AI in project management technology is catching on, but security and staff skills are major sticking points, writes Capterra analyst David Jani
Project management (PM) software is non-negotiable for most construction-focused companies, and with the rapid rise and adoption of artificial intelligence (AI), understanding how to get a good return on investment (ROI) with the new technology is crucial.
In a recent study from Capterra, 59% of PM buyers in the UK say AI spurred them on to their last purchase, and budgets are rising to meet these new innovations. In addition, 36% say they will raise budgets to adopt new tools specifically.
However, almost half of UK PMs anticipate struggles to implement AI due to gaps in skillsets, troublesome onboarding or workflow misalignment. Failure to choose the right tool and to anticipate implementation challenges can lead to wasted time and budget, disruption in productivity and, on top of that, put data integrity at risk.
Finding a platform that truly fits your business, delivers on the promise of AI securely and allocates budget effectively may sound easy but avoiding the trap of AI marketing buzz requires careful thought. What can be done to get to the gains?
Businesses are prioritising AI, and ROI seems to follow
A lot of AI technology has moved from theoretical possibility to everyday commonality. Many software providers now prominently promote the inclusion of large language models (LLMs), automation features and predictive analytics in project management software.
Businesses have taken note of this as spending on software is rising. Capterra’s findings show most PMs in the UK are planning to spend more in 2025 compared with last year,
with 36% increasing budgets to adopt new tools specifically.
Another recent study also shows that the use of AI in construction project management has become the norm rather than the exception.
There are lots of areas where buyers expect to gain from the investment. In Capterra’s study, the most common benefits UK buyers of PM software seek revolve around automating tasks, attaining better predictive analytics, or supporting content creation.
In many cases, this is leading to positive ROI for most buyers (85%) in Capterra’s study. Yet, the challenge lies in effective adoption, which is key to success down the line.
Enthusiasm for AI is high, but execution is another matter
Unlocking the potential of AI requires having a number of elements figured out before adoption. These include the skill sets you’ll need, the technical resources available in-house to manage the system, as well as clear goals around how the AI will perform its tasks.
Around half of PMs (48%) in the UK see effective AI adoption as a major challenge when using project management software. These are exacerbated by issues with staff lacking the necessary skills to use and manage the AI-enabled features correctly, insufficient onboarding support from vendors or failure to align existing workflows with the new technology.
Skills shortages for AI knowledge can obviously lead to the inability to scale AI tools across a wider range of projects. Some forward planning is necessary here to find those skills among your current workforce or bring them in from outside.
Additionally, training for these kinds of skillsets needs to be an ongoing priority. Unrealised potential is a very real risk in the execution of an AI-enabled project management tool, even if it works well on a small scale.
Another significant factor is data security: PM systems are heavy users of company data and AI increases protection requirement further.
Keeping things secure when introducing AI
No business can play around with its cybersecurity protection, and this is especially true with project management software. With over seven in 10 (72%) ranking security as highly critical and half of PM purchases influenced by security factors, AI’s extensive use of data and API systems makes security considerations even more crucial when tackling software adoption.
It’s, therefore, no surprise that half (51%) of the decisions to adopt new PM software are influenced by security concerns.
Project managers should consider likely points of insecurity, such as:
- Vulnerable Internet of Things (IoT) devices.
- API connections to other systems and platforms.
- Access control configurations.
- Sensitive data managed and shared by the system.
What’s needed to ensure security?
Scrutiny is needed when assessing new PM features for your software stack. Extra care and attention need to be dedicated, especially to controlling access to the most sensitive information. It’s also essential to take a security-first mindset when considering features, how they use data and how they can be secured against attacks.
Also, as always, pay attention to the general protections for the system. Ask yourself practical questions such as, does it allow users to control access to the most secure
information? Or are the sign-in methods strong enough?
Lastly, it’s wise to look at the vendor’s recent history in terms of cybersecurity. Find out if they have been hacked recently or regularly and if any data losses occurred. Understand in detail how they secure their APIs and protect users to make sure their product keeps things properly safe.
Understanding AI = the best ROI
AI is not magic and won’t instantly fix everything in your PM processes. Understanding the tool and what needs to change for it to fit in your company is a critical first step to
adoption. This requires a good understanding of your workflows and building AI skills in your organisation.
Setting clearer goals helps select tools that can deliver results and grow with your business. A top focal point is security, which requires even more attention than normal
by PMs when adopting significant AI features.
With so much money focused on AI developments and adopting PM software, driving ROI is ever-more vital to avoid underutilisation or even abandonment and obtain the desired results.
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