The Optimal Flowlearn
Work systems
Cross-tool programme

Project management with AI

Use AI to draft plans, review progress information and identify unanswered questions, while keeping project priorities and decisions under the responsible person's judgement.

Intermediate8 h · 4 × 2 hSpanish & English
Contact

Find your starting point

A good fit when you already plan projects and want AI support for preparing information while retaining control over decisions, using the tool your team works with.

Another option to consider

Teamwork with agile methodsIf you first need agreements on priorities, capacity and progress reviews, focus on those team practices.
Hours and sessions
8 hours live · 4 sessions of 2 h.
Group size
Up to 12 participants per trainer as a reference, adjusted to the practice and feedback.

What you will learn

  1. 01

    Draft a plan with deliverables, dependencies and assumptions.

  2. 02

    Check a progress summary against its source information.

  3. 03

    Create a project update separating facts, risks and decisions.

A proposed programme

Work with the fictional brief and progress log for an internal documentation improvement. Practise a method for drafting a plan, reviewing progress and preparing decisions in the AI tool your team uses. Check every output against its sources: a well-written proposal does not turn an assumption into a commitment or a risk into a fact.

We adapt the selection and depth of the modules to the group's starting point and goals.

01

Plan with context

Define objectives, provide relevant information and review proposed tasks and dependencies.

You will work on

  • Extract the objective, deliverables, scope limits and missing information from the brief before asking AI for a plan.
  • Prepare an instruction with context, an output format and a request to identify assumptions and unanswered questions.
  • Review proposed tasks and dependencies and distinguish confirmed dates from estimates the team needs to validate.
Practice
Request a draft to inventory 12 guides, update the 3 priority guides and run a pilot, keeping the remaining rewrites out of scope.
How you will check it
A corrected plan that respects the scope and separates commitments, proposals and unanswered questions.
02

Understand project status

Summarise progress, explore risks and identify information that needs confirmation.

You will work on

  • Prepare a short progress log with sources and update times, using only information authorised for the exercise.
  • Request a summary that distinguishes facts, risks and information gaps and ties its claims to the available entries.
  • Find contradictions and omissions by comparing the response with the log, without treating a planned date as proof of completion.
Practice
Review a summary in which AI presents all three guides as approved, although the source says two reviewed and one outstanding.
How you will check it
A traceable summary that retains the pending review and does not invent progress, causes or completion dates.
03

Communicate and decide

Prepare updates and alternatives, highlighting assumptions and the reviews that belong to the team.

You will work on

  • Prepare a short update with verified progress, a risk, a decision needed and the person responsible for resolving it.
  • Compare scope or sequencing alternatives without attaching effort estimates absent from the data.
  • Review the draft with another person and identify the decisions that belong to the project owner.
Practice
Prepare two options for the outstanding review: run the pilot with two guides or wait for the third; record what needs deciding and which information is missing.
How you will check it
A human-reviewed update that presents alternatives and leaves the decision open until confirmed.

AI treats an outstanding guide as approved

Teaching example

You will use a chosen project to draft a plan and a progress update, checking both against available information and agreed criteria.

Fictional classroom case. Project Ruta must inventory 12 internal guides, update the 3 priority guides and test them with a small group. The progress log says two guides have been reviewed; the third awaits a response from Operations. There is no confirmed revised date for that review.

Starting point
The brief, tasks and progress notes are separate. The owner needs a plan and a status update that explain progress without presenting proposals as agreements.
First attempt
An initial draft proposes updating all 12 guides and states that the 3 priority guides have already been approved. It also assumes the pilot can start on Monday, although the source does not confirm that date.
What we review
The trainer asks the group to return to the scope and log: inventory 12, update 3 and keep one review open. They correct the summary, retain the unconfirmed date and ask AI for alternatives the owner can assess, without making the decision for them.
Result
The plan retains the agreed deliverables. The update records two reviewed guides, one outstanding and two pilot options requiring the owner’s decision. Claims refer back to the brief or progress log; nothing is sent and no system is changed automatically.

