs as intended.

However, the story is not all positive, as there are many areas where the adoption of AI could come unstuck. 48% of the PM buyers Capterra spoke with see the adoption of AI in project management software as a major challenge for next year, above the global average of 41%. These worries concentrate on building sufficient levels of talent internally and running afoul of complementary concerns, due to the data processed by AI systems.

As AI grows, so too does the skills gap

AI offers big opportunities for PMs to reap the benefits of better efficiency and productivity. However, reaching these goals requires addressing any skills gaps that exist in your business. Forty-one percent in Capterra’s sample identify having sufficient skills on staff as one of the highest challenges of adopting AI in PM, and there is good reason why.

First of all, artificial intelligence is a new and, for many, unfamiliar system to use. Additionally, unfamiliarity may make staff unsure about working closely with these tools without further training.

This is an issue that needs to be addressed head-on if AI is to remain a strategic priority for your project management team. When adopting these tools, time needs to be spent helping staff acclimatise at first.

Role-based training and workshops focusing on tasks AI can manage may be the starting points in this regard. This can help staff become more familiar with some of the quirks of using them for regular tasks.

Additionally, it’s important to focus primarily on workflows you already use when deciding where to slot in AI. Try to audit your ways of working ahead of time to understand the data your team will need and to make sure to know which software integrations will be necessary in your business to avoid roadblocks down the line. This can also identify skills gaps that will need extra prep work.

Emotional intelligence becomes ever more vital as AI automates

While AI offers many potential advantages, there is one area where a direct human factor has a significant edge over automation: emotional intelligence (EI, also known as EQ).

Interacting with human staff as a project manager is still a major part of the job requirement. Staff still need to take on the crucial tasks of resolving miscommunication or misalignment among staff on projects as they progress. Unsurprisingly, EI is becoming more important in this way as technology and automation get further into the mix with PM software.

Among project managers Capterra surveyed in the UK, 59% say they are increasing their use of EI since adopting AI. This underscores the awareness that, despite the potential AI has to speed up work, soft skills for interpersonal relationships and keeping teams informed also have to stand up to the increased rate of pace.

EI can be put to good use in overcoming some of the issues caused by AI. Factors such as training of users unfamiliar with AI, cross-team collaboration, and staff shortages are potential use cases.

What is vital, however, is that managers recognise the importance of making sure a human factor isn’t lost during the adoption of AI in project management tools. As a collaborative process, project management requires people to make sure disparate parties work together effectively. As a result, having staff focus less on tasks that can be automated and more on where they can help stakeholders work better together is the key.

Security looms large in the minds of software buyers

AI processes rely on data integration. However, new data integration connections add extra security risks to processes. Additionally, the opaque way that AI tools use and manage data adds an extra layer of uncertainty.

Security is naturally seen as a crucial element of software selection for project management tools. 72% of PM software buyers in the Capterra’s UK sample rank this as critical, as well as a major driver for adopting new software in the first place; 51% in the UK said security issues triggered their most recent purchase.

Cybersecurity incidents are becoming more common in the UK, with the National Cyber Security Centre (NCSC) finding breaches have more than doubled in the past year. Many will have taken note of big names such as M&S, Jaguar Land Rover and The Co-op suffering expensive disruptions due to cyber attacks. Therefore, it’s not a surprise businesses are rightfully feeling vigilant about the tools they adopt and how well they can be protected.

To overcome these worries when adopting AI in project management tools, it is important to focus on how vendors help their clients protect themselves. Buyers should review how the platform’s APIs use data, the data governance and security protocols provided, as well as assess their history in handling security breaches.

With sensitive data such as budgetary information, client details, or contracts possibly being run through a PM system, it is essential to ensure that protection is strong. This material is a prime target for cyber criminals, and the costs of falling victim are high, as many businesses in the UK have learned in the last 12 months.

AI adoption isn’t a done deal; preparation is key

Project management technology is evolving and PMs are eager to get in on new developments such as AI. However, AI isn’t the instant win it is sometimes sold as. Preparation and awareness of some of its early impacts can be game-changing in how well it performs. There are a number of key areas where focus is necessary.

Firstly, focus on upskilling and training ahead of any adoption of AI technology. Familiarity with these new tools takes time, and extra onboarding may be necessary to get the best results and build practical skills for using AI in your organisation.

Emotional intelligence also needs extra attention when running more AI automation. This can help maximize the impact of your human staff as systems become automated and help avoid breakdowns of communication and disruption.

Lastly, security needs to remain a key focus when selecting possible AI solutions. Project managers already see this as a make-or-break when using or selecting a new PM system. AI’s demands on data and API use put this element of software selection even more in the spotlight to avoid risk.