How to start using ChatGPT in your advancement office

Artificial intelligence (AI) is all the buzz these days. And for good reason. AI tools, such as ChatGPT, can be a powerful tool to optimize your time, energy, and resources. Which is particularly enticing during an era of higher education budget cuts and deficits.

While there are still many unknowns when it comes to AI and a few things you should try to avoid, it’s a perfectly good tool you should start exploring within your work. A recent EDUCUASE quick poll survey revealed that while 67% of higher education staff members are already using ChatGPT for their work, a remarkable 96% of this group foresee ongoing use in the future. Here I’ve laid out four ways to get started using ChatGPT in your advancement office.

Draft Donor Communications

All advancement professionals know that writing personalized letters and emails to donors is a very time-consuming task. ChatGPT can help by drafting these communications for you. But remember, it’s best to consider its output as a first draft. Editing these drafts will save you and your team time compared to starting from scratch.

Prompt:
“Draft a thank you letter for a major donor who recently contributed $5,000 to our annual giving campaign. Include specific details about how their donation will be used, such as funding a new scholarship or supporting the emergency funds program. Make sure to express our heartfelt gratitude and outline the direct impact of their contribution. The tone should be thankful, friendly, and direct. Additionally, suggest a closing line that invites them to an upcoming event or provides an update on our progress.”

Tip: Provide as much context as possible in your prompt. Include details about the donor’s contribution: when they gave, how much they gave, the impact they made at your institution, etc. Be sure to also include the tone you want to convey to your donor.

Generate Ideas for Donor Events

Events are important touchpoints in a donor’s journey with an institution. ChatGPT can brainstorm event ideas tailored to your budget, donor interest, and any other variable you want to consider.

Prompt:
“Suggest some event ideas for engaging our highest-level donors this fall, with a total budget of $10,000. Consider both virtual and in-person options. We are looking for ideas that are innovative, exciting, and offer unique experiences. Provide a brief description of each idea, potential challenges, and how it could be executed effectively.”

Tip: Clearly outline the goals and constraints of your event. Specify the audience you’re targeting, the budget limits, and any themes or objectives you want to focus on. The more detailed your input, the more relevant and innovative the suggestions will be. Use ChatGPT’s ideas as a starting point and refine them based on your team’s feedback and practical considerations.

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Organize Internal Schedules and Plans

Gone are the days when you need to be bogged down by administrative tasks. ChatGPT can streamline tasks such as creating schedules, planning meetings, coordinating deadlines, and organizing project milestones.

Prompt:
“Develop a detailed internal planning schedule for my team’s upcoming strategic planning work. Include key milestones such as pre-planning activities, brainstorming meetings, strategy formulation sessions, and follow-up actions. Outline deadlines for each phase, assign tasks to team members, and provide a timeline for regular check-ins and adjustments. The schedule should ensure that all team members are aligned and that we address any potential issues promptly. Additionally, suggest tools or methods for tracking progress and facilitating communication throughout the process.”

Tip: Include key dates, deadlines, and milestones you must hit. Provide details on which team members will be responsible for what tasks. This will help ChatGPT create a detailed and actionable schedule that keeps your team on track and ensures clear communication.

Craft Staff Training Materials

Investing in professional development is important for the growth and effectiveness of your team. ChatGPT can create training resources that support continuous learning and staff development through things like detailed guides, checklists, and toolkits.

Prompt:
“Create a professional development resource for my staff that includes a training module covering alumni communication strategies, event planning, and stewardship. The resource should include a detailed guide with best practices, a series of interactive practice activities, and a toolkit with templates and checklists. For each section, provide clear instructions, practical examples, and tips for implementation. Additionally, suggest evaluation methods to measure the impact of the training and ensure the development of key skills.”

Tip: Define the specific skills and knowledge areas you want your training to address. Include details about the level of expertise required and any particular challenges your team faces. Tailoring ChatGPT’s content to these specifics will result in more relevant and effective training materials that meet your team’s needs.

I know that integrating new technology can feel daunting, especially in higher education. However, exploring how AI tools like ChatGPT can enhance your team’s work is a great way to build momentum and embrace innovation. Start small to see how AI can make a difference and support your team’s needs. If you want to speak more about AI and its role in the future of higher education, email us at [email protected].