AI Prompts for Project Management

Examples for ChatGPT, Claude, Gemini and other LLMs

In this article, we’ll explore the potential of different LLMs like ChatGPT, Claude and Gemini with example prompts and use cases so you can start using AI in your day to day role as a Project Manager.

You’ll discover how to use AI to generate ideas, gain insights, and make data-driven decisions to keep your projects on track and deliver successful outcomes.

Should you use ChatGPT, Claude, Gemini or something else?

While ChatGPT is one of the most popular AI assistants available, there are multiple chat AI applications available now. Each is powered by a different LLM and each has their own unique strengths and weaknesses.

We’ve written a more in depth article about different LLMs here, but at the time of writing this article, we tend to use Claude and ChatGPT.

That said, the AI space is moving so fast that today’s best could be tomorrow’s worst, so we recommend testing your prompts across different platforms and using the one that gives you the best result for your specific task today.

Throughout this article we’ll use ChatGPT, Claude and Gemini interchangeably, but just know that these prompts can be used with any LLM.

Project planning and scoping lay the foundation for a successful project. ChatGPT can assist you in breaking down complex projects into manageable tasks and defining clear objectives.

Example prompts:

Generate a work breakdown structure (WBS) for a {{project type}} project with {{number}} main deliverables.

Create a project charter template for a {{industry}} project, including key sections such as objectives, scope, stakeholders, and success criteria.

Provide a list of questions to ask during a project kick-off meeting to ensure all stakeholders are aligned on project goals and expectations.

Create a project management plan for {{specific task/project}}.

ChatGPT prompts for allocating resources

Effective resource allocation and management are critical for keeping projects on schedule and within budget. ChatGPT can help you optimize your team’s workload and identify potential resource gaps.

Example prompts:

Generate a resource allocation matrix for a team of {{number}} members across {{number}} project tasks, considering their skills and availability.

Provide a list of strategies for managing overallocated resources and minimizing project delays.

Create a template for a resource request form that project managers can use to request additional staff or materials.

I want you to act as a project management assistant and suggest ways to prioritize tasks for {{project name}}.

ChatGPT prompts for managing teams

Strong team management and leadership skills are essential for project managers. ChatGPT can provide guidance on how to motivate, support, and communicate with your team effectively.

Example prompts:

Generate a list of team-building activities that can be conducted virtually for a distributed project team.

Provide a template for a weekly team status update email that highlights progress, challenges, and upcoming milestones.

Create a list of strategies for providing constructive feedback and addressing underperformance within a project team.

ChatGPT prompts for managing stakeholders

Managing stakeholder expectations and communication is key to project success. ChatGPT can help you develop targeted communication plans and address stakeholder concerns proactively.

Example prompts:

Generate a stakeholder analysis matrix template, including categories such as interest, influence, and communication preferences.

Provide a list of best practices for conducting effective status update meetings with project stakeholders.

Create a template for a project newsletter that can be used to keep stakeholders informed of project progress and milestones.

ChatGPT prompts for managing risk

Identifying and mitigating potential risks is a critical component of project management. ChatGPT can assist you in developing comprehensive risk management plans and contingency strategies.

Example prompts:

Generate a risk assessment matrix template, including categories such as likelihood, impact, and mitigation strategies.

Provide a list of common project risks across different industries and their potential mitigation techniques.

Create a decision tree template for evaluating risk response options and their potential outcomes.

ChatGPT prompts for managing project budgets

Effectively managing project budgets is essential for ensuring projects remain financially viable. ChatGPT can provide guidance on creating and monitoring project budgets, as well as identifying cost-saving opportunities.

Example prompts:

Generate a project budget template in Excel, including categories for labor, materials, and overhead costs.

Provide a list of strategies for managing scope creep and its potential impact on project budgets.

Create a cost-benefit analysis template for evaluating the financial viability of proposed project changes.

ChatGPT prompts for quality control

Ensuring the quality of project deliverables is a key responsibility of project managers. ChatGPT can help you develop quality management plans and implement best practices for quality assurance and control.

Example prompts:

Generate a quality management plan template, including sections for quality standards, quality assurance activities, and quality control measures.

Provide a list of best practices for conducting effective code reviews and testing in software development projects.

Create a checklist for evaluating the quality of project deliverables against predefined acceptance criteria.

ChatGPT prompts for managing changes

Managing changes to project scope, timelines, and resources is an inevitable part of project management. ChatGPT can provide guidance on developing effective change management processes and communicating changes to stakeholders.

Example prompts:

Generate a change request form template, including sections for describing the proposed change, its impact on the project, and the approval process.

Provide a list of strategies for communicating project changes to team members and stakeholders, ensuring clarity and alignment.

Create a flowchart template for the change management process, from change request submission to implementation and closure.

ChatGPT prompts for tracking project progress and reporting

Regularly tracking and reporting on project progress is essential for keeping stakeholders informed and making data-driven decisions. ChatGPT can help you create effective progress reports and dashboards.

Example prompts:

Generate a project status report template, including sections for overall progress, milestones achieved, challenges encountered, and upcoming activities.

Provide a list of key performance indicators (KPIs) that project managers should track and report on for different types of projects.

Create a project dashboard template in Excel or Google Sheets, displaying key metrics such as timeline, budget, and resource utilization.

ChatGPT prompts for closing projects

Effectively closing out a project involves documenting lessons learned, archiving project assets, and transitioning deliverables to the appropriate parties. ChatGPT can provide guidance on project closure best practices and templates.

Example prompts:

Generate a project closure checklist, including tasks such as conducting a post-project review, archiving project documents, and releasing team members.

Provide a template for a lessons learned document, capturing insights and recommendations for future projects.

Create a project handover template, outlining the key information and assets that need to be transferred to the client or operational team.

How to integrate AI into your daily workflow?

Use the website for ChatGPT, Claude or Gemini

You can use ChatGPT, Claude or Gemini directly through their websites. You’ll typically have to create an account and you’ll get instant access to a free version of one of their LLMs, but if you want a more advanced LLM, you’ll have to pay. For example, right now OpenAI offers GPT3.5 for free, but you can pay to upgrade to GPT4.

We’ve found this option is best for individuals who only need to use one platform and only need to use it by themselves.

If that’s you, then you can also use as your prompt management tool. We have an unlimited free plan for individual users and a free chrome extension that will allow you to access your entire prompt library without the need to switch between tabs.

But if you want to save money, use different LLMs and collaborate on prompts and chat responses, then you might benefit from using PromptDrive.

Use is a platform designed specifically for teams to collaborate on ChatGPT, Claude and Gemini prompts and workflows. It’s particularly useful for businesses or organizations where multiple team members need to work together on projects involving one or more LLM’s.

An additional benefit is that you’ll be able to take advantage of AI for a fraction of the cost of using their native websites. You do need to add your own API keys, the process to get one is straightforward and we have guides to help you get started.

Final word

AI tools like ChatGPT, Claude and Gemini can be a powerful ally for project managers, providing insights, templates, and best practices across various aspects of project management. 

By experimenting with the prompts shared in this article, you can streamline your workflows, make data-driven decisions, and ultimately deliver more successful projects.

Remember these prompts are just the starting point, you should adapt them to your specific project needs.


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