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  • Writer's pictureJora Gill

Technology Project Success - AI Taming Sprawling Knowledge

A person celebrating a successful project
Celebrating successful project delivery is not as common as it should be

The Technology Project Delivery Pressure Cooker

Ah, the Technology project delivery pressure cooker! Tight deadlines, looming budgets, and the ever-present challenge of fragmented knowledge all conspire to make success feel like a distant dream. Project managers, PMOs, and tech leaders grapple with the frustration of information scattered across a myriad of SaaS systems. Critical documentation sits in Confluence, team discussions vanish in Slack channels, task updates and dependencies get lost in Jira, and historical data gets buried in SharePoint or G-Drive folders. This disjointed information landscape within multiple platforms makes it difficult to:

  • Collaborate effectively: Teams struggle to share knowledge and best practices, leading to duplicated efforts and missed opportunities.

  • Make data-driven decisions: Without readily accessible project data in a centralised location, decisions become reactive and potentially flawed.

  • Identify and mitigate risks: Proactive problem-solving is hindered when potential issues remain hidden within the confines of individual SaaS tools.

Enter Artificial Intelligence: The Key to Repeated Project Success

But what if there was a way to break free from the shackles of distributed knowledge? This is where Artificial Intelligence (AI) steps in. By leveraging AI-powered solutions, you can unlock the power of unified knowledge and transform the delivery landscape of your Technology projects. Here's how:

The Centralised Artificial Intelligence Powered Knowledge Hub

Many tools exist with the aim to be the one true source of information, unfortunately all of them require changes of behaviour from multiple teams and none of them are as good as the specific tools that the teams already utilise. AI provides a solution to this problem, enabling your teams to carry on using the systems that provide them with value while adding no additional overhead.

Invest in an AI system that acts as a single source of truth for all project-related information, one that gathers all of the disparate and constantly evolving information from multiple systems, both structured and unstructured data, into a single cross-referenced repository that can be queried to provide up-to-date information on all ongoing and historic projects.

Look for a platform that utilises AI technologies like:

  • Natural Language Processing (NLP): Enables the platform to understand and categorise existing information from various sources, regardless of format (text, documents, emails).

  • Machine Learning (ML): Analyses historical massive amounts of data to identify trends, predict potential roadblocks, and recommend best practices.

  • Intelligent Search Engine: Allows users to quickly find relevant information across all project data sources, moving natural, human language interaction out of the realms of science fiction.

  • Generative AI and Large Language Models: A foundational, hidden layer that reduces the friction of using computer systems by providing cognitive abilities allowing communication in more natural, human like ways.

What are the Key Factors for Success in Technology Projects?

There are many low level factors that are quoted to answer this question, this section drills down into some of these, but when you take a step back, the central critical element is communication. Communication between team members, between teams and between the project and its stakeholders.

Standard Tools for Specific Jobs and Team Knowledge Sharing, not One Tool for All Jobs

While a central Artificial Intelligence knowledge hub is crucial to understand the large amounts of data created in any project, it shouldn't replace the importance of a strong team culture. Foster a culture of information sharing within your technology teams. Encourage standardised practices for documenting information, tracking tasks, and communicating with colleagues as long as each type of information is stored in a standard tool, AI applications should be able to join the dots. This reduces confusion and ensures critical project data is readily available to be processed and analysed.

Data Aggregation & Advanced Analytics

Don't let project data languish in isolation! Explore solutions to aggregate data from various SaaS platforms. With the use of AI-powered analytics tools to identify trends, predict potential problems (resource bottlenecks, technical roadblocks), allowing you to make informed decisions that optimise project delivery. AI can analyse vast amounts of data and constantly consider new data to uncover hidden patterns and insights that the human brain might miss.

Invest in Team Expertise

Remember, AI is a powerful tool, but it's not a replacement for human expertise. Recognise the value of your team's skills and experience. Encourage knowledge sharing across roles and departments to create a well-rounded team with a collective understanding of project needs. Combine the power of AI with the experience and adaptability of your team for optimal results.

Project Management and Delivery Management with the Emotion Removed

Regardless of the approach taken by teams, it is near impossible for humans to remove the emotion from their project / delivery management decisions. As part of a team it is very easy for Delivery management to hope that risks identified will be resolved within the team and as Project management the reliance is on the team members to provide real information with no rose-tints applied! Much of this is driven by the culture of the organisation but any approach that minimises the impact on the team members to provide specific input for reporting goes a long to reduce the emotion; identifying risks based on un-emotional inputs enables data-driven decisions.

