Using AI in Project Management: Solving Real Problems with Curiosity and Context with Molly Beran

Resource management can transform how organizations plan and deliver work—but only when the right processes, trust, and leadership commitment are in place.In this episode, Michael Kuzma, an enterprise PMO and strategic portfolio management leader with more than two decades of IT experience, joins host Samantha Varner to explain how to build resource management that drives better decisions.Michael and Samantha break down:• Why resource management is often the first thing executives ask for—and one of the last processes a PMO should introduce• The nine subprocesses behind effective resource management and capacity planning|• How to account for operational work, meetings, and the responsibilities that reduce project availability• Why trust is essential to accurate timesheets and resource data• How resource forecasting and what-if analysis reveal bottlenecks before they become costly• What leaders must be willing to do when resource data exposes uncomfortable trade-offsPerfect for PMO leaders, portfolio managers, and resource managers ready to build sustainable resource management processes, improve capacity planning, and turn workload data into action.0:00 Understanding Resource and Capacity Management6:47 The Importance of Resource Management in Project Management12:45 Defining Resource Management and Its Challenges18:09 Building Trust in Resource Management24:21 Navigating Internal Politics in Resource Management30:12 The Role of Timesheets in Resource Management37:55 Implementing Resource Management Practices40:58 Integrating Resource Management Across Departments44:17 The Importance of Communication in Change Management48:11 Understanding Resource Management Activities59:31 Data-Driven Decision Making in PMOs1:08:05 Preparing for Resource and Capacity Management1:13:57 Leadership Commitment to Resource ManagementConnect with Michael Kuzma on LinkedIn: https://www.linkedin.com/in/michael-kuzma/Presented By: ProSymmetry https://www.prosymmetry.com/Learn More About What’s the Plan? https://www.prosymmetry.com/whats-the-planHosted and produced by Samantha Varner: https://www.linkedin.com/in/samanthavarner21/Produced and edited by Kyle Wertz

In this episode of What's the Plan?, Samantha sits down with Stuart Easton, CEO and co-founder of Transparent Choice, to explore one of the biggest challenges facing PMOs today: why executives and project leaders often seem disconnected, even when they're working toward the same business goals. Through practical examples, research-backed insights, and his memorable "duck and egg" analogy, Stuart explains why organizations must shift their focus from project delivery to business value.Drawing on decades of experience helping organizations improve project prioritization, portfolio management, and benefits realization, Stuart shares why executives don't care about project methodologies, governance processes, or status reports nearly as much as project professionals think they do. Instead, they care about outcomes, business impact, and whether projects are delivering measurable value.Together, they explore:Why executives don't care about projects, they care about the value projects createThe "duck and egg" framework for understanding business value versus project deliveryWhy PMOs often struggle to communicate effectively with executive leadershipHow project managers can transition from project delivery to business leadershipThe difference between reporting data and delivering actionable insightsHow better project prioritization leads to stronger strategic alignmentWhy resource capacity planning is critical to portfolio successHow overloaded teams actually slow delivery and reduce business valueThe relationship between prioritization, resource management, and benefits realizationWhy doing fewer projects can help organizations deliver more valueThe balance between too little governance and too much bureaucracyHow PMOs can maximize portfolio ROI by focusing on business outcomes instead of process complianceStuart also shares practical advice for PMO leaders looking to gain executive support, improve decision-making, and demonstrate business value. From prioritization frameworks and portfolio governance to resource optimization and benefits realization, he offers a roadmap for moving beyond project management and becoming a strategic business partner.Whether you're a project manager, PMO leader, portfolio manager, or executive responsible for driving organizational change, this episode offers actionable insights on how to align projects with strategy, communicate in the language of business, and focus on what matters most: delivering value.00:00 Understanding the PMO-Executive Relationship06:50 The Duck and the Egg: Delivering Value12:48 Communication: Bridging the Gap20:06 The Language of Value27:07 Transforming Project Managers into Business Leaders36:25 Insights Over Data: Prioritization Conversations44:15 Governance and Methodology: Finding the Balance52:39 Cultural Shift: Benefits Management as a System01:01:34 The Executive Mindset: Embracing ChangeConnect with Stuart Easton on LinkedIn https://www.linkedin.com/in/eastonstuart/Presented By: ProSymmetry https://www.prosymmetry.com/Learn More About What’s the Plan? https://www.prosymmetry.com/whats-the-planHosted and produced by Samantha Varner https://www.linkedin.com/in/samanthavarner21/Produced and edited by Kyle Wertz

