Most conversations about AI in project management focus on meeting notes, summaries, and chatbots. But what happens when you use AI to solve a real project management problem?

In this episode, Molly Beran shares how she used Microsoft Copilot to build a custom reporting solution that transformed project visibility and executive reporting. Rather than chasing the latest AI trend, Molly started with a specific challenge: understanding project progress over time and providing leaders with the context needed to make better decisions.

We discuss:

· Why the best AI initiatives start with a real business problem

· How curiosity helps project managers build solutions without being developers

· The difference between point-in-time reporting and over-time reporting

· Why context is more valuable than raw project data

· Using Microsoft Copilot, ChatGPT and Claude, to improve project reporting

· The role of AI in project management beyond note taking and meeting summaries

· Where human judgment is still essential when working with AI

If you're exploring AI for project management, Microsoft Copilot, project reporting, project visibility, or executive reporting, this episode offers a practical look at how AI can help teams solve meaningful problems and deliver insights that actually matter.

00:00 Introduction to Projects by Molly

06:04 Molly's Journey in Project Management

09:59 The Importance of Data in Project Management

16:01 Point-in-Time vs. Overtime Reporting

20:59 Leveraging AI in Project Management

28:10 Understanding Snapshots in Reporting

32:26 Tailoring Reports to Executive Needs

35:11 Impact of Effective Reporting on Organizations

36:46 Leveraging Existing Software for Reporting

39:34 Enhancing Transparency in Conversations

40:19 The Role of AI in Project Management

43:54 Building AI Agents for Efficiency

47:34 Navigating AI Limitations and Human Intervention

48:31 Curiosity and Frustration in AI Implementation

53:13 Practical Applications of AI in Daily Tasks

54:15 Future Plans and Personal Insights

Connect with Molly Beran on LinkedIn https://www.linkedin.com/in/mollyberan/ Presented By: ProSymmetry https://www.prosymmetry.com/

Learn More About What’s the Plan? https://www.prosymmetry.com/whats-the-plan

Hosted and produced by Samantha Varner https://www.linkedin.com/in/samanthavarner21/

Produced and edited by Kyle Wertz

In this episode of What’s the Plan?, Samantha sits down with PMO leader Rebecca Woods to discuss why modern project management is really about problem solving, strategic thinking, and navigating complexity — not just managing timelines and tasks.

Drawing from her experience leading IT and PMO initiatives, Rebecca shares practical insights on how project managers can uncover root causes, ask better questions, improve stakeholder communication, and guide teams through changing priorities, shifting requirements, and resource constraints.

Together, they explore:

• Problem solving in project management

• Continuous improvement strategies for PMOs

• How to identify the real business problem

• Why communication gaps derail projects

• Managing changing project requirements

• Strategic decision-making and stakeholder alignment

• Resource constraints, prioritization, and portfolio planning

• The human side of leadership, collaboration, and organizational change

Rebecca also shares real-world examples of navigating complex enterprise projects, balancing “keep the lights on” work with strategic initiatives and helping organizations become more adaptable in an increasingly fast-changing business environment.

Whether you're a project manager, PMO leader, operations leader, or executive navigating organizational complexity, this episode offers actionable insights into the mindset, communication skills, and strategic thinking needed to lead successful projects today.

00:00 Introduction to Rebecca Woods and Her Journey

07:27 The Importance of Problem Solving in Project Management

10:28 Understanding Customer Needs and Problem Identification

13:21 Clarifying Requirements and Asking the Right Questions

16:32 Navigating Change and Maintaining Focus on Goals

19:28 Decision-Making Frameworks and Options

22:17 Encouraging Creativity and Open Dialogue in Problem Solving

29:57 Navigating Project Challenges

32:41 Empowering Teams for Problem Solving

34:52 Effective Communication in Project Management

36:01 Continuous Improvement: Balancing Tradition and Innovation

39:50 Resource Management and Strategic Planning

44:38 Future-Proofing Skills in Project Management

46:11 Understanding Stakeholder Needs

48:42 The Importance of Practice in Problem Solving

Connect with Rebecca on LinkedIn https://www.linkedin.com/in/rebeccatwoods/

Presented by ProSymmetry https://www.prosymmetry.com/

Learn More About What’s the Plan? https://www.prosymmetry.com/whats-the-plan

Hosted and produced by Samantha Varner https://www.linkedin.com/in/samanthavarner21/

Produced and edited by Kyle Wertz

Resource management doesn’t fail because organizations lack effort. It fails because there’s no consistent process, governance, or structure behind it.

