How to master ChatGPT for Project Management - A Live Hands-On Demo

Introduction

In this section, the speaker introduces themselves and their colleague, and provides an overview of UCD Smurfit Graduate Business School and its master's programs.

• The UCD Smurfit Graduate Business School is Ireland's leading business school with global recognition.

• The school offers triple crown accredited qualifications indicating the quality of academics and master's programs.

• The focus of the session is on project management, which has both full-time and part-time online programs available.

• The speaker encourages interested individuals to reach out to them for more information.

AI in Project Management

In this section, the speaker discusses AI in project management and business generally. They introduce some tools that can aid productivity.

• The speaker plans to discuss AI in project management and business generally.

• They will demonstrate some tools that can aid productivity, including Chat GPT (version 4).

• The speaker has a background in computing and teaches project management.

• They have written books on innovative teaching with artificial intelligence and project management.

Demonstration of Tools

In this section, the speaker demonstrates various tools that can aid productivity in project management using Notion as a platform.

• Various tools will be demonstrated throughout the session.

• Chat GPT (version 4) is one such tool that can provide more in-depth responses than the free version when paid for.

• Notion is used as a platform for demonstrating these tools.

Sourcing AI Tools for Project Management

In this section, the speaker discusses two AI tools for project management - Hugging Chat and Bing Chat. The speaker also explains how to link Bing Chat with Chat GPT.

Sourcing AI Tools

• Hugging Chat is a good tool for project management.

• Bing Chat is linked to Chat GPT and can be used to access the latest version of Chat GPT.

• To use Bing chat, one needs to switch to Edge browser as it only works on Edge.

• When opening Bing, choose the "creative" option to link it with Chat GPT.

Planning a Sales Conference Using AI

In this section, the speaker explains how AI can be used in planning a sales conference. The speaker also introduces Agent GPT.

Planning a Sales Conference

• If you are an accidental project manager tasked with organizing a sales conference, you can use AI tools like chatbots to help you plan.

• The speaker suggests using chatbots like Hugging Chat, Bing Chat, Notion and Agent GPT.

• The document containing all the prompts will be shared after the seminar by Professional Academy.

Exploring Ethical Issues Around AI

In this section, the speaker briefly mentions ethical issues around AI and announces that Professional Academy may run a course on using AI in business that will explore these issues further.

Exploring Ethical Issues Around AI

• The speaker acknowledges that ethical issues around AI exist but does not go into detail about them in this seminar.

• Professional Academy may run a course on using AI in business that will explore these issues further.

Creating a Sales Conference Project Plan

In this section, the speaker discusses how to create a project plan for a sales conference using Chat GPT. The speaker highlights the importance of identifying stakeholders, creating objectives and goals, setting up logistics, and evaluating the success of the conference.

Using Chat GPT to Create a Project Plan

• Select "Browse with Bing" to access Chat GPT.

• Use the prompt "Create me a sales plan/project plan for the sales conference" to get an overview of what is needed for a successful sales conference.

• Identify stakeholders and put together a team.

• Determine budget, timeline, venue, speakers, agenda, marketing strategy, registration process and evaluation methods.

Asking Chat GPT Questions

• Provide more detailed information by asking Chat GPT specific questions about your project plan needs.

• Give Chat GPT context by telling it who you are (in this case an inexperienced project manager), so that it can provide tailored guidance.

Providing Information to Chat GPT

• Answer questions posed by Chat GPT in order to receive more detailed guidance on creating your project plan.

• Provide details such as company background and purpose of the conference in order to receive tailored advice from Chat GPT.

Sales Conference Planning

In this section, the speaker discusses the planning of a sales conference, including budget restrictions, eco-friendliness, and the date and location of the conference.

Budget Restrictions and Eco-Friendliness

• There are no specific budget restrictions for the sales conference.

• The goal is to make the conference as eco-friendly and sustainable as possible.

Date and Location

• The sales conference will be held from Monday, September 11th to Friday, September 15th in Dublin, Ireland.

Venue Requirements

• The venue needs to be big enough for 100 salespeople plus partners and guests (250 people total).

• Sustainability is a key concern when choosing a venue.

Project Plan Overview

• A project plan needs to be created for the sales conference.

• Responsibilities of the project manager include finalizing the venue, catering, paying speakers, marketing, etc.

• Milestones need to be set between now and September 15th to ensure that planning is on track.

Using AI Tools for Project Planning

• Chat GPT generates different answers every time it's used.

• Rewording prompts can lead to different answers.

• Bing is better at providing sources for its references than Chat GPT.

• Having domain knowledge about questions being asked is important when using AI tools.

AI and Chatbots

In this section, the speaker talks about the limitations of AI and chatbots. He also discusses how to use them effectively.

Limitations of AI and Chatbots

• The speaker shares an example where an AI generated fake cases that were presented in court.

• Although AI can be helpful, it is important to verify its results before using them.

• Rewording questions slightly can generate different results from chatbots.

Using Chatbots Effectively

• Chat GPT can help design a project plan or any other plan by providing prompts and answering questions.

• Companies should be careful when using chatbots for sensitive information as it becomes part of their data set.

Using Bing for Research

In this section, the speaker demonstrates how to use Bing for research purposes.

Using Bing for Research

• The speaker shows how to use Bing to find information on creating a team.

