Start with the Basics: Veteran PM David Russo says innovation starts with organizing data before diving into advanced AI tools.
Everyone's talking about AI revolutionizing project management, but veteran PM David Russo has a different take. After years of implementing technology solutions for the Air Force, he knows the secret to successful innovation isn't starting with the most advanced tools – it's mastering the basics first.
Ever tried implementing a new tool only to discover your team uses ten different versions of the same template? You're not alone. "Every project manager might do their status reports a little bit differently even though there's supposed to be a template," Russo explains. "They're not punished for deviating or making changes." This variation makes it nearly impossible to leverage advanced tools effectively.
Quick Win: Create a simple audit of how your team currently handles recurring documents. Where could standardization make everyone's life easier?
While many organizations rush to implement AI solutions, Russo advocates for a more practical approach. "There's certainly a level of robotic process automation that can be used. We don't really need AI to apply it to that," he notes. From processing invoices to checking accuracy, simple automation can handle many routine tasks without the complexity of AI.
Quick Win: List three repetitive tasks your team handles regularly. Could basic automation tools help streamline these processes?
Implementing any new technology requires buy-in from your team and stakeholders. Russo's approach? Keep it simple and show value quickly. "4 to 12 weeks... nothing longer than 12 weeks. Just boom, boom, we can deliver something along the way, build the trust." This method helps teams see concrete benefits while building momentum for bigger changes.
Quick Win: Break down your next improvement initiative into 4-week chunks. What's one small win you could deliver in the first month?
The path to modern project management tools might seem overwhelming, but it doesn't have to be. "You gotta assume these people don't even have organized data to start with," Russo observes. "You gotta start by organizing the data and then we'll see what we can do."
His advice for organizations looking toward AI? Start with specific, well-defined processes. He points to how the Air Force is approaching this challenge: "They're attacking the proposal process first," he explains, showing how focusing on one clear workflow can lead to better outcomes than trying to transform everything at once.
Success with any new technology—whether it's basic automation or advanced AI—starts with getting your fundamentals right. By focusing first on organizing data, standardizing processes, and choosing specific areas for improvement, you create an environment where innovation can truly thrive.
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