Training course · ChatGPT · Project Management

ChatGPT for Project Managers

Use ChatGPT safely and productively at work: projects, custom GPTs, data analysis, Canvas and privacy settings in team workspaces.

Duration
1 day (7 hrs)
Format
Online or on-site
Language
German or English
Participants
open dates or exclusive for your team
Certificate
Certificate of attendance

Overview

“ChatGPT for Project Managers” is designed for roles such as Project managers, PMO staff and portfolio managers and Scrum Masters and agile coaches and shows step by step how to use ChatGPT productively, safely and transparently in Project Management – from the fundamentals to advanced workflows.

For many business teams, ChatGPT is the first AI tool they use every day – yet there is a methodical gap between asking the odd question and achieving real productivity gains. In this hands-on day you learn to apply ChatGPT deliberately to recurring work: drafting and editing text, summarising documents, analysing spreadsheets and structuring decision papers. You work with Projects that keep files and instructions together, with Canvas for reworking longer documents, and with data analysis for Excel and CSV files. Every exercise is based on genuine tasks from your own function.

The second focus is scale and responsibility. You build a custom GPT that knows your templates, tone of voice and review rules, and that colleagues across the workspace can use. We also clarify which data belongs in ChatGPT and which does not, how Team and Enterprise workspaces differ from personal accounts, and which settings matter for model training, memory and sharing. You leave with a personal prompt library, a working GPT and clear ground rules for using ChatGPT responsibly across your organisation.

Project management is largely information work: clarifying requirements, building plans, assessing risks, reporting status and keeping a wide range of stakeholders aligned. Generative AI speeds up exactly these activities. It turns meeting notes into minutes and action lists, structures project charters and work breakdown structures, writes status reports for different audiences and supports risk workshops with well-grounded suggestions. AI agents connect project management tools, inbox and calendar and send automatic reminders about overdue tasks. Whether you work waterfall, agile with Scrum or hybrid, project leads gain time for what AI cannot do: making decisions, resolving conflicts and leading the team.

The course is delivered live – either online in a virtual classroom or on-site in our training rooms in Munich, Salzburg, Berlin, Augsburg, Hanover, Bremen, Stuttgart and Kaiserslautern. We can also run it exclusively for your team.

Who is this course for?

  • Project managers
  • PMO staff and portfolio managers
  • Scrum Masters and agile coaches
  • Workstream and work package leads
  • Business teams with occasional project responsibility

Typical challenges we address

  • Heavy documentation workload for minutes, reports and plans
  • Many stakeholders with different information needs
  • Risks and dependencies spotted too late
  • Information scattered across tools, emails and chats

What you will be able to do

  • You write structured prompts that reliably produce usable results for your day-to-day tasks.
  • You organise your work in Projects and revise longer documents efficiently with Canvas.
  • You analyse spreadsheets and files with data analysis and critically verify the results.
  • You build a custom GPT for a recurring task and share it with your team.
  • Produce project documents such as charters, plans, minutes and reports faster and more consistently with AI.
  • Use AI as a sparring partner for risk analysis, planning and stakeholder communication.
  • Design simple automations for follow-up and reporting in your project environment.

Course outline

Module 1 Foundations and effective prompting
  • How language models work: strengths, limitations and hallucinations
  • Building effective prompts with role, context, task and output format
  • Refining iteratively instead of starting over: follow-ups and correction loops
  • Choosing models and using web search and deep research appropriately
Module 2 Projects, Canvas and document work
  • Setting up Projects to group files, instructions and chats by topic
  • Summarising, comparing and interrogating long documents
  • Using Canvas to revise text and drafts section by section
  • Templates for emails, reports, minutes and presentation outlines
Module 3 Data analysis with spreadsheets and files
  • Uploading, cleaning and analysing Excel and CSV files
  • Calculating KPIs, replicating pivot logic and explaining variances
  • Generating charts and preparing them for presentations
  • Verifying results: checking calculation steps and sanity checks
Module 4 Custom GPTs for recurring tasks
  • Identifying and scoping good use cases for GPTs
  • Configuring instructions, knowledge files and conversation starters
  • Testing, improving and sharing a GPT within the workspace
  • Maintenance, change tracking for instructions and ownership in the team
Module 5 Privacy, workspaces and governance
  • Personal accounts versus Team and Enterprise workspaces
  • Settings for model training, memory, temporary chats and sharing
  • Handling personal and confidential data in line with GDPR
  • Internal usage policy and quality assurance for AI output
Module 6 Practice lab: Project Management
  • Meeting minutes and actions
  • Project charter and WBS
  • Audience-specific status reports
  • Identifying risks
  • Agile artefacts
  • Automated follow-up
Module 7 Data protection, quality & transfer to daily work
  • Project documents often contain confidential client data, contract details and personal data about team members, which may only be processed in approved AI environments. Analysing employee performance or workload data requires compliance with the GDPR and, where applicable, works council co-determination rights.
  • Ground rules for safe AI use in your team
  • Checking results: facts, sources, tests and the four-eyes principle
  • Personal action plan for the next 30 days
  • Open questions, outlook and resources for further learning

