How to Drive Transformation with Strategic AI Implementation

Created By: Terry Cangelosi and Bobby Hunter
February 27, 2025

Imagine this: You’ve got a leaky faucet. Water is dripping; you’ve lived with it, but it’s starting to get on your nerves. You decide to act. You watch a YouTube video, grab a wrench, and tighten something. The leak doesn’t stop. Frustrated, you tighten something else. Suddenly, water sprays everywhere.  As it turns out, the issue wasn’t about something being loose; it was a worn-out washer inside the faucet. You spent time and energy on the wrong solution and made things worse.

The same thing can happen when an organization rushes to fix workflow inefficiencies.  We previously wrote about the importance of taking a holistic approach to identifying workflow pain points and gaps and how to approach solutions. As we continue the AI journey, the next step is to strategize implementation of the right AI tools or solutions, so that you can responsibly address the real problems and create lasting results.

Researching Tools to Identify the Right Solutions

Once you’ve mapped out workflows and pinpointed inefficiencies, the next step is researching solutions tailored to those issues. AI tools, automation software, and productivity platforms offer incredible potential—but only if they’re the right fit. Here’s how to start:

• Cast a Wide Net: If you have a problem, rest assured there’s a SaaS tool ready to turn it into a monthly subscription. With so many AI and other tools out there, nonprofits must do their due diligence to seek out the right types of tools to find ones that could solve their specific needs.
  • Tip: Orr Group’s AI Tool Research Analysis could be a good starting point!
• Evaluate Data Security Needs: All nonprofits deal with sensitive data in some capacity, so it’s critical to understand how each tool uses data and whether that aligns with existing internal policies.
• Start with Low-Cost Trials and Pilot Programs: Many AI tools offer free or low-cost trials that allow you to test their effectiveness. Targeting workflow pain points that impact a specific team will enable that group to pilot the tool to see if/how it can help.
• Revisit Existing Tools: As discussed in the previous article, sometimes the best solutions are already in your toolkit. Look for features you may be underutilizing!

Prioritizing and Implementing AI Solutions

After identifying potential tools, next comes strategic implementation to ensure the root problems are addressed, and the most impactful fixes are prioritized. To do this, your team should:

• Set Clear Goals and Accountability: Define measurable objectives, such as reducing overhead labor or costs, to track the success of new solutions. Assign specific team members to support implementation and compare against goals, ensuring clear accountability.
• Start with High-Impact, Low-Effort Solutions: Use an impact vs. effort matrix to identify tools that deliver significant benefits with minimal complexity. For example, implementing an AI tool to take meeting minutes might save time immediately without requiring extensive training.
• Conduct a Cost-Benefit Analysis: Evaluate what each tool could save (e.g., time, money, etc.) against the upfront investment. An inexpensive scheduling tool that modernizes how a single team collaborates may better achieve your goals than a pricy new CRM that won’t realize its benefits in the short term.
• Think Long-Term Scalability: Whether it be AI tools that a few people can champion over time to others or automations that can keep up with fluctuating administrative demands, choose solutions that can grow with your organization. No plumbing leak is indeed fixed with a band-aid!
• Provide Comprehensive Training: Ensure all team members receive thorough training on new tools. Understanding how to utilize these tools effectively is crucial for maximizing their benefits and integrating them seamlessly into daily workflows.
• Establish a Feedback Loop: Create opportunities for users to share their experiences with the new tools. Regular feedback can highlight successes, reveal pain points, and help refine processes for better results.

Building a Lasting AI Strategy

Fixing inefficiencies isn’t about using the first tool that fits; it’s about fully understanding the problem, then finding and applying the right solution. Organizations can make meaningful and impactful change with AI by strategically researching, prioritizing, and implementing tools to save time, energy, and money. Like fixing that faucet, the right approach requires a plan before action.

At Orr Group, we’re enthusiastic about the future of AI and hope to share that enthusiasm with our nonprofit partners. We are ready to assist your organization in assessing your workflows, identifying pain points, and brainstorming ways to seamlessly and safely integrate AI into your fundraising and other operational efforts. Contact us to learn how we can help elevate your organization.

Terry Cangelosi is a Senior Director and Head of Operations at Orr Group. Terry brings 10+ years of nonprofit operations experience to ensure the most efficient operations in Orr Group’s workflows, technology, and infrastructure. Terry is a member of Orr Group’s AI Taskforce.

Bobby Hunter is a Senior Associate Director supporting Operations at Orr Group. Bobby is responsible for providing leadership and oversight of the firm’s use of technology and internal systems to ensure maximum efficiency and effectiveness. Bobby is a member of Orr Group’s AI Taskforce.