From a draft to a prepared decision

  1. Source

    • Two reviewed, one outstanding

      Progress log · no revised date

  2. Check

    • Correct the draft

      Scope, status and assumptions checked

  3. Decision

    • Choose how to run the pilot

      Two alternatives · the owner decides

Teaching illustration of a fictional case; this is not an AI tool screenshot.

Before calling it complete

  • The plan treats inventorying 12 guides and updating the 3 priority guides as distinct scopes.
  • The summary retains two reviewed guides, one outstanding and the absence of a confirmed revised date.
  • Alternatives are presented as proposals and the decision belongs to the project owner.

Four sessions to put it into practice.

Reference edition · 8 h live

Reference edition: 8 live hours across 4 sessions of 2 hours. Work takes place during the sessions using fictional data and an agreed AI tool; outputs are reviewed manually. The model, features and usage limits depend on the available account.

  1. Session 12 h

    Turn the brief into a draft plan

    Define the objective, scope and questions; prepare the instruction and review proposed tasks and dependencies.

    By the end

    A plan that distinguishes commitments from assumptions.

  2. Session 22 h

    Check the progress summary

    Organise progress data and check each summary claim against its sources.

    By the end

    A corrected summary with facts and information gaps.

  3. Session 32 h

    Prepare alternatives and decisions

    Explore options for an outstanding review and make the decision-maker’s information needs explicit.

    By the end

    A prepared decision without invented estimates.

  4. Session 42 h

    Review and hand over the update

    Exchange the update, check it against the log and improve it using feedback.

    By the end

    A plan and an update with human review and references.

If your team needs to go further

  • Connecting AI to project tools, automating updates or creating agents that take actions requires an additional scope.
  • Setting company-wide AI policies, implementing systems or analysing real confidential data is outside this classroom exercise.

Learn with someone who designs work systems.

Guillermo Mascaraque Piña

Guillermo Mascaraque Piña

Work systems consultant

Over two years of experience designing systems for companies across industries and sizes.

Guillermo is the planned trainer for this work systems programme. Dates, language and his availability are confirmed when the edition is agreed.

With guidance, practice and support.

Each delivery includes working materials, feedback on practical work and assessment against the agreed objectives.

See materials, support and terms

Materials you can keep

Downloadable, versioned guides, exercises and review criteria for internal use.

To prepare and complete the delivery

A short recommendation, an editable communications kit and a group learning report.

TOF’s own certificate

A certificate of achievement after the agreed assessment. It is not a vendor certification.

A month of email support

On the content covered, up to two accumulated hours for the whole group.

Your team carries out the practice. Implementation services are agreed separately. See the scope →

Keep learning

Other options for the task you want to work on. Each link explains what that programme adds.

Artificial intelligence

Prompting for generative AI

To write contextual requests and compare responses against defined criteria.

View course
Work systems

Visual collaboration for remote teams with Miro

To facilitate project discussions and retain decisions, actions and unanswered questions.

View course

What does your
team need to learn?

Tell us what you want to work on, how many people would take part and where you are based. We will prepare a proposal with scope, sessions and a budget.

Contact

Would you like to ask about FUNDAE?

We check eligibility for each company and edition, subject to requirements and available training credit in Spain. Funding is neither automatic nor guaranteed. Official FUNDAE information ↗

Discuss eligibility
The Optimal FlowlearnCross-tool programme

Project management with AI

Use AI to draft plans, review progress information and identify unanswered questions, while keeping project priorities and decisions under the responsible person's judgement.

8 live hours4 sessions of 2 hoursIn Spanish or English

Reference edition: 8 live hours across 4 sessions of 2 hours. Work takes place during the sessions using fictional data and an agreed AI tool; outputs are reviewed manually. The model, features and usage limits depend on the available account.

Who it is for

Project managers, operations leads and teams already planning work who want to apply AI to specific preparation, analysis and communication tasks.

By the end you will be able to

  • Draft a plan with deliverables, dependencies and assumptions.
  • Check a progress summary against its source information.
  • Create a project update separating facts, risks and decisions.

Four sessions to put it into practice

  1. Session 1 · 2 h

    Turn the brief into a draft plan

    Result: A plan that distinguishes commitments from assumptions.

