Smarter Week

How to automate it

How to automate “build project plans and update timelines”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min
typically, once a week
50%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Start every project from a template with dependencies

Asana, Monday, ClickUp, Teamwork and Smartsheet templates with task dependencies shift the whole timeline when one date moves, so you stop redoing the plan.

Typically saves about 40% of the time2 h to set up
  1. 1Turn your last good project plan into a template.
  2. 2Add dependencies and relative due dates (e.g. three days after kickoff).
  3. 3Create each new project from the template and set the start date.
  4. 4When a date slips, move the one task and let the rest shift.

Tools: Asana · Monday · ClickUp · Teamwork.com · Smartsheet

Fix 2 of 2

AI

Have AI turn the SOW into a first project plan

Paste the scope and deadlines; AI drafts phases, tasks and durations you can import into your project tool.

Typically saves about 45% of the time5 min to set up
  1. 1Paste the SOW or brief and key dates.
  2. 2Use the prompt below and ask for a CSV.
  3. 3Import the CSV into Asana, Monday, ClickUp or Smartsheet.
  4. 4Adjust owners and durations to your team's reality.
Prompt to copy
Turn this scope of work into a project plan. Scope: [PASTE]. Start date: [DATE]. Hard deadlines: [DATES]. Team roles available: [ROLES]. Give me a table as CSV with columns: Phase, Task, Owner role, Duration (days), Depends on, Client input needed (yes/no). Include client review rounds and buffer before deadlines.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Asana, Monday or ClickUp AI

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Agency Project Manager

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Agency Project Managers