The Uses and Impact of AI in Project Management
Did you know that Project Management is one of the leading sectors in AI transformation and adoption across the globe? Whether you're looking to start or progress your Project Management career, make sure you understand how AI is being used in project-based roles and how this is impacting the industry.
If you’re reading this, chances are you’re either starting out in project management or looking to take the next big step in your career... and you’ve probably noticed just how much everyone is talking about the impact of AI going into 2026.
I've worked in Project Management career consultancy for over a decade. Over the last year in particular, I've spoken to so many aspiring or current project management professionals who are excited (and sometimes a bit nervous) about how artificial intelligence might change the way projects are managed. Some are even wondering what it means to be a Project Manager at all in an AI world.
The truth is, AI isn’t replacing Project Managers. It’s helping them.
Helping them work smarter by improving planning accuracy, identifying risks before they happen, and freeing up time for more strategic, human decisions. And for people like you who want to launch or progress their career, this is an incredible opportunity to stand out in a fast-changing job market.
In this guide, I’ll walk you through how AI is being used in project management today, what kinds of tools and processes are shaping the industry, and which AI-related skills, certifications and training can help you future-proof your career.
Written by
With over a decade of experience in project management education and industry, Matt has become our in-house expert. Matt is an Enrolment and Growth Manager at Learning People, consistently helping students to advance their careers through learning and certification.
What's on this page?
Jump to:
- Why AI is becoming essential in project management
- How is AI being used commonly in Project Management?
- The most popular AI-powered tools for project managers
- How AI is changing the role of the project manager
- The AI skills every modern project professional should learn
- Benefits and challenges of using AI in project management
- How to start adopting AI in your project work
- The future of AI in project management
- Final thoughts on AI in project management
- FAQs on AI in Project Management
Why AI is becoming essential in project management
Project management is evolving fast, and AI is right at the heart of that change. In fact, we recently wrote about how Project Managers are leading the global AI transformation.
From predicting risks to automating routine admin, artificial intelligence is helping project professionals save time, make better decisions, and deliver results with more confidence. It’s not about replacing people; it’s about giving Project Managers the insights and efficiency they need to lead smarter.
In Australia, adoption among businesses has surged. The federal government's National AI Centre reported that 40% of small and medium businesses are adopting AI, while Microsoft's Work Trend Index found that 84% of white-collar workers already use generative AI.
The story is much the same in New Zealand - 57% of workers already use AI for work daily, and three-quarters (75%) say they're excited about AI's impact on their work.
This growing adoption reflects a national focus on productivity and efficiency, with the Department of Industry reporting that AI has become one of the top enablers of business growth across sectors from construction to finance.
For Project Managers, this shift means opportunity.
Those who understand how to use AI to plan, monitor, and adapt will stand out in a competitive market. The best professionals aren’t fighting against technology — they’re learning to partner with it. In a world where data drives every decision, knowing how to use AI effectively could be the skill that defines your next career move.
How is AI being used commonly in Project Management?
When I chat with project professionals, a recurring question is: “Okay, but what exactly can AI do in project management?”
Here are typical use cases:
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Planning, scheduling and resource management
AI analyses past project data and resource availability to suggest better timelines, identify clashes, and propose optimal allocations. Over time, it refines its suggestions. -
Risk prediction and mitigation
AI models can highlight risks before they materialise by detecting patterns across budgets, workloads, external factors or timelines — giving you more time to act. -
Predictive analytics
Rather than relying purely on gut feel, AI surfaces trends, forecasts overruns, and flags where trouble might lurk — so you can intervene earlier. -
Automation of admin tasks
From progress reports and status updates to reminders and scheduling nudges, AI can automate many low-value but time-consuming tasks. -
Communication and reporting
With tools that summarise meeting transcripts, generate stakeholder summaries or convert data into natural language reports, AI helps you translate complexity into clarity.
These use cases are being seen in Australian and New Zealand infrastructure, mining and tech projects alike. This isn’t just about doing things faster — it’s about doing them smarter, with intention and insight.
Did you know? Study suggests AI is making Australian Project Managers more emotionally intelligent
Worried about us losing out on "humanness" in an AI world. Interestingly, a report by Capterra (recently reported on by Mirage News) revealed that 58% of Australian project managers report greater use of emotional intelligence since implementing AI tools.
Furthermore, the report showed that a whopping 60% of Project Managers choose project management software based on its AI functionality above anything else.
What this tells us: Project Managers need a skilful balance of human skills, emotional intelligence, and AI knowledge to be at the top of their game, while resisting AI adoption all together will put you behind the vast majority of businesses who are already serious about integrating it into their project processes.
The most popular AI-powered tools for Project Managers
You don’t need to be a data scientist to start using AI in your project work. Many of the very user-friendly, everyday project management tools you probably already know, love, and use include AI features:
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Microsoft Project, Asana, and Jira now include AI modules that forecast deadlines and resource constraints.
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Monday.com and ClickUp use AI to generate task summaries and automate workflows.
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Slack and Teams bots can track project updates and nudge your team when deadlines approach.
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Power BI and Tableau integrate AI-driven analytics to give you live insights from project data.
How AI is changing the role of the Project Manager
From my research into the Project Management job market, my understanding is that what employers in this sector are looking for is changing. They’re not just looking for people who can “keep projects on track” — they want project professionals who can use technology to make smarter decisions.
