A guide to using AI tools in your nonprofit
Why and how you need to be using Chat GPT, Claude, Gemini, Grok, and others.
Every hour you and your team spend on tasks AI could handle is an hour not spent advancing your mission. The question isn’t if you should use AI. It’s whether you’re using the right tools in the right ways.
A few common pitfalls with AI use:
You’re not using the best AI tool for the task at hand, which means you’re getting subpar results. Every AI has its specialty - we'll talk about how to identify which AI to use for different kinds of tasks in this post.
You're copying and pasting, then calling it done, and undermining your credibility.
You're not training your team on the different tools, how to use them, and when to use them, which ensures they stay behind the times and enables time inefficiency.
But when AI is used well, it frees up capacity for execution, which advances your mission. That’s why it’s a non-negotiable.
Each of the major large language models (LLMs) have different strengths, and knowing which one to use when makes all the difference. Let’s get into them.
ChatGPT
Your OG Powerhouse
ChatGPT, or simply “chat” as a colleague of mine calls it, excels at a lot and is by far my go-to tool. It’s what most people think of when they think “AI.” But more specifically, I use it to quickly query simple information (your “day-to-day” prompts), dive into documents, and apply certain frameworks that I’ve trained it on.
One of my favorite ways to use ChatGPT is to create “custom GPTs” and upload PDFs of books I reference frequently. Books like Traction, StoryBrand, and Crucial Conversations utilize specific frameworks, so I use a custom GPT to run situations through it and ask for advice based on those frameworks.
I’ve also found it particularly useful for contract review, helping me identify red flags to push back on, or for things like reports I’ve written, asking it to tell me what needs greater clarity or to identify things I may have omitted.
Be warned: ChatGPT has a recognizable writing style and formatting. If you just copy and paste, people will likely know. Always rewrite and reformat in your own voice.
Claude
Your Writing Partner
Claude is newer to my toolkit, but as I’ve been writing more, I’ve turned to it for a more polished and unique output than ChatGPT. Claude was made for the editing process, using a split-screen to edit whatever you’re working on: one side for your back-and-forth with the AI, and the other for an updated view of the end product.
The key with Claude is to train it on your unique style and voice. Not only should you describe your tone, style, and preferences, but you should also upload writing samples for it to learn from. With proper training, Claude tends to match your style better, making the editing process faster.
Claude is also good at handling longer documents (100+ pages), so that’s worth trying out, too. And just like ChatGPT, Claude needs your editorial judgment. It's a starting point, not a finish line.
Grok
Your Real-Time Advisor
Grok is going through some interesting challenges right now, but it is still a powerful AI model. Because Grok has access to more current information, it is helpful for staying on top of breaking news and real-time information that affects your sector and work.
Ask it about recent policy developments or what's trending in your field. It's also useful when you need to reference current events in your communications. You'll have the most up-to-date information without having to spend time digging through dozens of sources.
Gemini by Google
Your Google-Backed Analyst
I am a massive fan of the Google Workspace ecosystem, and it’s what our org does most of our work in. The beauty of Gemini is that it deeply integrates with Google apps like Sheets and Docs.
If you're already working in Google Workspace, Gemini can help you generate quick email replies, identify patterns in Sheets data, automate repetitive tasks, and generate insights from your documents. I find it particularly useful for budget analysis: using financial spreadsheets, I ask it to identify trends or flag areas that need attention. The integration with Workspace makes it a natural extension of the tools you're already using.
Perplexity
Your Research Assistant
Perplexity is my favorite AI for research-heavy work. Unlike most AI tools, it consistently cites its sources and gives you a clearer picture of where its information comes from.
This makes it ideal for policy work, grant writing, and any situation where you need credible, verifiable data to support your case. I’ve used it to cross-reference bill language, explore competitive landscapes, and fact-check communications before they go out. If you’re writing anything that requires trusted references or want to save time digging through articles and reports, Perplexity is a powerful tool.
Grammarly
Your English Teacher
Grammarly is still one of the most underrated AI tools, especially for nonprofits where everyone may write, but not everyone is a writer.
It goes beyond grammar and spellcheck to help modify your tone, improve structure, and ensure you come off as professional and articulate. At my org, we hand out a Grammarly license like candy to anyone who requests one because it saves time and reduces the burden on peer editors. I’ve found it especially helpful for sensitive communications, like performance feedback or difficult stakeholder updates, where tone matters just as much as content. It helps you communicate clearly, respectfully, and with confidence.
When it comes to AI usage, there is an ongoing debate over whether it liberates us from the more menial or time-consuming tasks or robs us of critical thinking skills. I am very bullish on AI, and I think it’s vital that every executive, leader, and employee alike uses it in some capacity.
Question this week: Which AI do you rely on the most, and what’s one thing it helps you do better?
From the blog this week:
I write short daily posts on my blog, mostly about nonprofit leadership and operations. Here’s what I posted this week: