4 Ways to Put AI to Work as Your Personal Assistant

How Lean Teams Can Leverage AI Tools to Amplify Their Efforts

Nonprofits and small businesses often operate with lean teams, where staff members wear many hats and manage ever-expanding job responsibilities. In an environment where administrative tasks are time-consuming and scope creep is all too common, everyone could benefit from more time in their day. That’s where AI comes in—think of it as your own personal assistant, ready to help you save time and improve team efficiency.

I recently conducted a training session with a client on how incorporating AI tools, such as ChatGPT, could create efficiencies in their operations, allowing them to automate time-consuming tasks, enhance the impact of communications, and focus more on the important work of their mission. Beyond ChatGPT, there are many other free AI tools that offer valuable ways to amplify impact without adding strain to already stretched resources. And while this article is specifically focused on nonprofits, these tips apply to any business organization.

1. ChatGPT for Automating Administrative Tasks

Chat GPT and similar AI tools can reduce the burden of routine tasks:

• Email Templates & Communication: Generate templates for FAQs, donor outreach, and new client emails.

• Meeting Minutes & Agendas: Record your meeting or verbal notes on your phone and turn those meeting transcripts into well-organized minutes, complete with action items and future agendas. (Pro Tip: Say “action item” in the meeting when action items come up to improve the output.)

• Document Creation: Quickly create templates for reports, contracts, or calendar invites, saving time and ensuring consistency. ChatGPT can give you a great starting point or help you brainstorm to get your creative juices flowing.

Try Out Some of These Prompts:

• “Generate a meeting agenda focused on [topics] with time frames.”

• “Create a friendly donor thank-you letter with a call to action.”

• “Summarize this document into actionable bullet points.”

2. Jasper AI for Creative Content

Jasper AI is a powerful tool that nonprofits can use for content creation:

• Blog & Article Writing: Load in bullet points, accomplishments, or data points and quickly draft blog posts or newsletters that highlight your organization’s mission and impact.

• Social Media Posts: Create engaging social media content to promote events, success stories, and fundraising efforts. Don’t forget to ask for strong calls to action that align with the goals of your posts.

Try These Prompts:

• “Write a blog post about the importance of community engagement for nonprofits.”

• “Draft three Instagram posts for our upcoming event, each with a different call to action.”

3. Grammarly for Editing and Clarity

Grammarly can help ensure that all your communications are polished and professional:

• Content Review: Enhance the clarity and tone of your content for grant proposals, social media posts, and reports.

• Tone Adjustments: Customize the tone of your message, whether it’s formal for grant applications or casual for donor outreach.

• Proofreading: Many of us struggle to proof our own work. If you don’t have a proofreader or editor available, ask the AI tool to edit for spelling, grammar, punctuation, and impact as it relates to the goal of your communication.

Try These Prompts:

• “Refine the tone of this message to be more formal and professional.”

• “Improve the grammar and structure of this fundraising letter.”

AI as Your Personal Assistant

Organizations that run lean understand the value of every minute. AI tools can serve as personal assistants, taking over time-consuming tasks and allowing teams to focus on strategic, mission-driven work. From automating routine communications to creating engaging content, AI offers a world of possibilities for increasing efficiency.

Ethical Guidelines for Using AI

While AI can be a powerful tool, it’s important to use it responsibly. When using AI tools, avoid uploading sensitive, proprietary, or personally identifiable information (PII). These platforms process data externally, so it’s essential not to share donor names, client data, or any confidential organizational details that could compromise privacy or security. Stick to publicly available information and generic content that doesn’t expose your organization or its stakeholders to unnecessary risks. Ensuring ethical use of AI helps maintain trust and protects your nonprofit from potential data breaches or misuse.

Ask Around & Stay Curious

If you’re not sure where to start, ask your peers, friends, and associates how they’re using AI in their work. What tools do they love? I personally love discovering new ways to leverage AI, and I’m always excited to hear how others are using these tools to save time and work more efficiently.

Whether you’re new to AI or already experimenting with tools, incorporating AI into your daily operations can create significant time savings and enhance your ability to deliver on your mission. The more you explore, the more ways you’ll uncover to make AI work for you and your organization.