AI-Assisted Resource Management (The Lightweight System I Use on Personal Projects)

Hassan here — aerospace engineer turned project management consultant. This is a PM consulting hack: gaining insight one bite-size piece at a time.

Today’s topic is AI-assisted resource management.

This approach works well for your own team or personal projects. It is not always the right fit inside a large corporate environment with strict compliance rules. When the project is yours and the risk is yours, this is how I prefer to run it.

The three pieces I use

1. Jira board

Simple task management. Jira Cloud is free under 10 users. Tickets move left to right. Every comment, status change, and interaction is logged. At the end of the day I export the data (XML) or connect Jira directly to the AI tool so the pull is automatic.

2. Notion + an AI of your choice

I use Grok. Use whatever you prefer. This is where the report lives.

3. Productivity tracking software

I use WebWork (about $4 per person). I’m not affiliated. I tell the team at hire: turn it on when you’re working, turn it off when you’re not. Full transparency. It tracks actions per minute and takes a screenshot every 3 minutes. I export the CSV at the end of the day.

The daily workflow

• Pull task data from Jira
• Pull productivity data from WebWork
• Feed both into a prompt that asks for a productivity report + a score out of 10
• The AI writes the report straight into each person’s Notion page

The output is a clean one-pager I can scan in 30 seconds. When I meet the team I’m no longer guessing — I’m just removing obstacles.

If you do this for every person, you can also build a simple productivity heat map over time and spot patterns with almost no extra management overhead.

That’s the whole system.

I also run a Data & FinTech PM consultant pivot accelerator. If you have at least 3 years of professional experience, reply PIVOT and I’ll send the workshop link, the job board, and the full roadmap.