Blog · Published · Updated
AI in projects: how to prepare a status
Short answer
AI prepares a draft project status from task updates and the team's notes. The draft is useful when it shows what changed, what is still unknown and who owns each question. A date from an old plan does not become a confirmed date only because it ended up in a short summary.
- net for implementation for a team of up to 10 people, paid once
- from €1,150
- from start to work of the entire team
- 2 weeks
- after this time, we measure the effect on the same tasks
- 30 days
- conversation with an engineer and a written plan within 2 business days
- €0
We belong to the OpenAI and Anthropic partner programmes and learn through their official courses. What this means ↓
Author: Syntalith · 3 min read
Statistics
Project management and AI: statistics 2026
0.9 mo.
payback of a €1,150 training day for 6 people saving 1.5 hours a week each: €1,360 of time recovered against €107 of licences a month. Scenario.
40%
According to a study published in Science (2023), ChatGPT cut the time 453 professionals spent on writing tasks by 40%.
Source: Noy and Zhang, Science (2023) ↗
31.1%
According to Eurostat (2025), 31.1% of EU companies that use AI apply it to business administration or management.
90%
According to the European Commission (2026), 90% of companies using AI say that people take the decisions, and 2% of decisions are fully automated.
Source: European Commission, Flash Eurobarometer 578 (2026) ↗
42%
According to the European Commission (2026), 42% of small and medium-sized companies and mid-caps in the EU already use AI, mostly in a limited and experimental way.
Source: European Commission, Flash Eurobarometer 578 (2026) ↗
Figures checked: 22 October 2026
- The moment the project is described at
- Changes since the previous status
- Confirmed dates kept apart from planned ones
- Questions with the task owner
Set the moment you describe the project at
Choose a date and time when information is cut off. A report for a Friday meeting can use the data available on Thursday afternoon. Write that into the material. Mark a later message as an update, so the reader understands why two summaries differ.
For each important point, keep a link to the task or note and the date of the last change. If a team member has not filled in the information, ask them for an update. A missing entry proves neither a lack of progress nor finished work.
Two entries can describe different stages
In a fictional exercise, a task has the status „done”, but the last comment says: „version handed over for review, the client's comments have not come back yet”. The date in the plan is Friday. A short report saying „task accepted, date confirmed” leaves out both unknowns.
A correct draft can say that the team handed the version over for review and is waiting for the result. The date from the plan stays a plan. The manager decides whether the wait affects further work and who is to get the answer. AI can help word the question, but the confirmation comes from the person responsible for that stage.
Before you order a separate application, check your current tracker. Atlassian describes Rovo features in Jira for summarising comments and tasks, including status, blockers and next steps. Check whether they are available in your environment and compare the result with the manager's current work. Atlassian documentation, checked on 9 October 2026.
A report for the conversation with task owners
| Status element | What should be possible to check |
|---|---|
| Change since the previous review | The entry or document that confirms it |
| Open matter | What is missing for the next decision |
| Date | Whether it is planned, proposed or confirmed |
| Responsibility | Who is to give the answer or take the decision |
Before sending, read the sentences with „completed”, „accepted” and „agreed” with particular care. Each of them describes a different event. Also check the recipients: a report covering several projects may contain information that not every participant may see.
The first trial can use a closed set of fictional updates. Let a second person check whether they can find the basis of each point and name the remaining questions. Only after such an assessment is it worth considering pulling the data regularly. We have not tested a specific tool here.
What work can you order?
Syntalith offers team training. Syntalith prices: an automation, app or agent from €3,000 net, training from €1,150 net a day (pricing). In a programme for managers you can agree preparing a status, assessing conflicting updates and wording questions before a meeting. The company names the materials cleared for the exercises and how the report is approved.
If the status has to be collected from several tools all the time and shared by role, compare that scope with an application for a project management office. The need to write a shorter report does not by itself justify building a separate system.
What it costs
- Time saved
- 6 people × 1.5 h a week × 4.33 = 39.0 h
- Value of that time
- €1,360
- Licences
- $120 (€107)
- Left after licences
- €1,253 a month
Payback of a €1,150 training day
0.9 months
The hours saved are the scenario's assumption, which we check by timing tasks before the training and after 30 days. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat. Claude Team seats at $20 per person a month, at the ECB rate of 1.1205 USD per euro on 22 October 2026.
- The time of the task before the training and after 30 days
- The corrections made by the person checking the result
- Tasks where a participant still needs help
- Licences and tools cleared for work
Where to start
We run the workshop as part of team training, from €1,150 net a day. For the free review, a description of one task the team does every week and the tools it uses is enough. You receive the written training programme within 2 working days.
„I already use AI.”
Your people too. Just no rules.
From our conversations with companies
5 na 10 employees paste sensitive data into private AI accounts: contracts, invoices, customer data.
In ESET survey (2026)
1 na 10 admits this in the survey.
Customer data pasted into a private AI account without an data processing agreement is a violation of the GDPR.
