전규현 (Jeon gyuhyeon)

Posted on Feb 8

Real-Time Project Management with AI and Plexo Integration

#ai #chatgpt #management #productivity

"I made WBS with ChatGPT, but how do I collaborate with the team now?"

"Share Excel files via email?"

No. There's a better way.

The moment you bring AI-generated WBS into a real-time collaboration tool, magic happens.

AI + Collaboration Tool = Perfect Combination

Each Role

AI's strengths: draft generation, pattern recognition, completeness.
But weak at: real-time collaboration, progress tracking, visualization.

Collaboration tool's strengths: real-time collaboration, automatic calculation, Gantt/Kanban, notifications.
But initial WBS generation takes a long time.

Combining them?
AI generates WBS in 10 minutes,
Collaboration tool imports in 30 seconds,
Team can start collaborating immediately.

Step-by-Step: ChatGPT → Collaboration Tool Workflow

Step 1: Generate CSV from ChatGPT (10 min)

prompt = """
You are a senior PM.
Create a WBS in CSV format for the project below.

Project: Mobile App Performance Improvement
Duration: 2 weeks
Team: iOS 2, Android 2, QA 1
Goal: 50% improvement in app loading speed

Requirements:
1. CSV format (ID, Task, Hours, Role, Dependencies)
2. 8-40 hour unit tasks
3. Dependencies shown as IDs
4. Minimum 50 tasks

Start!
"""

AI responds in 30 seconds:

ID,Task,Hours,Role,Dependencies
1,Analysis and Design,40,,
1.1,Current Performance Profiling,16,All,
1.1.1,iOS Performance Measurement,8,iOS,
1.1.2,Android Performance Measurement,8,Android,
1.2,Bottleneck Analysis,16,All,1.1
2,iOS Development,160,,1.3
2.1,Image Optimization,40,iOS,1.3
...

Step 2: Import to Collaboration Tool (30 seconds)

Most project management tools support CSV import.

Create project
Select Import menu
Paste CSV data
Check column mapping
Execute Import

50 tasks in perfect hierarchical structure in 30 seconds!

What Gets Generated Automatically

1. Hierarchical Structure Auto-Generated

Tools automatically interpret numbering system (1, 1.1, 1.1.1) made by AI.

// CSV
1,Analysis and Design,40,,
1.1,Current Performance Profiling,16,All,
1.1.1,iOS Performance Measurement,8,iOS,

// Auto-converted
{
  id: "1",
  title: "Analysis and Design",
  children: [
    {
      id: "1.1",
      title: "Current Performance Profiling",
      children: [
        {
          id: "1.1.1",
          title: "iOS Performance Measurement"
        }
      ]
    }
  ]
}

Indentation, collapse/expand automatically possible.

2. Dependencies Auto-Linked

Reads Dependencies column from CSV and automatically draws arrows.

If task 2.1.1 is delayed?
Dependent 2.1.2, 2.1.3 automatically adjust schedule.
Team gets notified.

3. Time Auto-Aggregated

Subtask times automatically sum.

task_1_1 = {
    "1.1.1": 8,
    "1.1.2": 8,
    "total": 16  # Auto-calculated!
}

task_1 = {
    "1.1": 16,
    "1.2": 16,
    "1.3": 8,
    "total": 40  # Auto-calculated!
}

No need to use SUM function in Excel.

4. Gantt Chart Instantly Generated

Click Gantt chart tab and in 1 second:

Task bars auto-generated
Dependency arrows automatic
Critical path highlighted
Drag to adjust schedule
Real-time updates

Work that took 30 minutes in Excel ends in 1 second.

Power of Real-Time Collaboration

Before: Excel File Hell

Monday morning: PM creates WBS v1, sends email
Monday afternoon: Alice edits to v1_alice
Simultaneously Bob also edits v1 to v1_bob
Tuesday morning: PM tries to merge two files (1 hour)
Tuesday afternoon: Charlie still working with v1...

4 hours wasted per week

After: Real-Time Collaboration

Monday morning: PM imports CSV (30 seconds)
Invite team (30 seconds)
Everyone accesses same project

Alice edits task → Immediately reflected on Bob's screen
Bob adds comment → Notification to entire team
PM adjusts schedule → Everyone's Gantt chart updates

0 version conflicts, 0 minutes wasted

Real Case: Startup C

Before Introduction

WBS writing: ChatGPT 10 min
Team sharing: Excel email attachment
Problems:
- 3 versions coexisting
- Manual merge 2 hours
- Hard to grasp progress
- Gantt chart not updated

After Introduction

WBS writing: ChatGPT 10 min
Import: 30 seconds
Team invite: 30 seconds
Effects:
- Single version (always latest)
- Real-time updates
- Automatic progress calculation
- Gantt chart auto-reflected

300% productivity improvement, PM satisfaction 10/10

Advanced Utilization Tips

Tip 1: Import by Sprint

Don't import entire project at once.

sprint_1_prompt = """
From the entire WBS above, extract only Sprint 1 (2 weeks) tasks
and create CSV. Consider team capacity 200 hours/week.
"""

Managing by sprint allows more focus.

Tip 2: Template Reuse

After completing first project:

Export → Download CSV
Use as template for next project
Tell AI "Create new WBS following this structure"

Same quality every time, maintains team style.

Tip 3: Utilize Risk Tags

# Request Risk column from ChatGPT
prompt: |
  Add Risk column to WBS above:
  - High: Impact 8+
  - Medium: Impact 5-7
  - Low: Impact 1-4

# After import
# Risk column → Auto-converted to tags
# Filtering: "Show only Risk:High" possible

Tip 4: Auto-Notification Settings

Most collaboration tools provide notifications:

Slack notification on task completion
DM to PM on blocker occurrence
Alert 3 days before deadline
Notify assignee when prerequisite task completes

Hidden Features

Kanban Board Auto-Generated

Imported tasks automatically convert to Kanban board.
Dragging to change status also reflects in Gantt chart.

Burndown Chart

Auto-generated based on checked tasks.
Can compare ideal progress speed with actual speed.

Resource Heatmap

Shows team member workload by color.
Red = overload, Green = normal.
PM can immediately discover and adjust.

15-Second Import Practice

Try it yourself!

Materials

CSV made with ChatGPT
Collaboration tool account

Start Timer! (1 min)

0-10 sec: Create project
10-20 sec: CSV import
20-30 sec: Check results
30-60 sec: Experience features

Project management system complete in 1 minute!

Real User Reviews

Early startup:
"Freed from Excel version control hell. Used to waste 10 minutes daily finding files, now it's just one link."

Remote team:
"No problem even with time difference. Real-time updates mean immediate response. Efficiency increased 3x."

Solo PM:
"Enterprise-level process possible even alone. What used to take 1 hour drawing Gantt charts in Excel is now automatic."

Conclusion: Perfect Integration

The combination of AI and collaboration tools is the completion of project management.

Workflow Summary:

ChatGPT: 10 min → WBS generation
Import: 30 sec → System setup
Team invite: 30 sec → Collaboration starts
Auto-update: 0 sec → Always latest

Core Benefits:

Zero version conflicts
Real-time collaboration
Automatic calculation and visualization
Time saved: 5+ hours per week

Don't share Excel files via email anymore.

Start your next project with AI and collaboration tools.

Need project management combining AI and real-time collaboration? Check out Plexo.

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