Delegate what is stuck in your head with AI Project Management

You Can’t Delegate What’s Stuck in Your Head—Until Now thanks to AI

As a manager, you’re juggling countless tasks, and delegation sometimes feels impossible.

It’s not that you don’t want to delegate—it’s that transferring your knowledge to someone else would take forever.

• You’re the only one who understands how everything fits together.
• If you don’t do it, it won’t be done right.
• Writing it all down? Structuring it? Too time-consuming.

So, you keep doing it all yourself.

The Problem: Your Workload Keeps Piling Up

When everything stays in your head, delegation isn’t an option. The work doesn’t leave your plate—it just builds up.

The solution? AI can extract and structure your expertise faster than you think.

AI Can Organize Your Thoughts for You into a well-structured Project Charter

Instead of staring at a blank page, let AI do the heavy lifting – start your day at 30 mph, instead of 0:

1. Talk through your ideas into Otter.AI—no structure needed, just ramble as long as you need to until you feel like you’ve said everything related to the topic. Otter will transcribe it for you.
2. Give ChatGPT the prompt below
3. Feed ChatGPT that messy transcript
4. Get a structured Project Charter draft in seconds—80% of the work is done.
5. Make final edits in Word – it’ll be way better than what you started with!

This isn’t about replacing you. It’s about making your expertise accessible so your team can execute efficiently.

The Charter from Stream of Consciousness prompt:

Let’s Put AI to the Test

To prove how powerful this is, I recorded a 12-minute, unstructured ramble about Thanksgiving dinner. No outline. No plan.

This is so messy, I even started recording before I started talking about Thanksgiving. It doesn’t matter, ChatGPT will sort that all out.

First copy and paste that above prompt into ChatGPT.

Now copy and paste this messy stream of consciousness into ChatGPT:

Look at this output!!

Now that’s starting your day at at least 30 miles per hour!

Try This Today

If you’ve been putting off writing a team charter, process guide, or strategy document, this method will get you 80% of the way there—fast.

• Talk into Otter.AI.
• Copy the transcript into ChatGPT.
• Review and refine.

Try it today, and let me know what you created!

Evan Hickok

Evan Hickok has over twenty years of experience designing and managing high-complexity systems in high-consequence environments. As a Systems Engineer and Program Manager, he has guided projects through every phase of the product life cycle—from concept, detailed design, transition to production, production, installation & activation, and operational support. A dedicated researcher of team dynamics, Evan focuses on building high-performing teams capable of delivering exceptional results in the most challenging environments. He shares his insights and frameworks in the Lighthouse Leadership newsletter, published almost weekly at evanhickok.com.

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