In this episode of What's the Plan?, Samantha sits down with transformation leader and project management expert Noel Ransom to explore why today's project managers need to think beyond schedules, status reports, and task tracking. Together, they discuss the evolution of project management from an execution-focused discipline to one centered on influence, business value, and better decision-making.Drawing from more than two decades of experience leading enterprise transformation initiatives, Noel shares practical insights on how project managers can connect project work to business outcomes, build stronger business acumen, communicate with executives, and become trusted advisors within their organizations.Together, they explore:· Why project managers are being asked to do more than manage projects· The shift from status reporting to strategic decision support· How to connect project execution to business value and outcomes· The skills modern project managers need to stay relevant and influential· Business acumen, financial literacy, and organizational change management· Communication, emotional intelligence, and influencing without authority· How PMOs can evolve from governance functions into decision intelligence organizations· Why AI won't replace project managers who can interpret information and guide decisionsNoel also introduces her "Monday Morning Test," a simple framework for turning ideas into action and helping project managers shift their mindset from tracking work to driving meaningful outcomes.Whether you're an experienced project manager, a PMO professional, or someone looking to grow your influence within your organization, this episode offers actionable insights on how to move beyond execution, think more strategically, and help leaders make better decisions.04:35 Introduction to Noelle Ransom06:05 The Evolving Role of Project Managers09:19 Leadership Skills in Project Management15:06 Bridging the Gap: Leadership and Project Management15:27 Managing vs. Leading Projects19:47 The Evolving Role of Project Management23:24 Transforming the PMO into a Decision Engine30:25 Essential Skills for Modern Project Managers40:59 AI and the Future of Project Management44:44 The Monday Morning Test: Turning Ideas into Action45:59 The Monday Morning Test: Taking Action48:18 Shifting Mindsets: Value Beyond Project Management49:46 Empowering Project Managers: Reporting Value50:34 Transformational Leadership: Redefining Change51:36 Future of Project Management: Influencing DecisionsConnect with Noel on LinkedIn: https://www.linkedin.com/in/noelransom2324/ Presented By ProSymmetry: https://www.prosymmetry.com/ Learn More About What’s the Plan?: https://www.prosymmetry.com/whats-the-planHosted and produced by Samantha Varner: https://www.linkedin.com/in/samanthavarner21/Produced and edited by Kyle Wertz

Most conversations about AI in project management focus on meeting notes, summaries, and chatbots. But what happens when you use AI to solve a real project management problem?In this episode, Molly Beran shares how she used Microsoft Copilot to build a custom reporting solution that transformed project visibility and executive reporting. Rather than chasing the latest AI trend, Molly started with a specific challenge: understanding project progress over time and providing leaders with the context needed to make better decisions.We discuss:· Why the best AI initiatives start with a real business problem· How curiosity helps project managers build solutions without being developers· The difference between point-in-time reporting and over-time reporting· Why context is more valuable than raw project data· Using Microsoft Copilot, ChatGPT and Claude, to improve project reporting· The role of AI in project management beyond note taking and meeting summaries· Where human judgment is still essential when working with AIIf you're exploring AI for project management, Microsoft Copilot, project reporting, project visibility, or executive reporting, this episode offers a practical look at how AI can help teams solve meaningful problems and deliver insights that actually matter.00:00 Introduction to Projects by Molly06:04 Molly's Journey in Project Management09:59 The Importance of Data in Project Management16:01 Point-in-Time vs. Overtime Reporting20:59 Leveraging AI in Project Management28:10 Understanding Snapshots in Reporting32:26 Tailoring Reports to Executive Needs35:11 Impact of Effective Reporting on Organizations36:46 Leveraging Existing Software for Reporting39:34 Enhancing Transparency in Conversations40:19 The Role of AI in Project Management43:54 Building AI Agents for Efficiency47:34 Navigating AI Limitations and Human Intervention48:31 Curiosity and Frustration in AI Implementation53:13 Practical Applications of AI in Daily Tasks54:15 Future Plans and Personal InsightsConnect with Molly Beran on LinkedIn https://www.linkedin.com/in/mollyberan/ Presented By: ProSymmetry https://www.prosymmetry.com/Learn More About What’s the Plan? https://www.prosymmetry.com/whats-the-planHosted and produced by Samantha Varner https://www.linkedin.com/in/samanthavarner21/Produced and edited by Kyle Wertz

