How Alxemy Uses AI to Strengthen PMO Delivery and Drive Project Success

The Challenge: Manual Work Slows Projects Down

Many organisations struggle with the same delivery challenges:

• Meeting notes get lost or interpreted inconsistently.
• Risks escalate because they’re buried in emails or backlogs.
• Reporting becomes a manual, time-consuming task.
• Resource decisions rely on incomplete or outdated information.
• Project managers spend more time documenting progress than driving it.

The result is slower delivery, limited visibility, and uneven accountability.
These are not skill problems, they are system problems.

As project portfolios grow and stakeholder expectations increase, relying on manual processes only widens the gap between what teams want to deliver and what their tools allow them to achieve.

The Shift: From Manual Effort to Intelligent Delivery

Projects often slow down not because teams lack skill, but because information is scattered, reporting is manual, and decision-making depends on incomplete data.

AI changes this.

It brings structure to conversations, visibility to risks, and precision to planning. For PMOs, it means fewer administrative tasks and more time focused on delivery outcomes.

The question is no longer “Will AI replace project managers?”
It’s “How can AI help project managers lead with greater impact?”

The Insight: How Alxemy Uses AI to Strengthen PMO Delivery

AI helps PMOs tackle complexity with confidence. When designed well, AI enhances how teams capture information, make decisions, and plan ahead. It modernises project management without removing the human judgement that sits at the heart of great delivery.

Here’s how we use AI across Alxemy’s PMO services:

1. Microsoft Teams – Turning Conversations Into Structured Decisions

Meeting intelligence in Microsoft Teams captures notes, actions, decisions, and risks in real time. This removes manual effort and ensures consistent, accurate documentation.

Teams benefit from:

• Real-time transcription and searchable records

• Automatic capture of risks and decisions

• Faster preparation of project and executive reports

• Clearer follow-up and fewer repeated conversations

By removing the burden of recording and reinterpreting information, project managers stay focused on analysis, planning, and delivery.

2. JIRA Rovo – A Digital Project Assistant Built for Pace

Our JIRA environment is enhanced with Rovo, an AI assistant that brings intelligence into daily stand-ups, sprint reviews, and backlog management.

Rovo supports teams by:

• Instantly retrieving relevant project data
• Summarising sprint outcomes and surfacing recurring patterns
• Recommending next actions or resource adjustments
• Highlighting blockers before they impact delivery
• Automating sprint reports and status updates

This turns JIRA from a task-tracking platform into a proactive intelligence hub, improving collaboration and accelerating decision-making.

3. Kantata AI Agents – Predictive Insights for Better Planning

Kantata’s AI Agents bring predictive capability to project and portfolio management. They provide the forward-looking visibility that PMOs need to stay ahead of cost, risk, and capacity demands.

We use Kantata to:

• Forecast resource demand and future utilisation
• Model “what-if” scenarios before changes are made
• Auto-generate financial and delivery reporting
• Predict budget consumption and profitability
• Monitor real-time project health

This moves the PMO from reactive reporting to proactive leadership, enabling organisations to make decisions based on live data rather than retrospective analysis.

4. ChatGPT – Everyday Delivery Support

We use ChatGPT as an AI partner for planning, documentation, and analysis.
It helps our PMs and PMO teams:

• Draft communications, project updates, and summaries.
• Refine structure for reports and business cases.
• Clarify complex information and make insights easier to share.
• Support decision-making by quickly surfacing relevant context or frameworks.

This allows teams to communicate faster and focus on delivery value rather than document formatting.

The Application: How We Use AI Across Project Management and PMO

AI is now part of how we plan, document, analyse, and communicate across every stage of delivery. It doesn’t replace people, it strengthens how our PMOs and project teams work.

Here’s how we use it to drive clarity, consistency, and better outcomes.

Lessons Learned

AI tools capture insights from retrospectives, debriefs, and project close-out sessions.
They turn scattered notes into clear themes: what worked well, what didn’t, and what should change next time.

Lessons are captured consistently and carried forward into future programmes.

Benefits Realisation

AI supports the creation and tracking of Benefits Realisation Plans. It summarises key data, highlights progress, and flags where outcomes are drifting off track, helping stakeholders see the full picture of benefits in motion.

Business Continuity Planning (BCP)

AI helps draft, review, and maintain continuity plans.It outlines response steps, creates checklists, and records outcomes from tests or simulations.

The result: documentation that’s accurate, current, and easy to follow when it matters most.

Risk Management

AI streamlines how we maintain risk registers. It summarises discussions, links impacts and mitigations, and highlights trends across projects, ensuring consistency and visibility for proactive management.

User Acceptance Testing (UAT)

AI assists in preparing UAT plans, test scripts, and acceptance criteria. It turns requirements into structured test cases and captures issues or feedback raised during testing, making UAT cycles faster and clearer.

Test Cases and Scripts

We use AI to transform user stories into detailed test cases. It identifies gaps, prompts for missing details, and ensures coverage across both functional and non-functional requirements.

Meeting Notes

AI-generated notes and transcripts become structured minutes automatically. Key points, actions, and decisions are captured consistently, creating reliable records for follow-up and reporting.

Summaries and Action Points

For long workshops or technical documents, AI condenses content into concise summaries and action lists with clear ownership. This makes it easier for teams to coordinate next steps and maintain momentum.

Overall Impact

• Greater Efficiency:
  Less admin time, more delivery focus.
• Consistency Across Programmes:
  Minutes, risk summaries, and test cases follow a clear, repeatable format.
• Better Knowledge Management:
  Insights, risks, and decisions are captured and searchable, improving organisational learning.

The Impact: What AI Enables for Alxemy and Our Clients

Our adoption of AI has created measurable improvements across projects, programmes, and PMO engagements.

Greater Efficiency and Focus

AI reduces administrative work by up to 80%, allowing project managers to spend more time on stakeholder engagement, risk mitigation, and strategic planning.

On mid-complex projects with 20+ stakeholders, PMs typically spend only 5–10 hours per week managing delivery with no loss of clarity or control.

Stronger Governance and Accountability

Automated meeting notes and centralised decision logs reduce miscommunication and ensure consistency across teams. Every risk, action, and decision is captured and visible.

This enhances accountability and reduces rework.

Improved Budget Control

With stronger forecasting and real-time data, 100% of our projects remain within budget.
Predictive visibility allows teams to adjust resources early, not after issues escalate.

Faster Knowledge Transfer

AI makes it easy for new PMs or support staff to step into a project at any time.
Transcripts, summaries, reports, and dashboards ensure smooth transitions and maintain delivery continuity.

A Culture of Transparency and Collaboration

AI-enabled transcription and summarisation make it easier for teams to stay aligned, even when working across time zones or hybrid environments. Everyone has access to the same information, the same decisions, and the same context.

This creates a delivery culture built on clarity and shared ownership.

AI Helps PMOs Deliver with Confidence

AI is not about replacing project managers – it is about strengthening them.
It enables teams to move faster, make better decisions, and operate with greater visibility and control. When paired with strong PMO structures, AI becomes a powerful enabler of project excellence.

If you’re exploring how AI can support your next programme or improve the way your organisation delivers projects, we’d love to help.

Talk to our team about how AI-powered PMO delivery can create clarity, accelerate performance, and unlock better outcomes for your projects.