In this episode, Beth Hunter shares practical approaches to operationalizing resource management. From establishing governance and decision-making frameworks to creating repeatable processes teams can actually follow.

We discuss:

Why inconsistent resource planning creates chaos

The importance of governance in resource management

How mature organizations create structure around planning

Practical ways to standardize resource management practices

The role of frameworks like the JITR Wheel in improving visibility and alignment

If your organization relies on spreadsheets, disconnected planning conversations, or “tribal knowledge” to manage resources, this episode offers a more sustainable path forward.

00:00 The Importance of Governance in Resource Management

02:59 Understanding the Jitterwheel Framework

05:57 Skills as a Core Component of Resource Management

09:08 The Complexity of Staffing Decisions

12:04 The Role of Forecasting in Resource Management

14:55 Data Quality and Its Impact on Forecasting

18:08 The Challenges of Timesheet Management

32:24 Navigating Timesheet Management

34:24 Understanding the 10% Per Month Out Concept

36:15 Bridging Finance and Resource Management

38:40 Workforce Planning and Talent Development

40:13 Building Strong HR Partnerships

42:43 Addressing Staffing Challenges

44:47 The Role of Technology in Resource Management

48:43 Common Mistakes in Resource Management Technology

51:52 The Importance of Governance in Resource Management

54:36 Measuring Resource Management Success

58:52 Implementing the Jitter Framework

Connect with Beth Hunter on LinkedIn https://www.linkedin.com/in/bethhunter1/

Presented By: ProSymmetry https://www.prosymmetry.com/

Learn More About What’s the Plan? https://www.prosymmetry.com/whats-the-plan

Hosted and produced by Samantha Varner https://www.linkedin.com/in/samanthavarner21/

Produced and edited by Kyle Wertz

What does it take for a PMO to stop being the "project police" and start driving real organizational value?

In this episode, host Samantha Varner sits down with Jerry Manas, internationally bestselling author of the Resource Management and Capacity Planning Handbook, to explore why terminology confusion stalls progress, how PMOs can shift from methodology enforcers to strategic change drivers, and why storytelling is one of the most underrated tools in a leader's toolkit.

You'll learn:

· Why getting hung up on terminology blocks organizational progress

· How PMOs can shift from enforcing processes to delivering business value

· What leaders need to understand about resource and capacity planning — regardless of what they call it

· How storytelling drives adoption and helps teams understand the "what's in it for me"

If you're a PMO, portfolio, or resource management leader ready to move from compliance to impact, this one's for you.

00:00 The Importance of Productivity and Value

02:57 Terminology in Project Management

05:58 Core Concepts of Resource Management

08:55 Visibility and Decision Making

11:56 The Capacity Quadrant Framework

15:08 Patterns in Organizational Maturity

18:06 The Role of PMOs in Strategic Alignment

21:04 Deprioritizing Resource Management

24:01 The Evolving Role of PMOs

27:03 Aligning Productivity with Value

30:01 The Power of Storytelling in Leadership

33:00 Future Plans and Closing Thoughts

Connect with Jerry on LinkedIn https://www.linkedin.com/in/jmanas/

Learn more about Jerry’s Strategic Advisory practice https://www.jerrymanas.com/strategic-advisory

Order The Resource Management and Capacity Planning Handbook https://www.jerrymanas.com/resourcemanagement

Order Projectland Goes to the Movies https://www.amazon.com/Projectland-Goes-Movies-Blockbuster-Strategies-ebook/dp/B0G8TYDSR7

Presented By: ProSymmetry https://www.prosymmetry.com/

Learn More About What’s the Plan? https://www.prosymmetry.com/whats-the-plan

Hosted and produced by Samantha Varner https://www.linkedin.com/in/samanthavarner21/

Produced and edited by Kyle Wertz

Resource planning often gets treated like a numbers game: capacity, utilization, and forecasts.

Our plans fail because we forget the people behind the work.

In this episode, Jill Savage, a resource management pioneer, shares how great resource management goes beyond a list of names and allocations. From understanding personalities and career goals to recognizing when someone is overloaded or misaligned, we explore how to build plans that actually work in the real world.

