How to Know When Your Team Is Truly at Capacity (And When to Hire)

Capacity planning can feel like a tug-of-war between sales, delivery teams, and leadership—especially when growth goals collide with a team that already feels stretched. In this episode, Galen Low sits down with Brandon Llewellyn, Head of Delivery at Cirface, to unpack how delivery leaders can use data to diagnose real capacity issues, make smarter resourcing decisions, and avoid the trap of “just squeezing in one more project.”Brandon shares how his team approaches capacity planning using simple but powerful metrics, why top-down planning often beats granular task estimates, and how productized services, deal size, and role clarity can dramatically change how “busy” a team feels. They also explore how AI is influencing operational efficiency—and what leaders should actually do with the time it frees up.Resources from this episode:Join the Digital Project Manager CommunitySubscribe to the newsletter to get our latest articles and podcastsConnect with Brandon:LinkedInCirface

When AI hype is shouting “anything is possible,” it’s easy for teams—especially in regulated, risk-aware orgs—to feel like innovation is either reserved for the “creative people” or only happens in labs behind closed doors. JoAnn Stonier makes the case that innovation isn’t a personality type—it’s a muscle. You can train it, but you also need permission, constraints, and a shared way of working so the results don’t devolve into chaos (or a pile of half-baked agents someone tries to “just unplug”).This episode is a practical look at how to balance innovation with risk without turning your org into a two-headed “push-me pull-you” that never goes anywhere. The throughline: design thinking isn’t a tired framework—it’s the operating system that helps organizations create consistent, values-driven guardrails as AI becomes increasingly democratized across every function.Resources from this episode:Join the Digital Project Manager CommunitySubscribe to the newsletter to get our latest articles and podcastsCheck out this episode’s sponsor: TogglConnect with JoAnn:LinkedInThe Cantellus Group

Emotional intelligence has always mattered in project work—but in the age of AI, it’s becoming a differentiator. In this episode, Galen sits down with Nadja El Fertasi, founder of Thrive with EQ and former NATO leader, to unpack how EQ shows up in high-stakes digital transformation—and why it may be the most overlooked risk mitigation strategy in your toolkit.Drawing from nearly two decades inside NATO’s cyber and digital transformation initiatives, Nadja shares how stakeholder engagement, influence, and emotional resilience directly impact everything from project delivery to cybersecurity. As AI accelerates automation and amplifies both opportunity and risk, the real question isn’t whether EQ still matters—it’s whether we’re investing in it fast enough.Resources from this episode:Join the Digital Project Manager CommunitySubscribe to the newsletter to get our latest articles and podcastsCheck out this episode’s sponsor: TogglConnect with Nadja:LinkedInThrive with EQ

In a job market that’s already shaky, it’s easy to see AI-led automation as salt in the wound. But Wade Foster flips that framing: pushing into AI is actually one of the kinder things organizations can do—because it strips away the “mysticism” and replaces it with something more useful: a pragmatic understanding of what AI can save you from (tedious, brain-draining tasks) and what it can’t replace (problem-solving, judgment, taste).What comes through in this conversation is a more grounded promise: AI doesn’t erase the job—it helps in the “messy middle.” And when you use it as a thought partner (not just a shortcut), it can actually increase the time you spend on meaningful work… because it makes the process more enjoyable and the output better.Resources from this episode:Join the Digital Project Manager CommunitySubscribe to the newsletter to get our latest articles and podcastsConnect with Wade on LinkedIn and XCheck out Wade’s website and ZapierZapier MCP (Model Context Protocol)Zapier MCP Documentation & Setup (Quickstart)Zapier MCP Guide: Use with Your AI ClientZapier MCP with Anthropic (Claude)Zapier Agent Skills for Claude (Blog)

Trust in AI isn’t a vibe—it’s something you can intentionally design for (or accidentally break). In this episode, Galen sits down with Cal Al-Dhubaib to unpack “trust engineering”: a shared toolkit that helps cross-functional teams (engineering, UX, governance, risk, and business) talk about the same trust risks in the same language. They get into why “boring AI is safe AI,” how guardrails and human handoffs actually preserve trust, and why the biggest failures often aren’t the model—they’re the systems (and incentives) wrapped around it.You’ll also hear real-world examples of trust going sideways—from biased outcomes to hallucinated “gaslighting,” to AI-assisted deliverables causing accuracy issues—and what project leaders can do to prevent finger-pointing when it happens.Resources from this episode:Join the Digital Project Manager CommunitySubscribe to the newsletter to get our latest articles and podcastsConnect with Cal on LinkedInCheck out FurtherAI Incident Database

