Beyond individual productivity, AI can be a powerful facilitator for team collaboration, especially in brainstorming and planning sessions. By using an AI in a live meeting, a project manager can capture the collective intelligence of the team and turn it into a structured document in real-time.

The AI-Facilitated Brainstorm

Imagine your project team is holding a risk identification workshop. In a traditional session, one person frantically tries to write down every idea on a whiteboard, and the notes often end up being disorganized.

With an AI-assisted approach, the workflow is different:

1. Capture Everything: As the team calls out potential risks ("What if our primary supplier goes out of business?", "We might face weather delays in January," "The new regulations could affect our timeline"), the PM or a scribe simply types them into a text document as a raw, unordered list. No need to organize them on the fly.

2. The Synthesizing Prompt: At the end of the 15-minute brainstorming session, the PM can paste the entire list of raw ideas into an AI.

Example Prompt:

"Act as a project risk manager. I am providing you with a raw, unstructured list of potential project risks that my team brainstormed.

Your Task:

1. Group these risks into logical categories (e.g., 'Financial', 'Logistical', 'Technical', 'Safety').
2. For each risk, rephrase it as a clear, concise statement.
3. Present the output as a markdown table, creating a draft risk register.

---

Raw Brainstormed Ideas:

[Paste the entire list of raw ideas from the meeting here] ---"

From Chaos to Clarity in Seconds

The AI will instantly process the chaotic list and produce a clean, organized table. This table can be displayed on screen for the team to review and validate immediately. The conversation shifts from "Did we miss anything?" to "How do we prioritize these?"

This use of collaborative AI transforms a messy, manual process into a highly efficient and effective planning activity. It ensures all ideas are captured, categorized, and structured, providing a solid, actionable foundation for the next stage of risk management.