Don't worry, we won't tell anyone :)
What do we see in companies that "already use"
- Only ChatGPT or Claude accounts, without plugins, skills, integrations and MCP servers with company tools.
- Company programs are not connected to AI. People still click through systems and Excel, and enter chat data manually.
- Lack of company standards: everyone writes instructions in their own way, no one shares what works.
- No rules for personal data, GDPR and company secrets.
- No limits and no visibility: no one knows who uses AI, how much and for what.
62% Polish employees use AI at work · 27% companies have written rules for working with AI.
Source: ESET and DAGMA, Cyberportrait of Polish business 2026 (March 2026, 1,026 people) ↗
ChatGPT or Claude space review
Accounts, permissions, rules for working with data and 5 tasks set for the team. 1 day.
€450 net
Company accounts, rules of working with data and team training in 2 weeks, from €1,150 net.View implementation for the team →
„Is my data safe?”
Yes. You choose where they go: from your company account to the model on your server.
00Employee's private account
Customer and company data ends up in an account that the company cannot see or control. There is no data processing agreement, so it is a violation of the GDPR. When an employee leaves, the chat history goes with them.
01ChatGPT or Claude corporate account
The provider does not use your data to train models. A copy of the queries remains in his logs for up to 30 days.
02API with zero retention (ZDR)
The provider processes the request and does not save anything. It requires his consent, we prepare the application together.
03Processing in the EU
Queries are counted and stored in Europe: OpenAI in the EU region, Claude via clouds with the EU region.
04Model at your place
The open model runs on your server or in your cloud in the EU. The data does not go outside the company.
What we do with every implementation
- Confidentiality agreement and data processing agreement before we receive any data.
- You choose the cases for the prototype and we anonymize them upon request.
- The data stays in the EU and we delete it after the test.
- Corporate accounts with an administrator on your side.
When data cannot leave the company
The open model runs on your server or in your cloud in the EU. To choose from:
- White-tailed eagle
- Polish model, SpeakLeash and ACK Cyfronet AGH
- PLLUM
- Polish model, HIVE consortium commissioned by the Ministry of Digitization
- Qwen
- Alibaba
- GLM
- Zhipu AI
- DeepSeek
- DeepSeek
We select a model for the task and check it on your cases. We run it, tune it and maintain it.
Source: Bielik and PLLuM, ACK Cyfronet AGH ↗ · PLLuM, Ministry of Digitization ↗
Do you have a lot of your own data? We will fine-tune the small model.
- 1 Your examples
- 2 tuning
- 3 test on new cases
- 4 model at your place
When you have thousands of similar emails, documents or reports, we teach a small open model based on your examples. It works for you, responds quickly and costs less to maintain than a large model. We measure quality on issues that the model has not seen while learning.
Przemysław and Piotr did it in large programming and consulting companies. Artem did it before and does it today at Syntalith. It's about models on your own infrastructure, tuning and quality measurement.
You choose the protection level during the interview. We sign the data processing agreement before we see any data.Schedule a free analysis →
Price
Three packages. You know the price right away.
Team of up to 10 people
from €1,150
net, paid once · 2 weeks
Company, from 11 to 40 people
from €2,300
net, paid once · 3–4 weeks
Organization, over 40 people
from €4,600
net, paid once · 6–8 weeks
- The same packages once you have licenses. To start, an inspection of the space in 1 day is enough: €450 net.
- You buy Claude Team licenses directly from Anthropic, without our markup: USD 20 per person per month for annual payment or USD 25 for monthly payment, from 2 to 150 people.
From conversation to measurement
01 · 30 min
Free process review€0
An engineer picks 3 to 5 of your team's tasks with you. Written plan within 2 working days.
02 · 2 weeks
Rolloutfrom €1,150
Accounts and roles, rules for working with data, training on your team's tasks. You buy licences directly from the provider.
03 · after 30 days
Measurementincluded
We compare task times before and after. We name in writing the tasks worth handing to a system.
or call+48 888 78 48 78WhatsAppMon–Fri 9:00–17:00 CET
Worked example · Scenario
How we count the payback: project status reports
We run the same count for your team in the free review.
€1,675
a month for preparing 12 management reports
Payback: 2.1 mo.
4 hours to prepare a management report and checking in 15% of the old time are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. Model cost: checking the commentary in our reporting system (about €0.0002) plus compiling the data (Claude Sonnet 5.5, about 30,000 + 2,000 tokens), at the ECB rate of 1.1205 USD per euro on 22 October 2026.
See the full calculation →Questions
How does AI prepare a project status?
From changes in tasks and the team's notes up to a set moment. It keeps confirmed facts apart from unknowns and names the owner of each question.
Is a date from the plan confirmed in the status?
No. The status shows whether the task owner confirmed the date or whether it comes from an old plan.
How much does this training cost?
At Syntalith, from €1,150 net for a workshop day for the team. Claude Team seats cost $20 per person a month. With 6 people and 1.5 hours a week each, the payback is 0.9 months.