In this episode of What’s the Plan?, Samantha sits down with PMO leader Rebecca Woods to discuss why modern project management is really about problem solving, strategic thinking, and navigating complexity — not just managing timelines and tasks.Drawing from her experience leading IT and PMO initiatives, Rebecca shares practical insights on how project managers can uncover root causes, ask better questions, improve stakeholder communication, and guide teams through changing priorities, shifting requirements, and resource constraints.Together, they explore:• Problem solving in project management• Continuous improvement strategies for PMOs• How to identify the real business problem• Why communication gaps derail projects• Managing changing project requirements• Strategic decision-making and stakeholder alignment• Resource constraints, prioritization, and portfolio planning• The human side of leadership, collaboration, and organizational changeRebecca also shares real-world examples of navigating complex enterprise projects, balancing “keep the lights on” work with strategic initiatives and helping organizations become more adaptable in an increasingly fast-changing business environment.Whether you're a project manager, PMO leader, operations leader, or executive navigating organizational complexity, this episode offers actionable insights into the mindset, communication skills, and strategic thinking needed to lead successful projects today.00:00 Introduction to Rebecca Woods and Her Journey07:27 The Importance of Problem Solving in Project Management10:28 Understanding Customer Needs and Problem Identification13:21 Clarifying Requirements and Asking the Right Questions16:32 Navigating Change and Maintaining Focus on Goals19:28 Decision-Making Frameworks and Options22:17 Encouraging Creativity and Open Dialogue in Problem Solving29:57 Navigating Project Challenges32:41 Empowering Teams for Problem Solving34:52 Effective Communication in Project Management36:01 Continuous Improvement: Balancing Tradition and Innovation39:50 Resource Management and Strategic Planning44:38 Future-Proofing Skills in Project Management46:11 Understanding Stakeholder Needs48:42 The Importance of Practice in Problem SolvingConnect with Rebecca on LinkedIn https://www.linkedin.com/in/rebeccatwoods/Presented by ProSymmetry https://www.prosymmetry.com/Learn More About What’s the Plan? https://www.prosymmetry.com/whats-the-planHosted and produced by Samantha Varner https://www.linkedin.com/in/samanthavarner21/Produced and edited by Kyle Wertz

Resource management doesn’t fail because organizations lack effort. It fails because there’s no consistent process, governance, or structure behind it.In this episode, Beth Hunter shares practical approaches to operationalizing resource management. From establishing governance and decision-making frameworks to creating repeatable processes teams can actually follow.We discuss:Why inconsistent resource planning creates chaosThe importance of governance in resource managementHow mature organizations create structure around planningPractical ways to standardize resource management practicesThe role of frameworks like the JITR Wheel in improving visibility and alignmentIf your organization relies on spreadsheets, disconnected planning conversations, or “tribal knowledge” to manage resources, this episode offers a more sustainable path forward.00:00 The Importance of Governance in Resource Management02:59 Understanding the Jitterwheel Framework05:57 Skills as a Core Component of Resource Management09:08 The Complexity of Staffing Decisions12:04 The Role of Forecasting in Resource Management14:55 Data Quality and Its Impact on Forecasting18:08 The Challenges of Timesheet Management32:24 Navigating Timesheet Management34:24 Understanding the 10% Per Month Out Concept36:15 Bridging Finance and Resource Management38:40 Workforce Planning and Talent Development40:13 Building Strong HR Partnerships42:43 Addressing Staffing Challenges44:47 The Role of Technology in Resource Management48:43 Common Mistakes in Resource Management Technology51:52 The Importance of Governance in Resource Management54:36 Measuring Resource Management Success58:52 Implementing the Jitter FrameworkConnect with Beth Hunter on LinkedIn https://www.linkedin.com/in/bethhunter1/Presented By: ProSymmetry https://www.prosymmetry.com/Learn More About What’s the Plan? https://www.prosymmetry.com/whats-the-planHosted and produced by Samantha Varner https://www.linkedin.com/in/samanthavarner21/Produced and edited by Kyle Wertz

What does it take for a PMO to stop being the "project police" and start driving real organizational value?In this episode, host Samantha Varner sits down with Jerry Manas, internationally bestselling author of the Resource Management and Capacity Planning Handbook, to explore why terminology confusion stalls progress, how PMOs can shift from methodology enforcers to strategic change drivers, and why storytelling is one of the most underrated tools in a leader's toolkit.You'll learn:· Why getting hung up on terminology blocks organizational progress· How PMOs can shift from enforcing processes to delivering business value· What leaders need to understand about resource and capacity planning — regardless of what they call it· How storytelling drives adoption and helps teams understand the "what's in it for me"If you're a PMO, portfolio, or resource management leader ready to move from compliance to impact, this one's for you.00:00 The Importance of Productivity and Value02:57 Terminology in Project Management05:58 Core Concepts of Resource Management08:55 Visibility and Decision Making11:56 The Capacity Quadrant Framework15:08 Patterns in Organizational Maturity18:06 The Role of PMOs in Strategic Alignment21:04 Deprioritizing Resource Management24:01 The Evolving Role of PMOs27:03 Aligning Productivity with Value30:01 The Power of Storytelling in Leadership33:00 Future Plans and Closing ThoughtsConnect with Jerry on LinkedIn https://www.linkedin.com/in/jmanas/Learn more about Jerry’s Strategic Advisory practice https://www.jerrymanas.com/strategic-advisoryOrder The Resource Management and Capacity Planning Handbook https://www.jerrymanas.com/resourcemanagement Order Projectland Goes to the Movies https://www.amazon.com/Projectland-Goes-Movies-Blockbuster-Strategies-ebook/dp/B0G8TYDSR7 Presented By: ProSymmetry https://www.prosymmetry.com/ Learn More About What’s the Plan? https://www.prosymmetry.com/whats-the-planHosted and produced by Samantha Varner https://www.linkedin.com/in/samanthavarner21/Produced and edited by Kyle Wertz

