Role-Based Programme
RB1565

AI-Powered Project Coordination

Smarter Scheduling, Task Tracking, Communication & Project Support

IMAGE REQUIRED
Duration
8 Hours
Level
Basic
Delivery
Instructor-Led
Format
Workshop

Programme Objectives

  • Understand how AI can support Project Coordinators across scheduling, documentation, task tracking, meetings, stakeholder communication, and reporting.
  • Apply AI-assisted techniques to organise project information, maintain action trackers, prepare meeting outputs, and monitor project activities.
  • Use structured prompting for schedules, status updates, risk and issue summaries, follow-ups, and project documentation.
  • Explore AI-supported approaches for identifying overdue actions, milestone delays, coordination gaps, and pending dependencies.
  • Build responsible AI-assisted project coordination workflows while maintaining accuracy, accountability, governance, and human oversight.

Tools covered

Generative AI AssistantsAI Search & ResearchDocument AISpreadsheet & Data AnalysisMeeting & Scheduling AITask Tracking AIProject Reporting AIWorkflow Automation

Who should attend

  • Project Coordinators
  • Project Support Executives
  • PMO Coordinators
  • Project Administrators
  • Program Coordinators
  • Project Analysts
  • Project Management Officers
  • Implementation Coordinators
  • Delivery Coordinators
  • Project Support Professionals
  • Administrative Project Professionals
  • Junior Project Managers
  • Project Operations Professionals
  • Project Coordination Team Leads

Prerequisites & Participant Readiness

  • Basic understanding of project coordination or project-support activities
  • Familiarity with meetings, schedules, task trackers, milestones, and project documentation is helpful
  • Basic computer, spreadsheet, and document-handling skills
  • No AI or programming knowledge required
  • No previous AI training required

TOC Modules

Concepts
  • Understanding Generative AI and its relevance to project coordination
  • Identifying AI applications across scheduling, documentation, meetings, tracking, and reporting
  • Understanding AI assistance versus Project Manager and coordinator responsibility
  • Recognising limitations such as incomplete context, incorrect assumptions, and unsupported project conclusions
Practical activities
  • Mapping a typical Project Coordinator workflow
  • Identifying repetitive and information-intensive coordination activities suitable for AI assistance
  • Comparing a manual coordination task with an AI-assisted approach

Scenarios

Project Kick-Off to Weekly Coordination

Project Brief → Task Tracker → Milestones → Meetings → Action Items → Risks & Issues → Weekly Status Update

Participants use AI to organise a sample project after kick-off, maintain tasks and actions, and prepare a concise weekly coordination summary.

Project Data to Escalation & Status Report

Tasks + Milestones + Risks + Issues + Dependencies → AI Analysis → Overdue Items → Blockers → Escalations → Project Manager Summary

Participants use AI to analyse sample project information, identify coordination concerns, and prepare a management-ready status and escalation report.

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