Kickstart Your Project Management Planning with AI

Project management can feel like juggling chainsaws (or pirahnas or sharks, if you prefer). You know you’re going to get bit by some aspect of the job. This impending doom and working to keep it at bay is exactly what makes projects fun, too. Keeping track of goals, tasks, timelines, risks, and communication is complex. Dr. Jason Neiffer introduced me to a new way to collaborate with project management. Of course, I decided to give it my own spin.

Project Management Planning Template

Inspired by Dr. Neiffer’s idea that “The Document is the Prompt.,” I’ve put together a Project Management Planning Template you can use. It’s designed to work with tools like Google Gemini that can process large amounts of text and pull information straight from Google Drive.

The Gist

Instead of just asking an AI isolated questions, you create your project plan using the provided template. This document includes standard sections (Goals, Scope, Tasks, Risks, etc.). What makes it different is that it also includes:

• AI Instructions: Clear directives at the start telling the AI (like Gemini) how to interact with the plan. It addresses the AI’s role, how to use the document as context, and how to confirm it’s ready.
• Context Appendices: A place to paste or link meeting transcripts, research notes, drafts, and other relevant materials. This leverages the AI’s ability to process large context windows, giving it deep background.

As fun as the PM Planning template is to use, I found it a bit too much. So, I created a BoodleBox Bot you can use that takes a different approach. You don’t have to use the BoodleBox Bots I created, though. Simply copy the prompt at the end of this blog entry into your favorite chatbot. If you do want to give my solutions a try, keep reading.

Introducing Project Kickstarter

Have you ever stared at a new project, unsure where to begin? Get past that gut-punch of a question, “Where do I even start?,” with the Project Kickstarter. The Bot (Free or Pro version) offers a simple, conversational three-step process. You simply start the Bot and have a conversation where you answer three questions:

• Project Description: What are you trying to accomplish? What’s the goal?
• Stakeholders: Who needs to be involved in making this project successful?
• Timeline: When does this need to be completed?

Once the Bot has your responses to those questions, it will proceed to create a “kickoff package.”

Access the Project Kickstarter Bots.

First, you will need to first create a BoodleBox account (free). I recommend you upgrade for free (two months only) to a BoodleBox Unlimited account. Use the code, “MGFREE123”.
Second, access your preferred Bot. I made two versions you can try. Free users (who didn’t sign up with the MGFREE123 code) should try the Project Kickstarter Bot. BoodleBox Unlimited users, use Project Kickstarter Pro. What’s the difference? The former relies on free, older AI model. The latter relies on a more powerful AI model.
Third, answer the questions required and then ask for the kickoff package.

The KickOff Package

The kickoff package is what you may need to get a project going. I’ve run several of my own work projects through it, and this is sure to be a winner. At the very worst, it’s going to help you think through what you need to do for a project. At best, it will facilitate thinking for everyone on your team. You get four components:

• Professional Cover Letter: A ready-to-send memo that summarizes your project for all stakeholders
• PIR Analysis: A Problem-Implication-Recommendation breakdown that clarifies what needs to be done and why
• RACI Chart: A clear assignment of who’s Responsible, Accountable, Consulted, and Informed for each task
• Project Timeline: A logical sequence of tasks with dependencies and deadlines that fit your timeframe

You can always modify the output, but at least, you’re not starting from a blank page. If you like, with a BoodleBox Unlimited account, you can even create your own Project Kickstarter, adding in traditional project management elements like key performance indicators (KPIs), executive summaries, and more.

Note: I’m recommending BoodleBox because of how it handles data privacy. No confidential data gets sent to the frontier AI models it relies on and it is built for schools. Check out the BoodleBox Trust Center for more information, and read my notes on it.

A Prompt of Your Own

Get started with a template you can use with any AI partner to plan future projects:

I need to plan a [type of project]. Please help me create a project plan by asking me for:
1. A description of what I'm trying to accomplish
2. Who the key stakeholders are
3. My desired timeline

Then create a complete project kickoff package with:
- A professional cover letter to stakeholders
- A Problem-Implication-Recommendation (PIR) analysis
- A RACI chart showing who is Responsible, Accountable, Consulted, and Informed
- A project timeline with dependencies

Next time the boss asks you, “Put a project outline together for [XYZ] project,” you will be ready.

Example: Insufficient Power

One of my favorite examples is a true story from a San Antonio area school district with ten thousand students. I use it when sharing the idea of wicked problems and the importance of executive summaries. You can read that blog entry via the TCEA TechNotes. You can see the actual chat here.

Simple Solution, Big Impact – Superintendent’s Briefing

Before I share the project generated, I also asked for a short brief paragraph for the Superintendent’s Cabinet:

The Ardent ISD High School computer labs (Rooms 321 and 221) require critical electrical infrastructure upgrades to enable full technological functionality. With an estimated investment of $1,000, the project will resolve existing power connectivity issues that currently prevent complete utilization of new computer equipment. Scheduled from August 2025 to June 2026, this initiative will ensure 100% lab readiness, support high-stakes assessments, and eliminate current safety and performance limitations. Maintenance Department will lead implementation, with Technology Department providing technical verification and Campus Administration overseeing budget and strategic alignment.

Now, to accompany that message, you could also say, “Our high school computer labs are stuck. Power poles are in, but outlets aren’t working. This means new computers sit unused. We’ll spend $1,000 to fix this and unlock two full computer labs. Project runs from August 2025 to June 2026. Goal: 100% lab usability. Simple solution, big impact.”

Results

Here’s what was generated by the free user version of Project Kickstarter Bot:

Project Kickoff Cover Letter

To: Campus Administration, Maintenance Department, Technology Department

Subject: Computer Lab Electrical Infrastructure Improvement Project

This letter serves to outline our comprehensive plan to resolve the electrical connectivity issues in Rooms 321 and 221 at Ardent ISD High School. Our project aims to fully enable computer lab functionality by installing proper electrical outlets, ensuring 100% lab utilization and supporting critical educational technology needs.

Problem-Implication-Recommendation (PIR) Analysis

RACI Chart for Roles & Responsibilities

Project Timeline

The estimated cost for this project is approximately $1,000, with the goal of achieving 100% lab utilization and resolving current electrical infrastructure challenges.

Now, if you’re wondering, what would the Project Kickstarter Pro version do, well, you will have to give it a go yourself.