As AI becomes more common in our daily lives, it also raises questions about how to manage change and ensure security. Your volunteers may already be using AI informally to write emails, create social media posts or generate images. By formalising your AI use, you can maximise its potential, address concerns, and increase the time available to focus on the human aspects of your work.
Why is there so much discussion about AI right now, and what has changed?
The focus on AI since ChatGPT launched less than three years ago has revolved around large language models (LLMs). These advancements in AI have given us a more direct way to access information. The biggest difference is that, rather than using Google to find relevant sources, a conversational AI chatbot gives direct answers to direct questions.
For example, if you wanted to apply for a grant, it could take hours to search for the necessary information to make your submission sound professional. With AI, you provide the key points, and it handles some of the work for you.
Which AI tools should a PTA consider using?
Most people will start with the big players: OpenAI’s ChatGPT, Microsoft Copilot, Google Gemini and Meta AI. In addition, there are AI tools designed for specific tasks. Canva’s Magic Studio, for instance, allows users to generate designs from text prompts and creates AI-generated images. A lot of websites and apps are now incorporating AI into their features. Play and experiment until you find out which one works for you.
How can a PTA use AI in its everyday work?
You can use AI to communicate with your supporters: to shape newsletter content, write a post for social media or even write a blog for the school website. AI can help you find the most successful events in your area, allowing you to plan your calendar with this information in mind. You might use it to transcribe your PTA meetings and produce minutes, meaning people can concentrate on what’s being said without taking notes, or watch the recording if they can’t attend.
What are AI prompts, and how can our PTA use them?
We’ve all become very good at using Google to search the internet using short queries of two to five words. But this doesn’t work for AI; the broader your query, the less information you’re going to get. Prompts, on the other hand, are all about providing detail and context, and that’s what prompt engineering is. You can keep querying an AI in a way you can’t do with a search engine. Tell the AI: ‘You’re wrong,’ and then refine your answers by adding more context. You might say: ‘I want to achieve a, b and c,’ and then specify: ‘I’m a PTA based in London.’
What are the benefits of a paid subscription?
The pro version of ChatGPT allows you to ask more questions and receive more accurate and detailed answers. A paid version of Copilot can be integrated into your Microsoft Office applications. With the paid versions, your data remains secure within your organisation.
How can we use AI beyond the basics?
Advanced users can already create a custom GPT [Generative Pre-trained Transformer], where you upload all your group’s relevant information and documents. Individuals can then ask questions about your organisation and its activities, and the AI will provide answers based on the information you’ve supplied. This can serve as a valuable resource for newcomers or provide an effective handover for committee members.
What kind of security concerns might a PTA have?
One of the biggest worries is data leakage. We recommend you avoid sharing anything that falls under the General Data Protection Regulation (GDPR), such as names, contact details and images of people, including adults, to protect personal information. Another issue to be aware of is misinformation, often referred to as ‘AI hallucinations’. To use the tool effectively, you need to know your subject, so you can edit and refine the answers it provides. Ask the AI how you can clarify what it’s saying and use it as your assistant. Don’t let it take the lead.
Given the extent of informal AI use, it’s important to develop an AI policy – ask the school if they can help draft one. Having a policy ensures that everyone in your group understands how your group uses AI responsibly.
What else would you include in an AI policy for PTAs?
Alongside following the GDPR rules, make sure you let volunteers know to anonymise any information you wouldn’t want shared externally. Creating an official PTA account for ChatGPT, Copilot or similar tools will enable you to keep a history and have it audited if needed. So, make sure all relevant parties are aware that they should use this account for their PTA work. In the account settings, you should also have the option to turn off features that allow the tool to learn from you, so your data won’t be used to train the models.
What does AI learn from me when I use it?
AI is continuously gathering information about you from your input. For example, if you tell it you run a PTA, it will learn about your group and how you operate. It will learn about your preferences when you agree or disagree with its suggestions, as well as from any documents or images you upload or create. If you are already using an AI tool, try asking: ‘What do you think of me as a person based on the information I’ve shared over the past 12 months?’ and see what it says.
Can you recommend any resources and training?
The OpenAI Academy is available to anyone with a ChatGPT account. Microsoft Learn offers information about Copilot and prompt engineering. In addition, you can find resources within the platforms themselves. There is a lot of free content available on YouTube. While there are some paid courses, the technology’s moving so fast that it’s hard for them to keep up.
Should we tell the school we are using AI for fundraising?
I would always be transparent, so nothing can come back to bite you. As long as you use AI responsibly and share your policy regarding its use, there shouldn’t be any issues. Everyone will have their own opinions, from your headteacher to fellow committee members: some will embrace AI, while others may fear it, but it’s not going away. My perspective is that AI doesn’t do a task for me; it provides me with the information to do what I need to do.
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