You’ll learn:

· Why treating people like “resources” leads to burnout and disengagement

· How to balance business demands with human needs

· What great resource managers do differently

· How to build trust, improve productivity, and retain top talent

If you’re leading projects or teams this is the side of resource planning you can’t afford to ignore.

00:00 The Dynamics of Labor and Exploitation

03:07 Resource Management: A Strategic Necessity

05:54 The Human Element in Resource Management

08:51 Balancing Tasks and Human Needs

12:06 The Role of AI in Resource Management

15:02 Building Trust and Understanding in Teams

18:04 The Consequences of Ignoring Human Factors

20:53 The Importance of Retaining Talent

24:05 Finding the Right Fit for Tasks

26:48 Opportunities for Growth and Learning

28:23 Creating Opportunities in Unique Spaces

30:04 The Importance of Active Listening

31:52 Navigating Team Dynamics and Relationships

34:02 Building Trust and Collaboration

36:59 The Role of Emotional Intelligence in Management

39:57 Adapting to Remote Work Challenges

45:14 Balancing Data and Humanity in Resource Management

48:34 Future Directions in Resource Management

Connect with Jill Savage on LinkedIn https://www.linkedin.com/in/scootersavage/ Presented By: ProSymmetry https://www.prosymmetry.com/ Learn More About What’s the Plan? https://www.prosymmetry.com/whats-the-plan

Hosted and produced by Samantha Varner https://www.linkedin.com/in/samanthavarner21/

Produced and edited by Kyle Wertz

How do you plan when everything keeps changing? Hosted by Samantha Varner of ProSymmetry, this panel features Melissa Fry from Choice Hotels and Sarah Vincent from Honda sharing how they manage mid-cycle pivots, balance demand vs. capacity, and communicate trade-offs to leadership. Packed with real-world strategies, this session highlights how PMOs are staying flexible and effective in a fast-moving environment.

00:00 Navigating Change in PMOs

10:04 Responding to Mid-Plan Changes

20:08 Planning Cycles and Capacity Management

23:58 Demand vs. Capacity: The Balancing Act

27:33 Collaborative Hiring Strategies

30:23 Resource Forecasting and Capacity Management

34:37 Balancing Operational and Strategic Work

41:32 Setting Expectations for Resource Allocation

44:32 Leveraging AI for Future Planning

49:49 Establishing a Source of Truth for Data

54:49 Embracing Change in Project Management

Presented By: ProSymmetry https://www.prosymmetry.com/

Learn More About What’s the Plan? https://www.prosymmetry.com/whats-the-plan

Hosted and produced by Samantha Varner https://www.linkedin.com/in/samanthavarner21/

Produced and edited by Kyle Wertz

Most PMOs stall on resource planning because the data isn't perfect. Bob Blackburn, a PMO leader with 20+ years of experience, says stop waiting and explains exactly how to start.

In this episode, Bob and host Samantha Varner break down:

→ Staffing vs. forecasting - and why most teams confuse the two

→ How to build capacity models for projects that don't exist yet

→ Why directionally accurate beats waiting for perfect

→ The real risk of the blank sheet of paper

Perfect for PMO leaders, portfolio managers, and resource managers ready to move from paralysis to progress.

00:00 The Importance of Data Quality in Resource Planning

06:10 Understanding Resource Planning: Staffing vs. Forecasting

12:16 The Role of PMO in Project Intake and Planning

18:54 Agile Capacity Planning: A New Approach

25:53 Defining Roles: Project Managers, Resource Managers, and Functional Managers

31:28 Aligning Project and Functional Managers for Success

36:24 Directionally Right: Metrics and Signals for Resource Planning

38:54 Starting Resource Planning: Practical Steps for Implementation

41:39 Future Focus: Strategic Portfolio Management and Value

Connect with Bob on LinkedIn https://www.linkedin.com/in/bobblackburn22/

Presented By: ProSymmetry https://www.prosymmetry.com/

Hosted and produced by Samantha Varner https://www.linkedin.com/in/samanthavarner21/

Produced and edited by Kyle Wertz

A podcast for PMO leaders, portfolio managers, and resource management professionals focused on strategic portfolio management, capacity planning, and connecting strategy to execution. In this trailer, host Samantha Varner shares what to expect from candid conversations about prioritization, demand vs. capacity, and the human side of planning. Follow to hear real-world insights on aligning strategy, portfolios, and the people doing the work.