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Nightmare of every project manager – projects’ database. How to deal with it effectively?

If you are working for a large corporation or research institution as a project manager, you are probably overloaded with data. Navigating through many projects, aligning deadlines, pinging people (according to Teodesk managing people is about 40% of your time spent) and all other stuff related to management may be quite stressful and especially ineffective if you are not equipped with appropriate tools. Jira and other PMs’ tools are quite helpful but if you are looking for information in a particular document or trying to make the annual report it may become a real nightmare. Or at least it may be ineffective if done manually.


[Note: according to Monday.com ‘(…) 54% of workers spend 5 or more hours per week on tedious tasks that require little or no creativity. For 16%, it’s 10 or more hours’]


Let’s jump to a real-life scenario. The management board has requested information about all major decision that has been made by executive members concerning significant project from the past two years. If you have made a specific file that includes each decision of the steering committee or similar body, you are the lucky one. But even if this is the case, you will have to read each document to extract the information that is relevant for the management board. If you have not made a separate file you will have to go through all meeting protocols and find relevant information from quite ‘narrative’ text. Manually. How boring this task can be?


[Note: according to WorkMarket ‘42% of business leaders agree that workflow automation speeds up the completion of repetitive tasks’]


We are not here to blame you. Managing all the projects that involve many stakeholders and information is demanding and looking for shortcuts is completely normal. But even if this is a scenario you are finding yourself in, we have good news. Automation, in particular, machine learning and natural language processing may help you to overcome that.


With so-called AI-based solutions you will be able to automatically search every document from the past years (the range depends on you), find relevant phrases or keywords (or both), extract data you are looking for, and also classify and categorize documents. In seconds. Automation can personalize all the information you possess and find interlinkages and correlations so you will be able to easily navigate through relevant documents without losing track. Sounds good?


In the beginning, you will have to spend some time setting up the environment for the AI-based model. We will ask you for the goal you would like to achieve and what information is relevant for you. We will ensure that the model is trained well on your data so it will not miss something important. Your feedback during the process will be crucial but in the end you will get an assistant ‘who’ you will be able to trust. Trustworthy automation is the answer.



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