90+ BEST ChatGPT Prompts for Project Management (2023)

Struggling with inefficient workflows and missed deadlines on projects?

Unlock the power of AI and take your PM skills to the next level with these proven ChatGPT prompts for task planning, status reporting, risk management, and more.

Follow our practical guide to optimize processes, save time, and boost team productivity.

Benefits of Using ChatGPT for Project Management

ChatGPT can provide significant time and cost savings for project managers by automating routine tasks.

Here are some of the key benefits:

• Increased Efficiency – ChatGPT can quickly handle repetitive admin work like creating templates, notes, and reports. This frees up PMs to focus on high-value work.
• Enhanced Collaboration – ChatGPT excels at summarizing conversations, meetings, and notes. This helps teams stay in sync and make faster decisions.
• Reduced Stress – With ChatGPT managing tedious tasks, PMs experience less burnout. The AI assistant handles the organizational busywork.
• Cost Savings – Automation reduces the need for additional PM headcount. ChatGPT also minimizes costly errors caused by manual work.
• 24/7 Availability – Unlike human assistants, ChatGPT can work around the clock on demand. It provides instant support whenever you need it.
• Custom Solutions – ChatGPT allows you to create tailored prompts for your exact project needs. The AI learns over time for more personalized service.

Key Features of ChatGPT for Project Management

Here are some of the most useful features of ChatGPT for project management use cases:

• Task Prioritization – Quickly generate ordered task lists based on dependencies, deadlines, and priorities.
• Progress Tracking – Get automated project progress reports based on custom metrics.
• Meeting Notes – Create comprehensive meeting transcripts, summaries, and action items.
• Resource Management – Plan team schedules, budget allocation, and workload balancing.
• Document Creation – Develop custom project documents like charters, briefs, and templates.
• Risk Management – Identify potential issues and mitigation strategies.
• Emails and Communication – Draft and distribute updates, reminders, and coordination emails.
• Research – Rapidly gather data, best practices, and recommendations.
• Scheduling – Calendar management and meeting scheduling assistance.

Common Project Management Processes

Process	Description	Example Prompts
Initiating	Defining the project scope, objectives, and stakeholders	“Provide an example project charter for a website redesign project for a small business”
Planning	Creating the project schedule, budget, and team	“Give me a high-level project plan for deploying a new HR system, including major tasks, estimates, and milestones”
Executing	Carrying out the project work according to the plan	“Show me an example communication plan to keep stakeholders updated on progress for a software implementation project”
Monitoring & Controlling	Tracking progress and managing changes	“What metrics could I use to monitor budget and schedule performance for an office relocation project?”
Closing	Finalizing all project activities and formally closing it	“Help me create a project closure checklist for completing a construction project”

Best ChatGPT Prompts for Project Management Tasks

The key to success with ChatGPT is asking the right questions.

Here are some prompts crafted specifically for project management workflows:

ChatGPT Prompts for Task Prioritization and Planning

1. Please create a prioritized task list for my project including dependencies and deadlines based on this brief project scope.
2. What is the optimal sequence for these project tasks accounting for precedence constraints? Please create a GANTT chart.
3. Generate a project plan outline including milestones and deliverables based on the initial requirements I’ve provided.
4. What’s the critical path for this project plan given these estimated task durations? Please highlight it on the GANTT chart.
5. Please develop a comprehensive checklist of pre-launch readiness activities for this project including time estimates.
6. Based on this product requirements document, please create a detailed task list organized by priority.
7. Help me break down this project objective into individual tasks and sub-tasks needed to complete it using a work breakdown structure (WBS).
8. I need to create a project charter. Can you help outline the key sections and content I should include?
9. Please generate an outline for an effective project status report that I can update weekly. Include metrics to track.
10. What tasks and milestones should I include in a 90-day roadmap for this new project based on the specs provided?
11. Please create a RACI matrix defining roles for each task: Responsible, Accountable, Consulted, and Informed.
12. Outline 10 interview questions to help me build a project schedule based on team member task estimates.
13. Develop a comprehensive checklist of information I need from stakeholders before creating a project plan.
14. What tasks should I include in the planning phase of this website redesign project? Please list them in priority order.
15. Generate an example project budget spreadsheet including expense categories, cost estimates, and a calculation of the total budget.

