5 Things a Project Manager Can Ask ChatGPT on Their Next Project

Efficiency pressures across the AEC industry aren’t just increasing – they’re reshaping how project managers operate. Tools like ChatGPT are revolutionizing how PMs are approaching everyday tasks. But in order to utilize these tools, you must have the right questions. So here are the top 5 questions project managers can use to maximize the results when using ChatGPT.

5 ChatGPT prompts for project managers

1. Identify project risks

Prompt

Identify potential risks associated with [specific project details] and suggest mitigation strategies.

Adding specific details into your input allows for the response to be more tailored to the project and overall, a more useful result. Including delivery method, site constraints, or jurisdictional requirements helps AI spot risks aligned with real AEC project conditions.

2. Draft RFI responses

Prompt

Draft a clear, defensible response to this RFI. Include technical clarification, contractual references and recommend next steps.

A prompt like this helps PMs generate structured, contract-aligned responses that can reduce turnaround time and maintain clarity. It’s especially helpful when needing to maintain professional language under pressure or aligning responses across multiple teams.

3. Build a project timeline

Prompt

Generate a project timeline with milestones, start dates, end dates, objectives, tasks, and responsible parties for launching 'X' project. Please provide and suggest milestones, their start and end dates, objectives, tasks, and the responsible party for each milestone in a table format.

Requests like this allow project managers to use ChatGPT as an efficient tool, reducing administration time so you can focus on more important tasks. This is especially useful during early planning or proposal development.

4. Prepare for difficult stakeholder meetings

Prompt

Create talking points for a difficult stakeholder meeting regarding schedule delays or budget concerns.

This kind of prompt allows for better and more productive communication. Tough conversations carry pressure, yet strong preparation can lead to better outcomes.

5. Turn meeting notes into action items

Prompt

Summarize these meeting notes into action items, responsible parties and deadlines.

Project managers spend a lot of time documenting meetings and turning those notes into usable information. ChatGPT can do this for you in seconds.

Experiment, and grow your skills

Tools are only effective if you know how to use them appropriately. The most successful project managers aren’t using AI to replace their work – they are cutting out tedious tasks, improving communication and overall operating more efficiently. Don’t be afraid to experiment with prompts and ask questions because ultimately this is how you get the best result and grow your skills.

As more AEC firms adopt AI into their daily workflows, the PMs who thrive will be the ones who know how to combine their expertise with the right technical support. This is exactly the gap that Arvaya is here to fill – giving project managers practical, efficient tools to reduce administrative pressures and strengthen project delivery while minimizing complexity.

What do you think AI could change about the way you lead if it handled the work that slows you down?