Here’s how the role is evolving:
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From task manager to strategic advisor. With AI automating the admin, PMs are spending more time on leadership, communication, and stakeholder strategy.
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Data fluency matters more than ever. Being able to interpret dashboards, trends, and predictions is a growing differentiator.
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Continuous learning is key. AI evolves fast, so staying curious about new tools and features is essential.
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Collaboration is expanding. You might find yourself working alongside data analysts, AI engineers, or automation specialists to bring insights to life.
If you’re thinking about building your career in this space, it’s worth researching current project management roles across Australia to see how employers are describing new skill expectations — many now highlight AI literacy, data fluency and continuous learning as key traits.
My top tip? You don’t need to be an expert to use AI effectively in project management
You don't need to be a world-leading AI thought leader to effectively use AI as a project manager; you just need to learn how to use AI for managing projects.
This might sound like an over-simplification, but what I mean is that you should learn AI in a vocational way, putting your efforts into learning the skills, practices, and software that project managers actually need in their sector. While many courses might promise to broadly "teach you AI", what you need is to sharpen specific skills that will give you the edge in the project sector.
That's why our AI for Project Managers programme brings together industry-relevant learnings — like how to improve risk management, stakeholder analysis, and project visualisation — into focused training modules, so we don't overwhelm project managers with the broad-strokes approach. This helps them learn the AI skills they truly need.
The AI skills every modern project professional should learn
Here’s where I’d suggest focusing your upskilling efforts if you want to stay ahead:
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AI fundamentals – understand the basics of models, data, and how machine learning works.
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Data literacy – interpreting data visualisations, dashboards, and metrics.
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Ethical awareness – understanding the responsible use of AI and bias in algorithms.
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Practical tool experience – getting familiar with AI features in tools you already use daily.
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Communication and leadership – translating complex insights into clear, actionable plans.
In the Australian project landscape, these skills are becoming baseline expectations across construction, IT, mining, and finance.
Combined, these skills will help you bridge the gap between technology and teamwork, which is something every modern project needs.
The most successful Project Managers aren’t necessarily the most technical; they’re the ones who know how to connect people, data, and tools to achieve better outcomes. By building a balanced mix of technical understanding and human-centred skills, you’ll be well placed to lead projects that are both innovative and grounded in real-world results.
Fact: 82% of organisations in New Zealand are already using AI
Recent data revealed that 82% of organisations in New Zealand use AI - this is higher than the overall global use of AI (78%).
What's important to take from this is that AI isn't an add-on to project management. It's changing the fundamental practices behind how projects are run.
Benefits and challenges of using AI in project management
Benefits
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Smarter planning: predictive scheduling reduces delays and budget overruns.
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Better risk management: AI can surface potential issues before humans might spot them.
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Time savings: automation of admin means less time reporting, more time leading.
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Continuous improvement: AI learns from previous projects, improving accuracy over time.
Challenges
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Skills gap: 58% of workers in Australia and New Zealand feel left to their own devices when it comes to learning how to use AI.
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Data quality: AI models need accurate, consistent data to be effective.
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Cultural resistance: not everyone’s ready to trust AI recommendations yet.
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Governance: as AI use grows, so does the need for clear ethical and compliance frameworks.
Understanding both the opportunities and limits of AI is what makes a project professional valuable — not just tech-savvy, but balanced and informed.
How to start adopting AI in your project work
Good news: if you're already working in project management, and are feeling a bit stumped or anxious about where to start with bringing AI into the mix, there are safe, simple, quick ways to do this.
Here's my suggestion below:
It’s also worth remembering that adopting AI isn’t about doing everything at once.
The best Project Managers start small, stay curious, and build confidence step by step. You might begin by using AI to tidy up meeting notes or forecast simple timelines before moving on to more advanced analytics. Treat it like any other skill — something to practise, experiment with, and improve over time. The goal isn’t perfection; it’s progress, and every small win helps you work more intelligently and efficiently.
The future of AI in project management
Looking ahead, I expect AI will become as normal a part of project work as Gantt charts once were. Emerging trends include:
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Conversational AI that allows PMs to manage projects using natural language prompts.
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Explainable AI models that make predictions more transparent and trustworthy.
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Adaptive project systems that learn from outcomes and automatically improve.
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Integration with enterprise platforms like ERP, CRM, and BI systems, creating a single source of project truth.
This shift aligns with Australia’s National AI Plan and New Zealand's 'Investing in confidence' AI Strategy - ongoing government initiatives encourage responsible AI adoption across industries.
Hear from a project management student
Previously working in hospitality, Anamaria was looking for better work life balance, and after speaking to Learning People decided that project management was an ideal career for her. She completed her studies - including AI skills training - and is now well on her way to her dream career.
Final thoughts on using AI in project management
Becoming an AI-fluent Project Manager isn't about becoming a world-leading AI expert. It's about knowing the skills that employers are looking for in this sector in 2026, such as ethical prompting and AI-driven risk management strategies, and honing in on them.
The best Project Managers of tomorrow will be those who embrace it early, use it wisely, and balance it with strong leadership and communication skills.
So, whether you’re just stepping into project management or ready to move into a more senior role, understanding AI will help you make better decisions, lead more efficiently, and future-proof your career.
And if you’d like some help figuring out which AI or project management training you need to achieve your 2026 career goals, we’d love to chat — that’s exactly what our team is here for.
FAQs on Using AI in Project Management
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