Some years ago, while I was supporting our software on a major project in Norway, I got to know the Risk Manager through the proejct. He had a very straightforward and practical approach. He did not want any overly complex visuals charts or complicated models. Just a clear view of the most important risks - and a plan for how to deal with them.

One thing I remember well, was his statement: "The best way to understand and identify risks is to show up in meetings". Not only the meetings you would normally think of as relevant — but the ones where things are still being worked through and not everything is settled yet. These meetings and workshops don’t have to be labelled as risk-related at all. In fact, they rarely are. They might be technical discussions, planning sessions, coordination meetings, or informal follow-ups.

Using the Meetings App in Omega

The Meetings app in Omega is not only used for recording meeting minutes, actions and decisions, but works very well for preparing and follow-up.

Used consistently, the Meetings app provides:

• a shared record of discussions across different types of meetings

• context around why decisions were made, not just what was decided

• traceability between discussions, actions, and outcomes

This makes it easier to revisit earlier conversations and spot signals that may have seemed minor at the time, but later turn out to be important.

You can read more about recommended usage in the article: 'Manage Meetings with Omega 365: A Good Practice'

Too Much Information? How AI can help

As projects grow, the number of meetings grow with them. Status meetings, coordination meetings, technical discussions, supplier follow-ups. Each producing notes, actions, and decisions. The challenge is often not lack of information – however, important signals and decisions are spread across dozens of meetings, documented in different ways, by different people.

It is basically impossible for any single person to keep the full picture in mind. But using AI on top of meetings, this can change.

When meeting minutes, together with other risk-relevant information, are collected into an AI-based Knowledge Pack, AI can continuously read across all this information and identify recurring topics and concerns, as well as identify potential risks before they become a formal issue.

This certainly does not replace human judgement. It supports it by making sure that what has already been said and documented is actually seen, used, and connected.

And AI can do this in seconds! As AI language models continue to evolve, this kind of analysis will only become more accurate, more contextual, and more valuable over time.

Practical Example

First, create a Knowledge Pack, by adding the releated information, such as meetings, documents, correspondence etc. (to learn more about Knowledge Packs, check out the user guide)

I add the Knowledge Pack, and ask (using a predefined prompt for simplicity) - 'Based on the information in this knowledge pack, identify any potential risks that should be reviewed.'
And in some seconds, it lists some potential risks. What is useful, is that it is also transperant with that it is does, "...I will review the knowledge pack for any information about meetings, queries, and related scope items. I will search for references to risk factors, concerns, or issues that could impact the project.", and in my view, essential: it lists the referenceses - where did it pick up this information from:

Example of risks suggested by the Omega AI Assistant.

Combined with a Knowledge Reference list at the bottom, with hyperlinks that takes me directly to the source:

And then, I can continue with having AI actually add the risks to the Risk Register. I'm still in full control - nothing is added unless I request it to do so.

Same Principle, Better Support

This approach doesn’t replace human judgment or experience.
It strengthens it.

• Good risk management starts with listening

• Meetings are one of the richest sources of insight

• AI makes it possible to listen broadly, consistently, and over time

Without adding more process.

By combining everyday project meetings with AI-driven analysis, risk identification becomes more continuous, more proactive, and far less dependent on individual memory.

Sometimes, better risk management isn’t about doing more —
it’s about seeing what’s already being said and documented.

Interested in learning more? Don't hesitate to contact me, or any of our software managers in your region.