A Practical Guide to AI for Not for Profits

A Practical Guide to AI for Not for Profits.

Artificial Intelligence (AI) has become one of the biggest buzzwords of our current time — but it’s far from new.

AI has quietly powered everyday tools and decisions for years from fraud detection algorithms, to google search suggestions, to resume screening in recruitment software. What’s different now is the rise of generative AI – technology that can write content, generate ideas, summarise documents, and support decision-making in real time.

But is it the gamechanger everyone says it is?

Yes – and no.

Generative AI is one of the most significant technological shifts of our generation. Its potential is undeniable. But right now, it’s not here to replace whole roles or lead strategy on its own. And for Not-for-Profits, that’s not where its real power lies anyway.

Instead, generative AI offers something else: an opportunity to reduce admin overhead and free your team to focus on the human, relational, and strategic work that technology can’t replace.

AI is Available to Everyone – But That’s Not What Will Set You Apart

Unlike many emerging technologies, generative AI is accessible. What will set your organisation apart isn’t access – it’s the confidence and skill to use it well.

For Not-for-Profits, this means using AI to maximise impact, not replace people. Here’s how to start building capability across your team.

1. Build your understanding

Generative AI is complex – but understanding the basics doesn’t have to be. Follow trusted thought leaders, sign up for sector-specific webinars, and keep up with how these tools are evolving. A little knowledge goes a long way.

2. Get comfortable with prompting

Prompting is quickly becoming the skill of the future – and it’s more straightforward than you might think. AI tools like ChatGPT rely on your instructions to produce the right results.

Here’s how to get started:

• Be clear on your goal: Clearly define what you need the tool to do – write, summarise, draft, brainstorm?
• Give context: Share the audience, tone, purpose, and examples of similar work.
• Slow down: Take the time to thoughtfully craft your prompt – the more detail you can provide, the higher quality the output will be.
• Iterate: The first response might not be perfect. Go back and forth with the AI agent asking for improvements or changes until you get an output you like. Then take that output and edit it yourself to ensure you are confident to put your name on the final piece of work.

Example:

Instead of saying “Write a newsletter,” try:

“You are an expert copy-writer who excels in taking data & information and communicating it in an engaging way. Draft me a brief update for our quarterly email newsletter, announcing a new grant we’ve received for our youth program. Keep the tone warm but professional – this newsletter will be read by community members. I have attached a few examples of previous newsletters for you to match the tone and writing style. I have also noted a few key statistics for you below to include.”

Some follow up prompts may include:

• “Make the content more succinct”
• “Expand more on the section around the youth program – use [this link] as a reference for further information to include”
• “Alter the tone to be slightly more formal”
• “I have edited your draft – see screenshot. Review for grammar and flow”.

3. Use your skillsets

Great writers will leverage Generative AI tools to make their writing process even more efficient. The Excel whiz in your office will be able to use these tools to rapidly develop their skills in formulas and spreadsheets.

When you know the space you are using AI in, you are able to critically assess the quality and accuracy of the outputs it gives you, and then use the tool to it’s maximum capacity.

Practical Ways to Use Generative AI in Your Organisation

You don’t need a digital transformation project to see real value.

Here are practical, everyday examples of how Not-for-Profits are already using generative AI tools:

Communications & Marketing

• Rapidly draft professional emails and newsletter updates
• Summarise annual report content into snapshot reports to send to donors
• Generate engaging social media captions

Admin & Data

• Generate summaries of action points from meeting transcripts
• Draft policy documents or internal guides
• Write Excel formulas

Research & Insights

• Summarise long policy documents or funding guidelines
• Transform a screenshot of an Excel into a summary table
• Research and collate a list of possible funding to apply for

Getting Started With Generative AI in Your NFP

Practical Tips for Using AI in the Sector

Everyone’s an “AI expert” and every tool is suddenly “AI-powered.” Don’t get caught in the hype. Use discernment, ask questions, and focus on practical, real-world use cases that serve your organisation’s purpose.

These tools are still evolving. Stay curious and collaborative – what works today might look different in six months. Be open to testing, reflecting, and adjusting.

AI isn’t a silver bullet. Start by identifying existing challenges in your workflows – admin bottlenecks, repeated manual tasks, or gaps in reporting. That’s where AI can do its best work.

Building Your AI Roadmap

You don’t need a five-year strategy to get started – but you do need a starting point. Building an AI roadmap is about aligning your tools with your purpose, your people, and your practical needs. Start small, stay focused, and grow from there.

1. Educate your leaders: Support senior decision-makers to understand the opportunity and the risks.
2. Develop a Generative AI Policy: A Generative AI Policy clearly outlines acceptable use of AI tools within your organisation. According to Infoxchange’s 2024 survey of NFPs across Australia and New Zealand, 76% of organisations now report that staff are using generative or conversational AI tools. The reality is that many of your team are most likely already using AI in their work. Be proactive, and develop a policy to ensure safe and effective use.
3. Select one AI tool: Start small. Pick a tool that aligns to your organisation’s needs. As with selecting any software, carefully check it’s data security and compliance practices to ensure the tool meets your organisation’s requirements.
4. Train and empower your team: Equipping your team with the skills to use AI confidently is one of the most valuable investments you can make. Prompting, critical thinking, and tool fluency are fast becoming essential workplace skills – and not just for tech teams. Empower your people with the tools and knowledge they need to use AI not just efficiently, but thoughtfully and ethically.
5. Reflect and review often: Make AI part of your team conversations. What’s helpful? What’s not? Keep the dialogue open as the tools evolve and regularly review your policies and guidelines to ensure you are remaining compliant.

About The Breakthrough Office

At The Breakthrough Office, we walk alongside Not-for-Profits to ease the admin burden of accounting, payroll, HR, and corporate governance – the operational work that underpins your impact.

We partner with trusted, industry-leading software providers and bring decades of experience supporting Not-for-Profits to use technology strategically. From exploring AI-enhanced finance software to developing your first Generative AI Tools Policy, we’re here to help you navigate what’s next with clarity and confidence.