7 Tips for AI Project Management

As AI continues to integrate into an increasingly diverse set of applications, the role of an AI project manager becomes increasingly complex and crucial. This post aims to provide a glimpse into the role of AI project management and tries to underscore the effort required to ensure the success of AI projects.

To better understand this AI Project Management, this post will explore:

  • What is AI Project Management?
  • Agile and AI Project Management
  • How to be a better an AI Project Manager – 7 Tips for AI Project Management
People collaborating on AI Project Management

What is AI Project Management?

The use of AI in a project can crate a significant shift in how projects are conceptualized, planned, and executed. AI technologies, such as machine learning, natural language processing via large language models, and predictive analytics, are impacting a growing number of project, and hence, one should be asking to this impacts traditional management methodologies. In short, the effective implementation of AI requires a nuanced understanding and a strategic approach of how to execute projects.

The role of a project manager in the context of AI is multifaceted. It encompasses not only the traditional aspects of project management, such as scope, time, and cost management, but also delves into the intricacies of AI technologies. An AI project manager needs to bridge the gap between the technical expertise of AI professionals and the strategic goals of the organization. This requires a deep understanding of AI capabilities and limitations, along with an ability to foresee the potential impacts of AI solutions on various stakeholders.

Moreover, the rapid advancement in AI technologies demands that AI project managers stay abreast of the latest developments. Keeping up-to-date with AI trends, tools, and best practices is crucial for ensuring that AI projects are aligned with the latest technological standards and deliver maximum value.

In essence, effective management in AI projects is a blend of understanding the potential of AI technologies, strategic foresight, and adaptive leadership. As I delve deeper into the specifics of AI project management, it will hopefully become clear that the role of a project manager is not just about overseeing project execution but about pioneering innovative approaches to harness the full potential of AI technologies.

Understanding AI and Its Capabilities

The cornerstone of managing an AI project effectively lies in understanding the intricacies and capabilities of AI itself. For a project manager, this doesn’t necessarily mean being an expert in coding or algorithms, but having a solid grasp of what AI can and cannot do is crucial. This knowledge enables project managers to set realistic goals, manage expectations, and make informed decisions.

For instance, traditional machine learning excels in pattern recognition and predictive analytics, making it ideal for projects involving large data sets. Large language models (such as those provided by Open AI) provide an easy way to generate output appropriate for any specific target audience.  Understanding these technologies, at least at a high level, helps in aligning project goals with the most suitable AI technology. Staying updated with the latest trends and advancements in AI is important.  

Effective Communication and Team Collaboration

In AI projects, where teams often comprise a mix of technical and non-technical members, effective communication becomes paramount. Many AI project managers must bridge the gap between data scientists, AI engineers, and business stakeholders. This involves translating complex technical concepts into understandable terms and ensuring that everyone is on the same page regarding project objectives and progress.

Fostering a collaborative environment is a critical role of the project manager. AI projects often require creative problem-solving and innovative thinking. Creating a space where team members feel comfortable sharing ideas and feedback can lead to more effective solutions. This might involve organizing brainstorming sessions, encouraging open discussions, or facilitating workshops where team members can collaboratively explore different aspects of the AI project.

Moreover, recognizing and leveraging the unique strengths of each team member can enhance project outcomes. By understanding the skills and expertise of each individual, a project manager can assign tasks that align with their strengths. This can help to maximize productivity and foster a sense of ownership and engagement within the team.

One other related key aspect is establishing a common language that all team members can understand. This might involve simplifying technical jargon or using visual aids to explain AI concepts. Regular meetings and updates are crucial, as they ensure continuous alignment and provide opportunities to address any misunderstandings or concerns. Hence, establishing a robust agile process methodology is important.

Agile and AI Project Management

In the world of AI project management, Agile methodologies can be helpful to improve communication and coordination. One agile approach developed specifically for projects with high uncertainly is data driven scrum. In short, Data-Driven Scrum (DDS), is a variant of Scrum specifically tailored for data science and AI projects, and it is emerging as a potentially more effective approach in these contexts. In other words, DDS modifies traditional Scrum practices to better align with the unique challenges of AI and data-centric projects​​​.

Traditional Scrum in AI Projects

Scrum, a popular Agile framework. It is built on iterative development, where projects are broken into sprints with defined goals and timelines. Scrum is effective for software development but can sometimes be limiting for AI projects. AI development often involves a higher degree of uncertainty, experimentation, and data dependency. This means that AI projects may not neatly fit into the time-boxed sprints of traditional Scrum.

