Smarter Week

AI and automation by role

How Program managers / PMOs can use AI and automation

Below are 14 common tasks for Program managers / PMOs, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: PMO Analyst, PMO Lead, Portfolio Manager, Program Lead, Technical Program Manager, Chief of Staff

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Task 1 · typically 90 min, once a week

Roll up status from many projects into one view

Software featureBest fix

Roll status up automatically in a portfolio dashboard

When every project keeps status in the same fields, portfolio views in Smartsheet, Asana, Monday, Jira or Microsoft Planner roll it up for you.

Typically saves about 55% of the time3 h to set up
  1. 1Agree the same status fields for every project (RAG, % complete, next milestone, top risk).
  2. 2Set up a portfolio view (Asana Portfolios, Smartsheet dashboards, Monday dashboards, Jira Plans, Planner premium).
  3. 3Ask project leads to update the fields by a set time each week.
  4. 4Share the live link instead of a compiled report.

Tools: Asana Portfolios · Smartsheet dashboards · Monday.com dashboards · Jira Plans · Microsoft Planner

One more way to fix it
AI

Turn your rough notes into the weekly update with AI

Jot bullet points through the week; AI turns them into a clean update in the format your manager expects.

Typically saves about 60% of the time5 min to set up
  1. 1Keep a running note of what you did and what is blocked.
  2. 2Paste the note and last week's update (for format) into the AI assistant.
  3. 3Use the prompt below and check every fact.
  4. 4Send it or post it.
Prompt to copy
Turn my rough notes into this week's status update. Match the format and length of last week's update. Group by project, lead with results, flag anything blocked and what I need. Do not add anything that is not in my notes.

Last week's update:
[PASTE]

My notes this week:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 2 · typically 150 min, once a month

Build steering committee and leadership update decks

AIBest fix

Have AI build the steering deck from status updates and your template

Copilot in PowerPoint, Gemini in Slides or Gamma can draft the deck from the status updates and last month's template. You check numbers and the message.

Typically saves about 45% of the time10 min to set up
  1. 1Collect the project status updates and last month's deck.
  2. 2Use Copilot in PowerPoint ("create from file") or Gemini in Slides, or paste into a chat assistant with the prompt below.
  3. 3Check every status color and number against the source.
  4. 4Spend your time on the decisions you need from the committee.
Prompt to copy
Using the project updates below, draft slide content for this month's steering committee. Slides: 1) overall summary with RAG status, 2) one slide per project (status, progress, next milestones, risks), 3) decisions needed from the committee, 4) asks. Keep each slide under 60 words. Use the status given by each project lead; do not change it.

Updates:
[PASTE]

Tools: Copilot in PowerPoint · Gemini in Google Slides · Gamma · ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
Software feature

Roll status up automatically in a portfolio dashboard

When every project keeps status in the same fields, portfolio views in Smartsheet, Asana, Monday, Jira or Microsoft Planner roll it up for you.

Typically saves about 55% of the time3 h to set up
  1. 1Agree the same status fields for every project (RAG, % complete, next milestone, top risk).
  2. 2Set up a portfolio view (Asana Portfolios, Smartsheet dashboards, Monday dashboards, Jira Plans, Planner premium).
  3. 3Ask project leads to update the fields by a set time each week.
  4. 4Share the live link instead of a compiled report.

Tools: Asana Portfolios · Smartsheet dashboards · Monday.com dashboards · Jira Plans · Microsoft Planner

How to automate this task

Task 3 · typically 45 min, once a week

Sit in status or update meetings

Process fixBest fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

How to automate this task

Task 4 · typically 30 min, every day

Chase people for updates on their tasks

Software featureBest fix

Set up rules in your project tool to chase updates and move tasks

Asana, Monday.com, Jira, ClickUp and Smartsheet can remind owners before due dates, flag overdue work, and write AI status summaries, so you stop chasing by hand.

