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Getting started with AI: A practical roadmap for non-profits

by Hart Square June 10, 2025
Charity
Education
Healthcare
Membership
AI

Introduction

Artificial Intelligence (AI) is rapidly transforming how organisations operate, engage with stakeholders and deliver their missions. It is fundamentally changing how organisations should be thinking about their organisations and their strategy. For non-profits, AI offers tremendous opportunities to enhance efficiency, improve member experiences, and amplify impact. But knowing where to begin can be challenging.

This guide provides a practical roadmap for non-profit organisations beginning their AI journey, helping you navigate from initial exploration to your first successful implementation.

Understanding AI in the non-profit context

Before diving into implementation, it’s essential to understand what AI means for your organisation:

  • AI is a utility, not just a buzzword—; it’s a set of tools that can help you work more efficiently and effectively
  • AI adoption should be mission-aligned, supporting your core purpose rather than being technology for technology’s sake
  • The goal is augmentation, enhancing your team’s capabilities rather than replacing human roles
  • AI has the ability to positively change your organisation in many ways but without due care and governance, the challenges could overwhelm the good.

As Carolyn Brown, Chief Information Officer at the BMA, noted during Hart Square’s Developing your AI Strategy for Non-Profits Webinar:

“For me, there are two very distinctive areas. One is the area where we were suddenly caught with a reaction through the launch of Chat GPT…versus the sort of AI models which have their roots in machine learning and history of AI evolution…and the evolution of those models are being used much more and to a much greater depth in research, particularly medical research.”

Due to the overwhelming pace that AI is evolving and the scale of general consumer adoption, organisations need to develop AI strategies to positively respond to the opportunity and threat.

Your AI readiness assessment

Before implementing AI solutions, assess your organisation’s readiness:

  1. Data readiness
  • Do you have accessible, clean, structured data?
  • Are your data governance practices robust?
  • Do you have mechanisms to ensure data privacy and security?

Alan Perestrello, Managing Director at Hart Square, highlighted during the Governance and Ethical Considerations for AI in Nonprofits Webinar:

“AI is incredibly sensitive to and dependent on data quality and well-defined data structures. You need to ensure that all of your compliance mechanisms are in place, particularly in terms of GDPR.”
  1. Cultural readiness
  • Is your leadership supportive of AI adoption?
  • Are team members open to new tools and workflows?
  • Is there a culture of experimentation and learning?
  1. Resource readiness
  • Do you have budget allocated for AI tools?
  • Do you have staff who can oversee implementation?
  • Do you have the technical infrastructure to support AI tools?

Starting small: your first AI initiative

The key to successful AI adoption is to start with targeted, manageable projects. As Alan Perestrello emphasised during the Bringing AI to Life: Practical Strategies for Non-Profits and Membership Organisations Webinar:

“Start small with clear objectives and timeframes. Time-box your initiatives and don’t let them become too expansive. The broader your ambitions, the more complex and costly the project becomes. If you can identify relatively quick win scenarios, those are great places to start.”

Step 1: Identify high-impact, low-risk opportunities

Look for areas where AI can make a meaningful difference with minimal risk:

  • Internal productivity tools (e.g., AI notetakers, content assistants)
  • Content generation for non-sensitive communications
  • Data analysis for internal reporting
  • Basic process automation for routine tasks

Alan Perestrello further advised in the Bringing AI to Life: Practical Strategies for Non-Profits and Membership Organisations Webinar:

“For your AI proof of concept, focus on productivity enhancements that offer the highest impact for the lowest risk, and then move to more complex applications. The trick is to identify the most valuable area with the least risk. Avoid creating a big bang project – that’s simply not the right approach for AI adoption.”

Step 2: Define clear objectives

Establish specific goals for your AI initiative:

  • What problem are you trying to solve?
  • What measurable outcomes will indicate success?
  • How does this initiative support your mission?

Step 3: Create a simple governance framework

Even for small initiatives, establish basic guardrails:

  • Create a simple AI usage policy
  • Define who can use which AI tools and for what purposes
  • Establish protocols for handling sensitive information

Carolyn Brown shared the BMA’s experience during the Developing Your AI Strategy for Non-Profits Webinar:

“Our initial response was to develop an AI Use policy, which we accelerated as a reaction to the emergence of Chat GPT in the public domain. This established basic guidance that most organisations now have in place, and we followed it up with blogs and learning resources for our staff.”

Step 4: Implement a controlled pilot

Roll out your AI initiative in a controlled environment:

  • Select a small group of users for initial testing
  • Provide clear guidance and training
  • Collect detailed feedback
  • Address issues before wider roll-out

Step 5: Measure and learn

Evaluating your pilot against your defined objectives:

  • What worked well and what didn’t?
  • What unexpected benefits or challenges emerged?
  • What lessons can inform future AI initiatives?

Building on success: from pilot to practice

Once you’ve completed a successful pilot, consider how to scale:

  • Document lessons learned and best practices
  • Develop more comprehensive policies and governance
  • Invest in broader training and skill development
  • Identify the next set of use cases based on your experience

Common pitfalls to avoid

  • Trying too much too soon – Focus on one clear use case rather than multiple initiatives
  • Neglecting stakeholder communication – Be transparent about how and why you’re using AI
  • Overlooking governance – Even small pilots need clear guidelines and oversight
  • Expecting perfection – AI tools are evolving and require human oversight and refinement

Case study: Microsoft co-pilot adoption at the BMA

During Hart Square’s Developing Your AI Strategy for Non-Profits Webinar, Carolyn Brown, CIO at the BMA, shared her approach to AI adoption:

“We involved a partner to help us with the programme. Microsoft has a structured approach to AI Co-Pilot adoption. The first step focuses on understanding your environment in terms of governance and information security. Even though co-pilot exists within the boundaries of your own organisational domain, you must be aware of what information might be surfaced if it doesn’t have the proper governance and access controls.”

Carolyn described their implementation approach:

“We identified champions across the organisation who were interested in being part of initial AI use cases. These individuals developed specific use cases, and we then held a session where Microsoft demonstrated how these scenarios could be addressed using their AI tools.”

Crucially, the BMA implemented a structured approach to licensing:

“We developed a comprehensive programme covering both learning and license allocations. We don’t give anyone a Co-Pilot license until they’ve completed training on the ethical use of AI and how to use AI tools effectively.”

Next steps on your AI journey

  • Form an AI interest group with representatives from different teams
  • Develop an AI skills development plan for your organisation
  • Create a roadmap for future AI initiatives that align with your strategic plan
  • Join communities of practice like Hart Square’s AI in NFP LinkedIn Group to learn from peers

Gous Uddin, Head of Consulting at Kerv Digital, shared his experience at WaterAid during the Governance and Ethical Considerations for AI in Nonprofits Webinar:

“We formed a self-organised AI interest group with a diverse mix of people. The key element was that it wasn’t a top-down approach – there was no senior management directive. It was truly self-organised with people from all levels and backgrounds. This created a safe space for members to experiment, be open and candid, and naturally become change agents within the organisation.”

Ready to take the next step?

At Hart Square, we understand that every non-profit’s AI journey is unique. This guide is just the beginning—we’re here to support you at every step with expertise, resources, and a community of peers navigating similar challenges.

For guidance on your AI journey, contact our team who understand both the technological landscape and the unique needs of the non-profit sector.