Data-Driven Scrum (DDS) for AI Projects

Data Driven Scrum addresses some of these limitations by incorporating flexibility in iteration lengths and focusing more intensely on data and experimentation. Key differences in DDS include:

  1. Functional Iterations: Unlike Scrum’s fixed-length sprints, DDS iterations are capability-based, varying in duration based on the project’s needs. This flexibility is crucial for AI projects where some tasks, like model training or data collection, may not adhere to strict timeframes​​.
  2. Collective Analysis and Experimentation: DDS integrates observing and analyzing data directly into its core workflow. In AI projects, where data analysis is crucial, this collective approach can lead to better decision-making and more effective use of data​​.
  3. Uncertain Task Duration: AI projects often involve tasks with unpredictable durations. DDS accommodates this uncertainty better than traditional Scrum, which relies on more precise task estimations for sprint planning​​.
  4. Overlapping Iterations: DDS allows for overlapping iterations, which is beneficial in AI projects where certain tasks, like data analysis, might extend beyond a single iteration​​.

Specifically, DDS offers several advantages for AI project management:

  • Better Alignment with AI Project Needs: The flexibility in iteration length and focus on data and experimentation aligns well with the iterative and exploratory nature of AI projects.
  • Enhanced Collaboration and Decision-Making: By involving the entire team in data analysis and observation, DDS can foster more collaborative and informed decision-making.

How to be a better an AI Project Manager

7 AI Project Management tips

AI project management has several unique challenges and considerations. Below are seven key tips to help AI project managers navigate these complexities effectively:

  1. Identify Relevant Data
    • Assess the type of data required for your AI model to function effectively. This includes understanding the nature, volume, variety, and veracity of the data.
    • Evaluate the availability and accessibility of the required data. Consider issues like data privacy, proprietary constraints, and data quality.
  2. Identify Skills Needed
    • Determine the range of expertise needed for the project. This might include software development, prompt engineering (for language models), infrastructure management, and data engineering.
    • Consider forming a diverse team that covers all these areas. Ensure that each aspect of the AI project, from development to deployment, is addressed.
  3. Communicate Risks
    • Clearly communicate potential risks associated with the AI project. This could include the risk of AI model hallucination (generating incorrect or nonsensical outputs), ethical considerations, and data security concerns.
    • Make stakeholders aware of the limitations of the AI technology being used, such as the constraints of language models in understanding context or generating accurate information.
  4. Communicate Potential Costs
    • Provide a transparent overview of potential costs involved in the project. This includes the cost of technology development, infrastructure setup and maintenance, data acquisition, and ongoing operational expenses.
    • Ensure that stakeholders are aware of both upfront and long-term costs to set realistic budget expectations.
  5. Define an Effective Testing Strategy
    • Develop a comprehensive testing strategy to ensure the AI application consistently provides accurate and appropriate answers. This involves rigorous testing under various scenarios and with diverse data sets.
    • Implement continuous testing and monitoring to quickly identify and address any performance issues or inaccuracies in the AI model’s outputs.
  6. Define Target Audience
    • Clearly identify who will be using the application. Understand their needs, expectations, and tech-savviness to tailor the AI solution accordingly.
    • Consider the key features and capabilities that are most important to the target audience, ensuring the AI project aligns with their requirements and preferences.
  7. Define an Incremental Approach for Delivering the AI Project
    • Adopt an incremental approach to project delivery. This involves breaking down the project into smaller, manageable phases, allowing for regular assessment and refinement of the AI solution.
    • Use feedback from each phase to iteratively improve the AI model, ensuring that the final product effectively meets user needs and project objectives.


These tips provide a strategic framework for AI project managers. It emphasizes the importance of thorough planning, clear communication, and agile project management practices. By adhering to these guidelines, AI project managers can navigate the complexities of AI projects to lead successful project efforts.

Earn AI Project Management Certification

Earning relevant certifications can help you learn key skills and demonstrate your qualifications to potential employers. Some key certifications include:

  • Many employers look for applicants to hold a Scrum certification. Earning one of these three primary certifications demonstrates your understanding of the product owner role. Three recognized certifications are the Certified Scrum Product Owner through the Scrum Alliance, the Professional Scrum Product Owner through scrum.org, and the Registered Product Owner through Scrum, Inc.
  • The Pragmatic Institute offers the Pragmatic Certified Product Manager course which covers fundamental concepts that product managers should understand. It includes Agile practices but is more generalized than the previously listed Scrum certifications. It focuses more on conceptual frameworks than the execution of a product owner role.
  • The Data Science Process Alliance frequently helps professionals become or further develop their skills as product managers through the Data Science Team Lead Plus course. Unlike the prior courses, this course specifically focuses on managing data science and analytics projects and products. The product content is in the Plus course which includes 4 hours of 1-on-1 coaching.