The Benefits of a Single, Unified Artificial Intelligence Knowledge Source

Successful Technology projects depend on clear goals, effective communication, skilled team members, proper planning, adaptability to change, and efficient resource management. By implementing these strategies and leveraging strong AI technologies, you can unlock powerful benefits for your Technology projects:

  • Reduced Project Delivery Times: Eliminate knowledge-based delays and streamline workflows for faster project completion. One type of AI can automate repetitive tasks and suggest optimal workflows.

  • Improved Resource Allocation: Make informed decisions about resource allocation based on real-time insights and team expertise across projects. AI can analyse team skillsets and project requirements to recommend the best resource allocation.

  • Enhanced Team Collaboration: Break down silos and foster a collaborative environment where information sharing is effortless. AI can facilitate communication by surfacing relevant information to the right team members at the right time.

  • Reduced Risk and Improved Predictability: Identify and address potential issues proactively through AI-driven risk prediction and proactive issue resolution strategies.

Empowering Your Team for Repeated, Predictable Success

Equipping your team with the right tools and strategies to address the challenge of distributed knowledge empowers them to achieve exceptional project delivery results, on time and within budget. By prioritising a unified knowledge approach with the assistance of AI, you can transform your Technology project landscape from a pressure cooker to an environment of efficiency and success.

The Human Touch: The Vital Complement to AI in Project Delivery?

While AI use offers a powerful tool for unifying knowledge and streamlining workflows, it's important to remember that successful project delivery relies heavily on the human element. Here's why the human touch remains irreplaceable:

  • Understanding Context and Nuance: AI excels at processing data and identifying patterns, but it can struggle with understanding the context and nuance often inherent in complex Technology projects. Human expertise is crucial for interpreting data, recognising subtle cues, and making informed decisions based on the full picture.

  • Creativity and Problem-Solving: AI can analyse historical data to predict potential roadblocks, but unforeseen challenges inevitably arise. Human creativity and critical thinking skills are essential for tackling novel problems and finding innovative solutions that may not be readily apparent in the data.

  • Building Relationships and Trust: Technology cannot replicate the human ability to build relationships and foster trust within a team. Strong collaboration and open communication are key to project success. Leaders who can motivate and inspire their teams, create a sense of psychological safety, and foster open communication will be best positioned to leverage the power of both AI and human expertise.

Building a Successful AI-Human Collaboration Model

So, how can you ensure a successful collaboration between AI and your human team? Here are some key strategies:

  • Clearly Defined Roles and Responsibilities: Clearly define the roles and responsibilities for both AI and human team members. AI should handle tasks like data analysis, information retrieval, and automating repetitive processes. Humans, on the other hand, should focus on leveraging their expertise for creative problem-solving, building relationships, and making high-level decisions.

  • Ongoing Training and Development: Invest in ongoing training and development for both your team and your AI platform. As technology evolves, AI capabilities will continue to develop. Up-skilling your team on utilising AI effectively and ensuring your AI platform stays current with the latest advancements will optimise your knowledge management system.

  • Focus on Continuous Improvement: A successful AI-human collaboration is an ongoing journey, not a one-time event. Continuously evaluate the effectiveness of your approach and make adjustments as needed. Gather feedback from your team, analyse project outcomes, and adapt your strategies based on the data and insights collected.

Beyond Technology: Fostering a Culture of Knowledge Sharing

While technology plays a crucial role in unifying knowledge, fostering a culture of knowledge sharing within your team is equally important. Here are some tips to encourage knowledge exchange:

  • Create Knowledge-Sharing Platforms: Utilise your central AI knowledge hub as a platform to encourage knowledge exchange. Make it easy for team members to share best practices, project lessons learned, and insights gleaned from experience.

  • Promote Recognition and Rewards: Recognise and reward team members who actively contribute to the knowledge base and help foster a culture of open communication. This incentivises knowledge sharing and makes valuable experience readily available to the entire team.

  • Facilitate Knowledge Transfer Sessions: Regularly schedule knowledge transfer sessions where experienced team members can share their expertise with less experienced colleagues. This can be done through formal sessions, mentoring programs, or even informal brown-bag lunches.

Conclusion: The Power of AI and Humans Working Together

By leveraging the strengths of both AI and your human team, you can create a powerful synergy that drives exceptional delivery results in Technology projects. AI can streamline workflows, unify knowledge, and offer valuable insights. Human intelligence, on the other hand, brings creativity, critical thinking, and the ability to build relationships. By fostering a collaborative environment, investing in ongoing training, and prioritising knowledge sharing, you can unlock the full potential of both AI and your human team, transforming your Technology project landscape into a well-oiled machine of efficiency and success.

Ready to learn more about how ConnectingYouNow (CYN), an AI-powered knowledge management solution, that can help you conquer the distributed knowledge beast and deliver complex Technology projects on time and within budget? If yes, please visit us at

The advancement of technology has revolutionised project delivery in the Technology sector, offering a multitude of benefits for those willing to embrace innovation.


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