Key takeaways
- Use AI for first drafts and summaries, with a person accountable for the final version.
- Keep confidential and personal data out of tools that are not approved for it.
- Start with one repetitive task, measure the time saved, then expand.
Every PMO is being asked what it is doing with AI. The honest answer for most is "experimenting". That is fine. The useful question is not whether to use AI, but where it reliably saves time without creating new risk.
Where it helps now
Drafting and summarising
Turning meeting notes into actions, summarising a long status thread or producing a first draft of a board paper are tasks where AI performs well. A person still checks and owns the final version, but the blank page disappears.
Consistency checks
AI can compare a project initiation document against your template and flag missing sections, or check that a status report's risks match the risk register. It is a fast second pair of eyes.
Making reports readable
Many reports are accurate but hard to read. AI can rewrite them in plain language for different audiences, from the board to front-line teams.
Use AI to remove the blank page, not to remove the person who is accountable.
Where to be careful
- Confidential data. Only use tools your organisation has approved for the data involved. Personal and patient data needs particular care.
- Numbers. Do not rely on AI to calculate budgets or forecasts without checking. Use it to explain numbers, not to produce them.
- Decisions. Prioritisation and gate decisions belong to people with accountability, informed by evidence.
A sensible way to start
Pick one repetitive task, such as weekly status summaries. Agree the tool and the rules, try it for a month and measure the time saved. If it works, write it into your standard way of working and move to the next task.
Forlanto helps PMOs and small businesses introduce practical automation and AI assistants safely, with clear rules about data and accountability.