ChatGPT Prompts for Progress Tracking and Reporting

1. Please create a weekly project status report template including sections for budget, schedule, risks, milestones, KPIs, and task updates.
2. Generate a dashboard of important metrics to track during project execution based on this project plan.
3. Please build a powerful PowerPoint presentation for my weekly project update meeting highlighting accomplishments, metrics, risks, and next steps.
4. What are the most important charts and graphs I should include in my monthly project review presentation? Please create examples.
5. Help me craft an email update to stakeholders on project progress over the last month including metrics on budget, schedule, quality, and goals achieved.
6. Please analyze this project plan and highlight tasks at risk of delay based on progress to date. Include suggestions for getting back on track.
7. Based on my notes, summarize what was discussed in yesterday’s team project meeting, including decisions made, questions raised, and action items.
8. Help me document lessons learned upon completing this project including what went well, challenges faced, and recommendations for improvement next time.
9. Please analyze these KPIs versus targets and highlight any metrics trending unfavorably along with recommendations to improve performance.
10. Review this status report draft and recommend any sections, charts, or content I should add to make it more concise and impactful.
11. What important project milestones should I highlight in an executive presentation to demonstrate we are on target? Please create sample slides.
12. Please generate a list of questions to ask during 1-on-1 status meetings with my project team members to identify any issues or risks.
13. Draft an email requesting a status update from project stakeholders we are dependent upon including specific details needed.
14. Please build a project dashboard in Excel tracking task completion, budget, quality, risks, and milestones against targets.
15. What should I include in a post-project review retrospective presentation? Please outline key sections and sample content.

ChatGPT Prompts for Meeting Notes and Collaboration

1. Please review this project meeting recording and generate a summary document including decisions, actions, questions, risks raised, and important discussion points.
2. Help me compile a detailed set of minutes from our client kickoff meeting including key questions asked, project requirements gathered, action items, and next steps.
3. Based on this project team discussion, please draft a concise and professional email update I can send to stakeholders summarizing our recommendations.
4. Please analyze this meeting transcript and extract the key decisions made, open issues, and follow-up actions into a simple action item tracker.
5. Can you listen to this project team meeting and outline the main discussion points, action items, and next meeting agenda?
6. Help me document the pros and cons raised in this debate about the project approach and summarize arguments on both sides.
7. Please review this project proposal document and extract any unclear requirements I should follow up on with clarifying questions.
8. Summarize this project brainstorming session into a simple slide presentation of our top ideas ordered from highest to lowest priority.
9. I’m planning an ideation workshop. Please suggest some creative brainstorming activities we could use to engage participants.
10. Help me create a clear agenda for my team status meeting including sections for progress, metrics, risks, action item review, and open discussion.
11. What best practices should I follow to encourage equal collaboration and input during remote project meetings? Please share key tips.
12. Please take notes and capture action items during my next project team call. I will send you the recorded meeting afterward.
13. Help me create an FAQ document answering common project questions from my team. I will provide examples of questions received.
14. Generate an email template I can use for meeting follow-up communication including sections for actions, decisions, and questions to resolve.
15. Please draft 5 open-ended questions I can ask during project meetings to spark thoughtful discussion and new ideas.

ChatGPT Prompts for Resource Management

1. Please review this project plan and identify any resource conflicts, overallocation, or scheduling issues I should address.
2. Help me create a detailed project team roster indicating roles, responsibilities, schedules, and workload allocation for each member.
3. What is the optimal way to rebalance my team’s workload this month based on changing project priorities and capacity? Please create an updated allocation plan.
4. Can you analyze this budget versus the actual expense report and highlight any cost overruns I should investigate further? Please recommend actions to get spending on track.
5. Please create a capacity planning worksheet to forecast staffing needs over the next 6 months based on this project pipeline and resourcing strategy.
6. Help me outline the skillsets required for this new project and what role should be added to the team to address any gaps.
7. What factors should I consider when evaluating tools or software to improve productivity for my project management processes? Please list the top 5 criteria.
8. Given this project schedule and team, please suggest ways to optimize resource utilization and smoothing capacity across tasks.
9. Could you review this vendor quote and provide benchmark data on typical market rates for these services to assess cost competitiveness?
10. Generate an email template I can send to new project team members providing onboarding details, resources, contacts, and guidelines.
11. Please draft 5 questions to include in a project resource interview aimed at collecting availability, skills, experience, and work preferences.
12. Help me create a budget template estimating costs for my typical project deliverables across categories like labor, materials, travel, and equipment.
13. What KPIs would be most useful for me to track on a dashboard to monitor team productivity and capacity utilization?
14. Outline the agenda and presentation content for an effective team kickoff meeting focused on roles, responsibilities, processes, and goals.
15. Please analyze this project plan and propose the optimal team size, structure, and roles needed to complete deliverables on budget and schedule.

ChatGPT Prompts for Document Creation

1. Please develop a [project charter, statement of work, requirements document, etc.] template containing key sections and details I need to capture.
2. Help me craft an effective project proposal for [internal client, new customer, etc.] including background, scope, approach, schedule, resources, and pricing.
3. What are the best practices for creating visual project plans and flowcharts? Please provide examples and templates.
4. Can you review this draft project plan and recommend any missing elements I should add before sharing it with my team and client?
5. Based on this incomplete style guide, please help me expand it by providing additional branding details and usage guidelines.
6. Please create a project management training manual outlining processes, tools, best practices, templates, glossary, roles, and responsibilities.
7. Generate an agenda, presentation deck, and handouts for an upcoming project team kickoff and planning workshop.
8. Help me develop a simple communications plan for this project including target audiences, messaging strategy, channels, and schedule.
9. Please draft a professional email to send to my new client onboarding them to the project, outlining the next steps, and introducing team members.
10. What should I include in a ‘lessons learned’ document at the end of a project to capture recommendations for continuous improvement? Please outline.
11. Can you review this requirements document and create a validation checklist of questions to ensure we have effectively captured the client’s needs?
12. Please develop a creative brainstorming workshop agenda including activities, timing, and materials needed to generate solutions for this design project.
13. Help me create a process checklist for handing off a completed project including acceptance, documentation, funding, training, support, and transition details.
14. Based on this RFP, please draft a high-level response defining our approach, qualifications, pricing, and timeline to win the bid.
15. What document templates would be most useful for me to create to streamline project management tasks for future efforts? Please list your top five suggestions.

