If ChatGPT keeps giving you rubbish answers, the problem probably isn’t ChatGPT.
It’s the way you’re asking.
Most project managers treat ChatGPT like a search engine. They type a short question, receive a generic answer and conclude that AI isn’t all it’s cracked up to be.
The good news is that the fix is remarkably simple.
By the time you’ve finished reading this article you’ll have a straightforward five-step method you can use on almost any project, together with prompts you can copy and use immediately.
Step 1. Stop Asking for Answers
The biggest mistake is asking ChatGPT to produce the finished document straight away.
For example:
“Write me a Risk Register.”
The result is usually generic because ChatGPT doesn’t know anything about your project.
Instead, ask it to interview you first.
Prompt
“You are an experienced project manager. Before answering, ask me the questions you need so that you fully understand my project. Don’t make assumptions.”
Already you’ve moved from getting guesses to getting tailored advice.
Step 2. Give ChatGPT Some Context
Imagine asking a new member of your project team to produce a Project Charter without telling them anything about the project.
That’s exactly what many people expect AI to do.
Tell it:
- the project objective
- who the customer is
- key stakeholders
- budget (if appropriate)
- timescales
- constraints
- major risks
- preferred methodology
The better the information you provide, the better the result.
Step 3. Ask for the First Draft, Not the Final Version
This is the step that saves the most time.
Instead of writing documents from scratch, ask ChatGPT to produce Version 1.
For example:
“Using the information above, draft a one-page Project Charter for senior management. Highlight anything that needs my review.”
Now you’re editing instead of creating.
That’s where the time saving comes from.
Step 4. Ask ChatGPT to Critique Its Own Work
Here’s a prompt I use regularly.
“Review the document you have just created. What are its weaknesses? What important information may be missing?”
Very often the second version is noticeably better than the first.
Step 5. Keep Your Professional Judgement
- This is the most important step of all.
- AI doesn’t know your organisation.
- It wasn’t in yesterday’s meeting.
- It doesn’t know that one stakeholder is quietly resisting the project or that another has just changed priorities.
- Use AI to generate ideas.
- Use AI to challenge your thinking.
- Use AI to speed up administration.
- But always make the final decision yourself.
Five Ready-to-Use Prompts
Project Planning
“Interview me first, then create a practical project plan.”
Risk Management
“Identify the ten biggest risks in this project and suggest realistic mitigation actions.”
Stakeholder Communication
“Rewrite this email so it is clear, diplomatic and suitable for senior management.”
Status Reporting
“Summarise these notes into a one-page executive status report.”
Lessons Learned
“Review these project notes and identify the five most important lessons for future projects.”
Common Mistakes
- Don’t expect AI to know your project.
- Don’t accept the first answer without reviewing it.
- Don’t ask vague questions.
- Don’t paste confidential information into public AI systems if your organisation prohibits it.
- Don’t allow AI to replace your own judgement.
Monday Morning
- Open ChatGPT.
- Choose one real project you’re currently working on.
- Copy the first prompt from this article.
- Let ChatGPT interview you before answering.
- I think you’ll immediately notice the difference in the quality of the response.
