The secret to AI adoption in PPM: 3 critical steps for leaders

AI is rapidly reshaping how teams manage projects and portfolios, but the most successful organizations know that the true future of work isn’t just about technology. It’s about people.

In a recent PPM Power Session webinar with ProjectManagement.com, our panel of experts — including Associate Vice President, Enterprise PMO at the University of Maryland Global Campus, Brandon Matthews; Senior Manager at UHY Consulting, Tim Shaw; President at Roffensian Consulting S.A., Andy Jordan; and Principal Solutions Specialist at Smartsheet, Alexis Felton — discussed the ways AI is changing the way teams work. According to our 2026 PPM priorities research report, the consensus was clear: AI can amplify performance and efficiency, but only when it’s adopted thoughtfully with humans at the center.

To move from theory to meaningful progress, we’ve distilled the findings into three critical steps leaders can use to encourage responsible, impactful AI adoption across their PPM organizations.

1. Encourage AI adoption — don’t force it

AI adoption works best when it grows organically. According to our survey, most (97%) of PPM teams are already using AI and they’re using it for communication and content creation, task and project automation, project insights and reporting, and more, but most (87%) still don’t trust it to work on its own. This bottom-up enthusiasm for AI is powerful: it builds curiosity naturally, and helps teams discover real impact through hands-on use. Still, the data shows there’s lingering skepticism around how much AI can be trusted to operate without human oversight. Luckily, thoughtful leadership can help bridge the gap between curiosity and confident adoption

Putting it into practice

Leaders can accelerate adoption by encouraging experimentation rather than mandating it. Offer time and space for employees to explore new tools, share what’s working, and take note of success stories. By positioning AI as a partner, not a replacement, you can create a culture of innovation where AI adoption feels empowering, not intimidating. “Perception is reality,” said panel host Jordan, “This is how employees are feeling. Leaders need to adapt their approach and embrace those fears and try to allay them.”

2. Start small, build guardrails, and experiment

Big changes start small. The best way to introduce AI into project and portfolio management is through focused, low-risk use cases like automating repetitive reporting tasks, summarizing meeting notes, or identifying project blockers.

These small wins reveal places that AI adds value to human-powered insights. They can also help inform the policies and guardrails that keep usage safe and data secure. As Matthews put it, “The only way to figure out what guardrails or use cases make sense is by actually doing the work. You can’t design policy in a vacuum.”

Putting it into practice

Encouraging teams to experiment safely creates confidence and competence at the same time, for both employees using the tools and employers deploying the guardrails. 

3. Prioritize human oversight and upskilling

Even as AI evolves, human judgement and experience remains irreplaceable. Context, communication, empathy, and leadership are still the differentiators that drive successful projects and strong teams. “Remember the human skills you bring to the table. Communication, leadership, judgement, and authenticity are still extremely valuable,” says Felton.

Putting it into practice

Leaders play a critical role in developing those skills through mentorship, transparency, and ongoing education and training. Empower your teams to use AI as a tool for their own career growth, not as a shortcut, and encourage them to explore the places that AI can best augment their own expertise. Embrace the notion that it’s the combination of AI’s speed and scale with human insight that allows your organization to make better decisions faster and with greater confidence, not the use of the tech on its own. 

The path forward

AI shouldn’t replace project leaders, it should refine their potential. By fostering a culture of curiosity, experimentation, and continuous learning, organizations can unlock the full value of AI while strengthening the human skills of their existing workforce.

To dive deeper into these insights, watch the full PPM Power Session webinar on AI adoption in PPM, and read the full research report for data-backed strategies to help your teams stay ahead with Intelligent Work Management.