Writing Your Project Management Plan Using ChatGPT

hey everyone it's Helena here and welcome back to my YouTube channel and in today's tutorial I am going to share with you how you can use chat gbt and AI to start writing your project management plans such a game changer this is a task that used to take days if not weeks and sometimes I've seen it even take up to months to do and now with the help of AI you can speed up the process significantly so the thing with tools like Chacha BT is that to get the most out of this tool so Chacha

BT has already been trained on everything on the internet so knows the best practices it knows what project management plan is and it knows how to write them but to get the most out of this tool you need to give it the proper instructions you to think of this tool as your personal AI assistant but the more specific the instructions you give it the better the results that you're going to get and this is a process called prompt engineering a prompt is the instruction that you give to the AI so I'm going to give you

uh some tips and I'm going to give you the exact prompt that you can use to entering the chat jpd to start and getting it to write great uh project Charters you can download this prompt below it's in the descriptions also if you're new to this Channel please make sure you like And subscribe and without further Ado let's jump in and take a look at this prompt over here and then here you can see I start off by telling chaps GPT that the task what I wanted to do is to write a project management plan

so I could have just left it here and just said write a project management plan about and then describe the project but what you're going to see and what you're going to get is a very very vague plan so the more detailed the instructions that you give chat gbt the better the results that you're going to get and you can see this particular prompt is almost a page and a half all right let me walk you through the different components here uh the next part I tell chat gbt is that the project management plan combines

all this information into a cohesive and integrated approach to managing the project typically the information includes the selected Project Life Cycle development approach of key deliverables variance threshold Baseline management timing and types of reviews Etc so now that I told chb2 what I want from the plan I then detail out exactly how I want CH gbt to write this uh particular documentation so I go into the various different components I wanted to write and then lastly I will give it some information about the project so the various different components I wanted to write about include

the Project Life Cycle which will Describe the life cycle that will be used to accomplish the project then the second second component of the project management plan will be the development approach this will document the specific approach that you will take to create the key deliverables whether you're using predictive agile or hybrid the next component is all of the subsidiary management plans so this is a list of subsidiary plans that will be part of your project management plan this can include the scope management plan schedule management Plan cost management plan quality management plan Etc the

next component is your scope variance threshold which will Define how much uh variance in scope will be acceptable to your stakeholders the next component will be your scope Baseline management which will describe how the scope Baseline will be managed including responses to acceptable warning and unacceptable variances the next component will be the schedule variance threshold okay so instead of the scope variance we have the schedule variance now which will which will Define the acceptable schedule variances so for example if an activity was supposed to take 10 days to complete it ended up taking 11 is

that acceptable okay what if it took 20 is that now acceptable probably not so the schedule variance will Define where that variance threshold will be then we have the the scheduled Baseline management which will describe how the schedule Baseline will be managed including responses to acceptable warning and unacceptable variances and then we do the same thing for the cost remember the uh triple constraint that we have on our project is the the scope schedule and cost and then in the project management plan we are asking chat TBT to help us with the variance and the

Baseline management of all three different components then we just had to give it some more information about project and just like that we will have our project management plan generated now depending on the type of project you use and the organization and the pmo there may be different structures that is required when you're writing the project management plan and if this is the case then you can take this Baseline template and then just add more components to this plan accordingly to uh what is required for your project but I hope what you take away from

this is a structure that you want to think about when you're writing these different types of plans so as you can see you're giving chbt a task you're giving it the specific um style and different components that you want it to include and you can also include like a tone of voice for example write concisely write like a docu a professional document writer um who is also project manager that is something else you can add in the prompt right over here and you're describing the exact task in a very con condensed and concise fashion that

is the important thing here so let's try out this prompt now so it has already finished writing the Project Life Cycle and the Key activities key deliverables entry criteria exit criteria and Key reviews for all five phases of the project next they went into the development approaches is telling us that we'll use a iterative and incremental approach then uh it has written the subsidiary plans and we can even if we don't like something here and we want to include something else in our project management plan we can also uh for example in this case chbt

just told us what all the subsidiary plans are and if we wanted to write it out more we can say expand on section three and write out all of the subsidiary plans so you can converse with chbt and it does actually have memory so whenever you give another prompt over here it remembers all of the uh previous prompts that it has um that you have already written in this particular chat thread okay so it's it has written the scope variance uh scope Baseline management as well as schedule and cost variance and baselines here as well

so you can see that within a matter of seconds we have a boiler plate um uh project management plan that we can already start using and run with all right so I hope you got a lot of value out of this uh tutorial I hope it starts to help you think through how you can start writing these various different prompts to help you become a better project manager and speed up your efficiency thank you so much for joining me in today's tutorial and I shall see you soon