ChatGPT Prompts for Risk Management

1. Please identify and assess potential risks for this project by likelihood and impact. Provide mitigation strategies for the top 5.
2. What risk management strategies should I implement during the planning phase of this complex project? Please provide specific examples.
3. Help me create a risk register template to track identified risks, owners, severity, responses, status, and next steps throughout my project.
4. Can you review this project plan and schedule to highlight critical path tasks with minimal slack time that may be high risk?
5. Based on this project budget, please estimate contingency reserve amounts required at 50%, 75%, and 90% confidence levels. Show your work.
6. Generate an effective risk assessment questionnaire I can use during project team interviews to identify potential issues early.
7. Please draft an email to my project sponsor requesting approval for this risk mitigation strategy which will require additional budget allocation.
8. Outline the agenda, presentation, and activities for a project risk management workshop to get my team aligned on processes.
9. What key risk indicators should I incorporate into my status reports to monitor for potential schedule, budget, resource, or quality issues?
10. Help me create a risk breakdown structure template organizing risks by type such as financial, technical, quality, resource, schedule, etc.
11. Please review my risk register and recommend quantitative and qualitative analysis methods I could use to validate risk priority ratings.
12. What risk management best practices should I implement as standard processes to reduce exposure throughout all projects?
13. Generate a checklist of risk identification activities I should perform during project planning such as SWOT analysis, root cause analysis, and failure mode effects analysis.
14. Help me draft standard language I can include in contracts around risk management expectations, change control processes, quality thresholds, and shared accountability.
15. Please analyze these risk scenarios and propose cost-effective prevention and containment strategies to limit potential impact and exposure.

Best Practices for Using ChatGPT for Project Management

Here are some tips for getting the most value from ChatGPT for project management:

• Ask Clear and Concise Questions – Carefully craft your prompts to avoid confusion and get better results from ChatGPT.
• Provide Complete Background Context – Give ChatGPT the full information it needs to generate useful and accurate responses.
• Review and Refine the Outputs – Expect to put some work in to polish ChatGPT’s initial draft responses.
• Customize and Personalize Prompts – Create your own company and industry-specific prompts tailored to your PM practices.
• Maintain Realistic Expectations – Remember that ChatGPT has limitations and doesn’t replace human expertise and judgment.
• Augment Rather Than Automate – Use ChatGPT to enhance your skills rather than relying on it fully. Stay actively involved.
• Verify Important Information – Double-check any data, recommendations, or actions before executing.
• Train Through Feedback – Always rate ChatGPT responses and fix incorrect outputs to continuously improve performance.
• Safeguard Data Security – Anonymize sensitive company information before supplying prompts.
• Remember Ethical Usage – Avoid misusing AI or taking credit for ChatGPT’s work. Uphold integrity.
• Monitor for Errors – Watch for any incorrect guidance not caught through training and adjust your approach accordingly.

ChatGPT Project Management Use Cases

Use Case	Example Prompt
Creating a project plan	“Develop a high-level project plan for launching a new website”
Developing a budget	“Provide a detailed budget for a 6-month website redesign project with cost estimates for tasks and resources”
Managing risks	“Identify potential risks and mitigation strategies for an ERP implementation project”
Tracking issues	“Give me an example issue log to track bugs, action items, and risks for a software project”
Generating status reports	“Create a monthly project status report template covering budget, timeline, risks, and milestones”

Integrating ChatGPT With Project Management Tools

To maximize productivity, consider integrating your PM tools with ChatGPT:

• Connect with Zapier or IFTTT for automated interactions between ChatGPT and tools like Asana, Trello, Jira, etc.
• Use a hybrid approach with ChatGPT generating content drafted into traditional PM tools.
• Import ChatGPT outputs directly into your task lists, docs, calendars, and workflows.
• Configure a Slack bot to allow quick ChatGPT queries from within your collaboration platform.
• Build a custom CLI interface with Python for accessing prompts without leaving your dev environment.
• Connect Google Sheets to run prompts using =GPT3() and output results into your spreadsheets.
• Develop custom scripts or plugins to pull data from PM systems into ChatGPT automatically.
• Sync project docs generated in ChatGPT to your document storage platforms like SharePoint, Dropbox, and Google Drive.
• Integrate with analytics tools like Power BI or Tableau to visualize ChatGPT-created reports.

Conclusion

With the right approach, ChatGPT can significantly boost productivity for project managers by automating repetitive administrative work.

Craft targeted prompts and validate outputs to tap their full potential.

FAQs About Using ChatGPT for Project Management