  2. Session 2 · 2 h

    Check the progress summary

    Result: A corrected summary with facts and information gaps.

  3. Session 3 · 2 h

    Prepare alternatives and decisions

    Result: A prepared decision without invented estimates.

  4. Session 4 · 2 h

    Review and hand over the update

    Result: A plan and an update with human review and references.

Before we begin

Basic project management knowledge. Practice is adapted to the AI tool your team uses; available features, access and limits are agreed before the edition. We use authorised information or examples prepared for the training.

We prepare a fictional brief and progress log in text. Instructions and the working format are adapted to the AI tool your team uses, with features, access and limits checked before the edition. Material is provided manually; connectors, real project access and integrations are not needed. We review which information is authorised and how to retain sources to check the output.

Your trainer

Guillermo Mascaraque Piña
Work systems consultant

Over two years of experience designing systems for companies across industries and sizes.

Guillermo is the planned trainer for this work systems programme. Dates, language and his availability are confirmed when the edition is agreed.

Course online · theoptimalflow.com/en/training/courses/project-management-aiinfo@theoptimalflow.comVersion 1 · Document reviewed: 13 October 2026
The Optimal FlowlearnProject management with AI

What we will work on

Plan with context

  • Extract the objective, deliverables, scope limits and missing information from the brief before asking AI for a plan.
  • Prepare an instruction with context, an output format and a request to identify assumptions and unanswered questions.
  • Review proposed tasks and dependencies and distinguish confirmed dates from estimates the team needs to validate.

Practice: Request a draft to inventory 12 guides, update the 3 priority guides and run a pilot, keeping the remaining rewrites out of scope.

Understand project status

  • Prepare a short progress log with sources and update times, using only information authorised for the exercise.
  • Request a summary that distinguishes facts, risks and information gaps and ties its claims to the available entries.
  • Find contradictions and omissions by comparing the response with the log, without treating a planned date as proof of completion.

Practice: Review a summary in which AI presents all three guides as approved, although the source says two reviewed and one outstanding.

Communicate and decide

  • Prepare a short update with verified progress, a risk, a decision needed and the person responsible for resolving it.
  • Compare scope or sequencing alternatives without attaching effort estimates absent from the data.
  • Review the draft with another person and identify the decisions that belong to the project owner.

Practice: Prepare two options for the outstanding review: run the pilot with two guides or wait for the third; record what needs deciding and which information is missing.

A fictional classroom case

AI treats an outstanding guide as approved

Fictional classroom case. Project Ruta must inventory 12 internal guides, update the 3 priority guides and test them with a small group. The progress log says two guides have been reviewed; the third awaits a response from Operations. There is no confirmed revised date for that review.

By the end of the exercise: The plan retains the agreed deliverables. The update records two reviewed guides, one outstanding and two pilot options requiring the owner’s decision. Claims refer back to the brief or progress log; nothing is sent and no system is changed automatically.

Extensions agreed separately. Connecting AI to project tools, automating updates or creating agents that take actions requires an additional scope. Setting company-wide AI policies, implementing systems or analysing real confidential data is outside this classroom exercise.

What accompanies the programme

  • A downloadable, versioned guide, exercises and review criteria; keep a copy for internal use.
  • A short recommendation, editable kit and group learning report. Responsibilities, a prior access check, handover and recipients are agreed for each delivery.
  • TOF’s own certificate of achievement after passing the agreed assessment. It is not a vendor certification.
  • Email support on the content covered for one calendar month after the last session. A maximum of two accumulated hours for the whole group, with a response time of up to two working days.

Clients provide licences unless expressly agreed otherwise. Recordings are agreed in advance. Implementation, work carried out independently by TOF, production deployment and ongoing maintenance are quoted separately. Delivery link access is agreed per delivery. Later updates and specific support require agreement. Structured documents and text alternatives; participation needs reviewed before starting.

Full format and terms → theoptimalflow.com/en/training/how-we-teach
Course online · theoptimalflow.com/en/training/courses/project-management-aiinfo@theoptimalflow.comVersion 1 · Document reviewed: 13 October 2026