Typically saves about 45% of the time1 h to set up
  1. 1Make sure every task has one owner and a due date.
  2. 2Add rules: remind the owner two days before due, notify you when overdue, move tasks when a field changes.
  3. 3Turn on the tool's AI status summary (Asana AI, Monday AI, Jira or Smartsheet AI) for weekly roll-ups.
  4. 4Ask the team to update the tool, not you, and stop accepting updates by email.

Tools: Asana rules · Monday.com automations · Jira automation · ClickUp automations · Smartsheet workflows

One more way to fix it
Process fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

How to automate this task

Task 5 · typically 30 min, once a week

Keep the risk, issue and decision log up to date

AIBest fix

Have AI pull risks, issues and decisions out of meeting notes

After each project meeting, AI turns the notes or transcript into new rows for your risk, issue and decision log.

Typically saves about 50% of the time5 min to set up
  1. 1Get the meeting transcript or notes.
  2. 2Paste the current log headings and the transcript with the prompt below.
  3. 3Check each row, then paste into the log.
Prompt to copy
From the meeting notes below, extract new Risks, Assumptions, Issues and Decisions as rows with these columns: Type, Description, Owner, Impact (H/M/L), Date raised, Next step. Use only what was said; write [UNKNOWN] where missing. Flag any item that seems to update an existing entry in this list: [PASTE CURRENT LOG TITLES].

Notes:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
Software feature

Set up rules in your project tool to chase updates and move tasks

Asana, Monday.com, Jira, ClickUp and Smartsheet can remind owners before due dates, flag overdue work, and write AI status summaries, so you stop chasing by hand.

Typically saves about 45% of the time1 h to set up
  1. 1Make sure every task has one owner and a due date.
  2. 2Add rules: remind the owner two days before due, notify you when overdue, move tasks when a field changes.
  3. 3Turn on the tool's AI status summary (Asana AI, Monday AI, Jira or Smartsheet AI) for weekly roll-ups.
  4. 4Ask the team to update the tool, not you, and stop accepting updates by email.

Tools: Asana rules · Monday.com automations · Jira automation · ClickUp automations · Smartsheet workflows

How to automate this task

Task 6 · typically 60 min, a few times a week

Sit in cross-team coordination meetings

Process fixBest fix

Audit your recurring meetings and cut or shorten them

Most calendars carry meetings nobody would create today. A one-off review usually removes a few hours a week.

Typically saves about 30% of the time45 min to set up
  1. 1List every recurring meeting you attend and why.
  2. 2For each, decide: keep, shorten (25 or 50 minutes), make async, or drop.
  3. 3Ask each organizer for an agenda and a named decision-maker.
  4. 4Send someone else or read the notes for meetings where you only listen.

Tools: Your calendar · Microsoft Viva Insights or Google Calendar time insights

One more way to fix it
Process fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

How to automate this task

Task 7 · typically 40 min, once a week

Write weekly status updates or reports

AIBest fix

Turn your rough notes into the weekly update with AI

Jot bullet points through the week; AI turns them into a clean update in the format your manager expects.

Typically saves about 60% of the time5 min to set up
  1. 1Keep a running note of what you did and what is blocked.
  2. 2Paste the note and last week's update (for format) into the AI assistant.
  3. 3Use the prompt below and check every fact.
  4. 4Send it or post it.
Prompt to copy
Turn my rough notes into this week's status update. Match the format and length of last week's update. Group by project, lead with results, flag anything blocked and what I need. Do not add anything that is not in my notes.

Last week's update:
[PASTE]

My notes this week:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 8 · typically 20 min, a few times a week

Take notes and send recaps after meetings

AIBest fix

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

How to automate this task

Task 9 · typically 60 min, once a week

Balance workloads and staffing across the team

Software featureBest fix

Use the workload view in your project tool instead of a separate sheet

Workload and resource views in Asana, Monday, Smartsheet, Float or Resource Guru show who is overloaded from the tasks already planned.

Typically saves about 35% of the time1 h to set up
  1. 1Add effort estimates (hours or points) to tasks.
  2. 2Turn on the workload or resource view (Asana Workload, Monday Workload, Smartsheet Resource Management, Float, Resource Guru).
  3. 3Review it weekly and move work before people are overloaded.