PMOs are at a crossroads. As AI-led transformation accelerates, many organizations are still treating PMOs as project police—while quietly expecting them to deliver strategic clarity, risk foresight, and business value. In this conversation, Galen sits down with Amireh Amirmazaheri to unpack why that disconnect exists, what PMOs need to unlearn to move forward, and how the role must evolve if it’s going to earn (and keep) a seat at the table.They explore the real difference between managing projects and enabling business success, why AI won’t save broken processes, and what it takes to lead a PMO with purpose instead of power. The result is an honest, human-centered look at the future of PMOs—one that prioritizes judgment, ethics, and clarity over templates, tools, and false certainty.Resources from this episode:Join the Digital Project Manager CommunitySubscribe to the newsletter to get our latest articles and podcastsConnect with Amireh on LinkedInCheck out PMO SolutionsRelated articles and podcasts:About the podcastOur Final Invention: Artificial Intelligence and the End of the Human Era by James Barrat21 Lessons for the 21st Century by Yuval Noah Harari

Do project management methodologies still matter when AI can generate plans, notes, and schedules in seconds? In this episode, Galen sits down with Stan Yanakiev to unpack why the answer is still a firm yes—but with an important caveat: methodologies have to adapt. Together, they explore how PMs can move faster with AI without losing control, context, or the human side of delivery.The conversation digs into lightweight project management, human-in-the-loop AI, and why speed without structure leads to “speed wobbles.” Stan shares practical examples of using AI to reduce documentation overhead, strengthen decision-making, and free PMs up to do what they do best: lead people, align stakeholders, and navigate complexity.Resources from this episode:Join the Digital Project Manager CommunitySubscribe to the newsletter to get our latest articles and podcastsConnect with Stan on LinkedInCheck out Mindrise

AI is touching every role, every industry, and every level of an organization—but that doesn’t mean every project manager needs to become an engineer. In this conversation, Galen Low sits down with AI strategist and engineering leader Kesha Williams to talk about what PMs really need to know to stay relevant in an AI‑infused world.They explore how to lead AI‑related projects without getting lost in the technical weeds, how to confidently translate between business and technical teams, and how to focus on outcomes over hype. With clear examples, sharp insights, and a dash of humor, this episode is packed with guidance for delivery leaders navigating AI today—and preparing for what’s next.Resources from this episode:Join the Digital Project Manager CommunitySubscribe to the newsletter to get our latest articles and podcastsConnect with Kesha on LinkedIn, Instagram, and Twitter/XCheck out KeySoft websiteKesha on AI – LinkedIn PageKesha on AI – SubstackEveryday AI Challenge – LinkedIn Learning

Navigating government grants and funding opportunities can feel like deciphering ancient runes, but for project leaders working in innovation and R&D, cracking that code could be a game-changer. In this episode, Galen chats with Rachel Huang, founder of ClaimKit, about how public and private funding mechanisms can be more accessible—and faster—for startups and innovation projects. Drawing on her background as a chemical engineer, tech commercialization expert, and former professional tennis player, Rachel shares how she's helping companies secure capital through automated, human-assisted grant applications.They explore the often-underutilized world of R&D tax credits, debunk the myth that only big corporations benefit, and spotlight why smaller, scrappier teams might be better positioned to innovate quickly—if they can unlock funding. From navigating complex eligibility rules to reframing grant-writing as a strategic lever rather than an afterthought, this episode is a practical look at how to fund innovation in a fast-moving, competitive world.Resources from this episode:Join the Digital Project Manager CommunitySubscribe to the newsletter to get our latest articles and podcastsConnect with Rachel on LinkedInCheck out ClaimKit

In a world where AI hype is everywhere, what does meaningful, grounded transformation actually look like? In this episode, Galen Low sits down with Michael Domanic, VP and Head of AI at UserTesting, to unpack how AI is being strategically integrated into core business functions—not just to ride the hype wave, but to unlock measurable value. From demystifying the ROI of AI to cultivating a culture of experimentation and enablement, Michael shares his real-world approach to driving AI transformation that sticks.They dive into the mindset shifts needed as organizations mature in their AI journey, how UX professionals are becoming more essential than ever, and why the future of AI in business may not be about tech at all—but about how people adapt to ongoing change.Resources from this episode:Join the Digital Project Manager CommunitySubscribe to the newsletter to get our latest articles and podcastsConnect with Michael on LinkedInCheck out UserTesting