• Double pressing the function button on a Mac enables dictate mode which allows users to speak instead of type.

• The speaker suggests asking chat GPT where it gets its ideas from.

Understanding Project Management Methodologies

In this section, the speaker discusses different project management methodologies and how to use chatbots to get information about them.

Different Types of Documents in a Project

• Prince2 methodology requires a business case, project brief, and initiation documentation.

• PMI methodology requires a project charter, project management plan, activity list, milestone list, network diagram, resource required risk register and change lock.

Creating a Work Breakdown Structure

• A work breakdown structure (WBS) is essential for creating an overall project plan.

• Chatbots can help create WBS by providing hierarchical breakdown structures of generic projects.

• The WBS should include main products and subcategories with estimates of how long each task will take and what needs to happen before it can be done.

Conclusion

The speaker explains the importance of understanding different project management methodologies and how chatbots can assist in creating documents such as WBS. The transcript provides examples of documents required for Prince2 and PMI methodologies. Additionally, the speaker demonstrates how chatbots can provide hierarchical breakdown structures for generic projects that include estimates of time needed for each task.

Chat GPT and Hugging Chat

In this section, the speaker discusses two chatbot tools - Chat GPT and Hugging Chat. He explains that both tools can maintain a history of all your chats, but while Chat GPT has a limit on the number of questions you can ask on the free version, Hugging Chat is completely open source and free for anyone to use.

Using Chat GPT

• Chat GPT maintains a history of all your chat.

• There are add-ins that you can install to record the history if you like.

• The free version of Chat GPT may have a limit on the number of questions you can ask.

Using Hugging Chat

• Hugging Chat is completely open source and free for anyone to use.

• It's good for brainstorming ideas or surfacing possibilities.

• It levels the playing field by giving access to information in a way we've never had before.

Creating a Risk Plan with Hugging Chat

In this section, the speaker demonstrates how to create a detailed risk plan using Hugging Chat. He provides an example prompt and shows how Hugging Chat generates a list of risks that should be considered when planning an event.

Generating Risks with Hugging Chat

• Hugging chat generates a list of risks that should be considered when planning an event.

• The generated risks are good things to think about and plan with.

• You should go over the list with the venue to ensure that all risks are covered.

Creating a Gantt Chart with Tom's Planner

In this section, the speaker introduces Tom's Planner, a website that can be used to create Gantt charts. He demonstrates how to use it by providing an example prompt and showing how Tom's Planner generates a Gantt chart based on the tasks required for event planning.

Using Tom's Planner

• Tom's Planner is a website that can be used to create Gantt charts.

• It generates tasks required for event planning and breaks them down into smaller tasks.

• The AI generates the Gantt chart which you can then start to put predecessors into and put estimates of time.

Introduction to AI and Agent GPT

In this section, the speaker discusses the importance of embracing AI tools and learning about them. The speaker also introduces Agent GPT, a powerful tool that can intelligently build project plans.

Embracing AI Tools

• AI tools are available and someone will use them. It is important to learn about these tools and leverage them for studies or business.

• Accessing information through AI is a more powerful way than traditional methods like calculators or Google search.

• Learning about AI is not cheating but leveraging available resources.

Introduction to Agent GPT

• Agent GPT is a beta tool that allows users to tell it to create a project plan intelligently.

• Agent GPT builds on previous responses and iterates itself, making it more powerful than chat GPT.

• Agent GPT generates subtasks for each task in the project plan.

• The generated itinerary can be saved and used later.

Conclusion

• There are many AI tools available, and they are changing every day. Learning about them is essential for success in studies or business.

Best Practices and Tools for Creating Materials

In this section, the speaker discusses best practices and tools for creating materials. He talks about how he assembles a narrative and story by asking for best practices or current models. He also mentions two tools that he uses to generate content - Chat GPT 3.5 and Notion.

Chat GPT 3.5 vs Chat GPT 4

• Chat GPT 3.5 is the free version of the tool.

• Chat GPT 4 has a much bigger data set and is integrated with Bing, giving more in-depth information.

Notion Tool

• Notion is a tool that costs €15 per month.

• It has an AI built-in which can be used to generate content within documents.

• The AI can be prompted to write by using the forward slash key followed by "ask AI to write".

• Documents created in Notion can be shared with others through a link.

Project Management vs Soft Skills

In this section, the speaker talks about project management versus soft skills. He emphasizes that project management is not just about documents but also about people and relationships.

Importance of Soft Skills

• Soft skills such as developing leadership skills, sales skills, and dealing with people are crucial in project management.

• Technical skills are relatively easy compared to interactions with people.

• AI cannot build relationships with people, which is a crucial aspect of project management.

Recording and PDFs

In this section, the speaker reminds everyone that the session is being recorded. He also answers a question about whether PDFs can be read by training manuals.

Recording

• The session is being recorded.

• Participants will receive an email with a downloadable link to the video.

Reading PDFs

• Add-ins to chatbots can access information from PDFs.

Closing Remarks

In this section, the speaker concludes the session and encourages viewers to subscribe to the newsletter for updates.

• The speaker thanks viewers for attending and hopes that they found the session interesting.

• The speaker mentions that there are new updates available on the newsletter and encourages viewers to subscribe.

• The speaker notes that they have a class due back in 20 minutes and haven't had lunch yet, so they will be closing down the session.

This transcript is already in English, so no translation was necessary.