Tools: Asana Workload · Monday.com Workload · Smartsheet Resource Management · Float · Resource Guru

How to automate this task

Task 10 · typically 30 min, once a week

Handle change requests and scope changes

Process fixBest fix

Take change requests through one form with impact fields

A single form that asks for the reason, impact on time and cost, and urgency means requests arrive complete and can be decided in a weekly batch.

Typically saves about 35% of the time45 min to set up
  1. 1Build a short form (Microsoft Forms, Google Forms, Jira or your PM tool).
  2. 2Require: what, why, impact on date and cost, who asked.
  3. 3Review requests weekly; set an amount below which the PM can approve alone.
  4. 4Log decisions where the team can see them.

Tools: Microsoft Forms or Google Forms · Jira, Asana or Monday forms

One more way to fix it
Automation

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Task 11 · typically 60 min, once a week

Build or update spreadsheet reports by hand

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 12 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 13 · typically 60 min, once a week

Write and update SOPs and process documents

AIBest fix

Record yourself doing it once and let AI write the guide

Record your screen while you talk through the task; AI turns the transcript into a step-by-step guide.

Typically saves about 60% of the time10 min to set up
  1. 1Record your screen and voice doing the task once (Loom, Teams, Zoom or Scribe).
  2. 2Get the transcript.
  3. 3Paste it into AI with the prompt below.
  4. 4Add screenshots where it says [SCREENSHOT].
Prompt to copy
Turn this transcript of me doing [TASK] into a step-by-step how-to guide for a new hire. Number the steps, keep each to one action, mark where a screenshot helps with [SCREENSHOT], and list common mistakes at the end.

[PASTE TRANSCRIPT]

Tools: Loom · Scribe · Tango · ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
Process fix

Keep SOPs in one library with an owner and review date

One searchable home with an owner per process stops duplicate, outdated documents, and makes updates a small regular job.

Typically saves about 30% of the time2 h to set up
  1. 1Pick one home: Notion, Confluence, SharePoint, Trainual or Process Street.
  2. 2Use one template: purpose, owner, steps, last reviewed.
  3. 3Add a review date and let the tool remind the owner.
  4. 4Link the SOP from the place the work happens (ticket form, checklist).

Tools: Notion · Confluence · SharePoint · Trainual · Process Street · Scribe

How to automate this task

Task 14 · typically 90 min, once a month

Write how-to guides or training material

AIBest fix

Record yourself doing it once and let AI write the guide

Record your screen while you talk through the task; AI turns the transcript into a step-by-step guide.

Typically saves about 60% of the time10 min to set up
  1. 1Record your screen and voice doing the task once (Loom, Teams, Zoom or Scribe).
  2. 2Get the transcript.
  3. 3Paste it into AI with the prompt below.
  4. 4Add screenshots where it says [SCREENSHOT].
Prompt to copy
Turn this transcript of me doing [TASK] into a step-by-step how-to guide for a new hire. Number the steps, keep each to one action, mark where a screenshot helps with [SCREENSHOT], and list common mistakes at the end.

[PASTE TRANSCRIPT]

Tools: Loom · Scribe · Tango · ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you asked AI to build a spreadsheet formula, pivot or chart for you?
You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.
Have you recorded yourself doing a task and had AI turn it into a written guide?
Record your screen while you talk, and AI writes the step-by-step guide from the transcript. Tools like Scribe even grab the screenshots.
Do you start long documents from an AI first draft built on your own notes?
Give the AI your notes, the audience and an example you like. Editing a draft is much faster than writing from a blank page.
Have you tried running your standup as a written check-in in chat instead of a call?
Bots like Geekbot or a Slack or Teams workflow ask everyone the same three questions each morning and post the answers. You only meet when someone is blocked.
Have you set up rules in your project tool that chase updates for you?
Asana, Monday, Jira and Smartsheet can remind task owners before deadlines and alert you when things are late, so you stop sending "any update?" messages.
Does your portfolio status roll up automatically from each project, instead of being compiled by hand?
If every project uses the same status fields, portfolio views in Asana, Smartsheet, Monday or Jira show everything on one live page.

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