Smarter Week

How to automate it

How to automate “keep the risk, issue and decision log up to date”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

30 min
typically, once a week
55%
of the time can be automated
Easy
to set up

Fix 1 of 2

AIBest fix

Have AI pull risks, issues and decisions out of meeting notes

After each project meeting, AI turns the notes or transcript into new rows for your risk, issue and decision log.

Typically saves about 50% of the time5 min to set up
  1. 1Get the meeting transcript or notes.
  2. 2Paste the current log headings and the transcript with the prompt below.
  3. 3Check each row, then paste into the log.
Prompt to copy
From the meeting notes below, extract new Risks, Assumptions, Issues and Decisions as rows with these columns: Type, Description, Owner, Impact (H/M/L), Date raised, Next step. Use only what was said; write [UNKNOWN] where missing. Flag any item that seems to update an existing entry in this list: [PASTE CURRENT LOG TITLES].

Notes:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

Fix 2 of 2

Software feature

Set up rules in your project tool to chase updates and move tasks

Asana, Monday.com, Jira, ClickUp and Smartsheet can remind owners before due dates, flag overdue work, and write AI status summaries, so you stop chasing by hand.

Typically saves about 45% of the time1 h to set up
  1. 1Make sure every task has one owner and a due date.
  2. 2Add rules: remind the owner two days before due, notify you when overdue, move tasks when a field changes.
  3. 3Turn on the tool's AI status summary (Asana AI, Monday AI, Jira or Smartsheet AI) for weekly roll-ups.
  4. 4Ask the team to update the tool, not you, and stop accepting updates by email.

Tools: Asana rules · Monday.com automations · Jira automation · ClickUp automations · Smartsheet workflows

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Project managerProgram manager / PMO

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Project managers