Resource planning often gets treated like a numbers game: capacity, utilization, and forecasts.Our plans fail because we forget the people behind the work.In this episode, Jill Savage, a resource management pioneer, shares how great resource management goes beyond a list of names and allocations. From understanding personalities and career goals to recognizing when someone is overloaded or misaligned, we explore how to build plans that actually work in the real world.You’ll learn:· Why treating people like “resources” leads to burnout and disengagement· How to balance business demands with human needs· What great resource managers do differently· How to build trust, improve productivity, and retain top talentIf you’re leading projects or teams this is the side of resource planning you can’t afford to ignore.00:00 The Dynamics of Labor and Exploitation03:07 Resource Management: A Strategic Necessity05:54 The Human Element in Resource Management08:51 Balancing Tasks and Human Needs12:06 The Role of AI in Resource Management15:02 Building Trust and Understanding in Teams18:04 The Consequences of Ignoring Human Factors20:53 The Importance of Retaining Talent24:05 Finding the Right Fit for Tasks26:48 Opportunities for Growth and Learning28:23 Creating Opportunities in Unique Spaces30:04 The Importance of Active Listening31:52 Navigating Team Dynamics and Relationships34:02 Building Trust and Collaboration36:59 The Role of Emotional Intelligence in Management39:57 Adapting to Remote Work Challenges45:14 Balancing Data and Humanity in Resource Management48:34 Future Directions in Resource ManagementConnect with Jill Savage on LinkedIn https://www.linkedin.com/in/scootersavage/ Presented By: ProSymmetry https://www.prosymmetry.com/ Learn More About What’s the Plan? https://www.prosymmetry.com/whats-the-planHosted and produced by Samantha Varner https://www.linkedin.com/in/samanthavarner21/Produced and edited by Kyle Wertz

How do you plan when everything keeps changing? Hosted by Samantha Varner of ProSymmetry, this panel features Melissa Fry from Choice Hotels and Sarah Vincent from Honda sharing how they manage mid-cycle pivots, balance demand vs. capacity, and communicate trade-offs to leadership. Packed with real-world strategies, this session highlights how PMOs are staying flexible and effective in a fast-moving environment.00:00 Navigating Change in PMOs10:04 Responding to Mid-Plan Changes20:08 Planning Cycles and Capacity Management23:58 Demand vs. Capacity: The Balancing Act27:33 Collaborative Hiring Strategies30:23 Resource Forecasting and Capacity Management34:37 Balancing Operational and Strategic Work41:32 Setting Expectations for Resource Allocation44:32 Leveraging AI for Future Planning49:49 Establishing a Source of Truth for Data54:49 Embracing Change in Project ManagementPresented By: ProSymmetry https://www.prosymmetry.com/Learn More About What’s the Plan? https://www.prosymmetry.com/whats-the-planHosted and produced by Samantha Varner https://www.linkedin.com/in/samanthavarner21/Produced and edited by Kyle Wertz

Most PMOs stall on resource planning because the data isn't perfect. Bob Blackburn, a PMO leader with 20+ years of experience, says stop waiting and explains exactly how to start.In this episode, Bob and host Samantha Varner break down:→ Staffing vs. forecasting - and why most teams confuse the two→ How to build capacity models for projects that don't exist yet→ Why directionally accurate beats waiting for perfect→ The real risk of the blank sheet of paperPerfect for PMO leaders, portfolio managers, and resource managers ready to move from paralysis to progress.00:00 The Importance of Data Quality in Resource Planning06:10 Understanding Resource Planning: Staffing vs. Forecasting12:16 The Role of PMO in Project Intake and Planning18:54 Agile Capacity Planning: A New Approach25:53 Defining Roles: Project Managers, Resource Managers, and Functional Managers31:28 Aligning Project and Functional Managers for Success36:24 Directionally Right: Metrics and Signals for Resource Planning38:54 Starting Resource Planning: Practical Steps for Implementation41:39 Future Focus: Strategic Portfolio Management and ValueConnect with Bob on LinkedIn https://www.linkedin.com/in/bobblackburn22/ Presented By: ProSymmetry https://www.prosymmetry.com/Hosted and produced by Samantha Varner https://www.linkedin.com/in/samanthavarner21/Produced and edited by Kyle Wertz