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Supercharge Planning with AI

AI technology is advancing rapidly and can be a valuable assistant in drafting project tasks—especially for new projects where you may be less familiar with the details.

AI

Generate Tasks with AI​

The video below demonstrates how you can harness AI to quickly and efficiently generate a detailed construction project plan.

With AI, you can request more than just a list of task names. For example, you might ask the AI to suggest start and finish dates for each task. In these cases, you can use QuickPlanX to first create the task hierarchy, then batch update task properties as described in the batch update section above.

Watch AI in Action: Project Plan Generation​

Example Prompt: Generate a Hierarchical Task Tree​

Role: Expert Project Manager with long-standing experience in residential construction.

Objective: Develop a detailed project schedule (Work Breakdown Structure - WBS) for a compact residential build.

Project Scope:
- Structure: Two-story family residence
- Area: Approximately 300 square feet (very compact)
- Amenities: Includes a small yard
- Quality: Standard construction quality
- Timeline: Target construction period of approximately four months

Deliverable Requirements:
- Present the project schedule as a multi-level, hierarchical task breakdown.
- Structure the breakdown logically by major construction phases (e.g., Pre-Construction, Site Work, Foundation, Framing, Rough-ins, Finishes, Exterior, Landscaping, Closeout).
- **This is CRUCIAL: Each task or sub-task MUST be indented using a consistent number of leading spaces to define its outline level. For example, use exactly TWO spaces for each level of indentation.**
    - Level 1: No leading spaces (e.g., "Phase Name")
    - Level 2: One leading space (e.g., " Major Activity")
    - Level 3: Two leading spaces (e.g., "  Sub-Activity")
    - Level 4: Three leading spaces (e.g., "   Detailed Task")
    - Level 5: Four leading spaces (e.g., "    Specific Step")
- **The leading spaces are the ONLY indication of hierarchy. Do not use any bullets, numbers, dashes, asterisks, or any other formatting symbols whatsoever. Only the task name, preceded by the precise number of leading spaces, should be outputted on each line.**
- Aim for 3-5 levels of detail where appropriate, focusing on the critical path for a swift 4-month completion.
- To ensure perfect formatting and exact spacing, please encapsulate the entire project schedule within a markdown code block (```).

**Example of desired output format within the code block (strictly adhering to 2-space indentation per level, no numbers, no bullets, no dashes, no special characters):**
"""
Phase Name
 Major Activity
  Sub-Activity
   Detailed Task
    Specific Step
"""

Example Prompt: Schedule Tasks and Output as a Table​

Please help schedule the task and present the results in a table with the following requirements:
- The table should include Task Name, Start, and Finish columns.
- Task Names should be displayed without leading indentations or spaces.
- **Start and Finish dates must fall on working days (weekdays only)**.
- Dates should be formatted using the short date format (yyyy/MM/dd).

Tips and Important Notes for AI-Generated Schedules​

  • The video demonstrates using Gemini to generate a project schedule, but you can use similar prompts with other AI tools such as ChatGPT, Copilot, or Claude.
  • Prompts may need to be adjusted depending on the AI platform you use, as well as for future updates to Gemini or other AI models.
  • Be sure to change the date format from "yyyy/MM/dd" to match the date format used on your device or in your region.
  • You may need to interact with the AI further to refine the output or to get the formatting exactly right for QuickPlanX.
  • When copying the AI-generated task list, ensure that indentation is consistent and uses spaces, as required by QuickPlanX for hierarchy recognition.
  • If the AI output includes extra formatting (such as bullets, numbers, or special characters), you may need to clean up the text before importing.
  • For best results, review the generated tasks and make any necessary adjustments to fit your specific project needs and workflow.
  • Always double-check the logical sequence and dependencies of tasks, as AI-generated schedules may require manual refinement for accuracy and practicality.
  • If you are working with non-English languages, you may need to further adjust prompts or output formatting to ensure compatibility with QuickPlanX.
  • Remember that AI-generated schedules are a starting point — use your expertise to validate and enhance the plan as needed.

Transform Handwritten Notes with AI​

Prefer jotting down tasks on paper or a whiteboard during team discussions? With AI, handwritten or photographed notes can be converted into structured text suitable for import into QuickPlanX.

Handwritten

Watch: Transform Handwritten Notes with AI​

The video below shows how you can quickly and efficiently convert handwritten task names into structured project tasks using Gemini.

Tips and Important Notes for Handwritten contection​

  • The AI tool demonstrated in the video is Gemini. If you are using a different AI (such as ChatGPT, Copilot, or Claude), you may need to adjust the prompt for best results.
  • In most cases, Gemini can accurately extract and structure text from handwritten notes or images.
  • Always pay special attention to the date format: ensure that the dates in your schedule match the format used by your device or region. You may need to modify the prompt or the output to achieve this.
  • Review the converted tasks for accuracy and make any necessary adjustments before importing into QuickPlanX.
  • If you want the AI to extract not only task names but also their outline levels (hierarchy) from handwritten notes, you will need to optimize your prompt accordingly. Additionally, the handwritten content should be of higher quality and clearly indicate the hierarchy (for example, through indentation or numbering) to improve extraction accuracy.