Practical scenarios from your field

Meeting minutes and actions

Notes or transcripts become structured minutes with decisions, open points and actions including owners and due dates, ready to be transferred into the project tool.

Project charter and WBS

AI helps turn a project idea into a charter with objectives, scope boundaries and success criteria, plus an initial work breakdown structure with work packages and milestones.

Audience-specific status reports

From raw data such as task progress, budget and risks, AI drafts status reports at different levels of detail – concise for the steering committee, detailed for the core team.

Identifying risks

In risk workshops AI suggests typical risks for the project type and industry, helps assess likelihood and impact and drafts mitigation actions. Owners and review dates are assigned straight away.

Agile artefacts

User stories with acceptance criteria, backlog refinement, sprint goals and retrospective formats are prepared with AI and then sharpened together by the team. Definitions of done can be drafted too.

Automated follow-up

AI agents check task progress regularly, remind owners about overdue items, summarise the week's changes and prepare a short project newsletter from them. The team stays informed without extra effort.

Prerequisites

Confident use of office applications and a web browser; no prior AI knowledge is required. Feel free to bring your own non-confidential sample tasks from your daily work. Experience leading or contributing to projects, whether traditional, agile or hybrid.

Technical requirements

A laptop with an up-to-date browser and a ChatGPT account; a paid plan or access to your organisation's Team or Enterprise workspace is recommended for custom GPTs, Projects and data analysis.

Data protection & compliance

Project documents often contain confidential client data, contract details and personal data about team members, which may only be processed in approved AI environments. Analysing employee performance or workload data requires compliance with the GDPR and, where applicable, works council co-determination rights.

Suggested dates

All dates are suggestions – your preferred date is always possible.

  • Wed, 25 November 2026 Online Request
  • Fri, 11 December 2026 Berlin Request
  • Thu, 17 December 2026 Online Request
  • Mon, 18 January 2027 Stuttgart Request
  • Tue, 26 January 2027 Online Request
  • Wed, 3 February 2027 Hanover Request

Frequently asked questions

Do I need a paid ChatGPT licence for the course?

You can follow the fundamentals with a free account. However, features such as custom GPTs, Projects with larger files and advanced data analysis are tied to paid plans or come with far more generous limits there. Ideally you join with access to your organisation's Team or Enterprise workspace, so you practise under real conditions.

May I enter confidential company data into ChatGPT?

That depends on your plan, your contractual terms and your internal policy. In Team and Enterprise workspaces, content is not used for training by default, but GDPR and confidentiality obligations still apply. In the course you learn how to classify and anonymise data and how to choose the right settings.

How is a custom GPT different from a saved prompt?

A GPT bundles persistent instructions, knowledge files and optional tools such as web search or data analysis into a dedicated assistant. Colleagues can use it without any prompting skills and get consistent results. A saved prompt, by contrast, has to be copied and supplemented with context every time, which is far more error-prone.

Can AI create a project plan?

AI provides a solid first draft of the work breakdown structure, milestones and dependencies if you describe objectives and constraints clearly. Effort estimates, resources and priorities still need to be agreed with the team. The course shows how to review AI drafts systematically and transfer them into your project tool.

Does this work in agile projects too?

Yes. In Scrum or Kanban, AI helps write user stories and acceptance criteria, prepare refinements and retrospectives and summarise sprint results for stakeholders. Decisions about the backlog and delivery naturally remain with the team and the Product Owner. AI supports, the team decides.

How much does “ChatGPT for Project Managers” cost?

The course costs a flat €949 plus VAT per participant – whether online or on-site. This includes 1 training day(s) with a live trainer, course materials, a lab environment and a certificate of attendance.

Can I suggest my own date?

Yes. Our suggested dates are just a guide. In the request form you can always describe your preferred date or period in free text – we check availability and confirm within one working day.

Is the course online or on-site?

Both are possible: live online in a virtual classroom or on-site in Munich, Salzburg, Berlin, Augsburg, Hanover, Bremen, Stuttgart or Kaiserslautern. We can also run the course exclusively for your team.

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