AI Fluency for nonprofits

What you'll learn

Estimated time: 40 minutes

By the end of this lesson you'll be able to:

• Apply all four dimensions of the 4D Framework together to build a repeatable procedure with AI

Workflow automation

(6 minutes)

This video brings together all four dimensions of the 4D Framework to build a practical workflow automation. You'll follow Emily, a development coordinator preparing for her organization's annual gala, as she sets up an AI-assisted email response system. The video demonstrates how to categorize tasks by what AI should handle versus what needs human attention, how to describe the system's behavior precisely, and how to maintain Diligence through testing and transparency.

Key takeaways

• Start with Problem Awareness: Before touching any AI tools, analyze your actual workload. What are people asking? What patterns emerge? Make a specific list before deciding what to automate
• Task Delegation means asking "should AI do this?" not just "can AI do this?": Some tasks (like answering documented questions) are good candidates for automation. Others (like handling complaints or high-stakes requests) should stay with humans
• Test iteratively with real examples: Use actual emails you've received to test the system. You'll discover gaps in your descriptions that need refinement—this is normal and necessary
• Practice all three types of Diligence: Creation Diligence means being intentional about what you automate. Deployment Diligence means reviewing outputs before they go out (especially early on). Transparency Diligence means being honest about AI's role, especially if something goes wrong

Exercise 1: Mapping your automation opportunities

This exercise helps you identify which repetitive tasks in your work are good candidates for AI automation.

Part I: Audit your repetitive tasks

Think about your past week of work. List 5-10 tasks that felt repetitive or time-consuming. For each task, note:

• How often does this occur? (Daily, weekly, monthly)
• How long does it take each time?
• Is the response/process mostly standardized, or does it vary significantly?

Part II: Categorize by AI-appropriateness

Sort your tasks into three categories:

• AI can handle: Standardized responses, documented information, clear processes
• AI can assist, human decides: Tasks where AI can draft or prepare, but you review before action
• Human should handle: High-stakes decisions, emotional situations, complex judgment calls

Part III: Prioritize

Choose one task from your "AI can handle" or "AI can assist" categories that would save you the most time. This will be your automation candidate.

Reflection:

• What criteria helped you decide which category each task belongs in?
• Were you surprised by how many (or how few) tasks felt appropriate for automation?

Exercise 2: Building your automation description

This exercise walks you through describing an automation system using the three types of Description.

Part I: Define your product

For the task you identified in Exercise 1, write a clear Product Description:

• What is the end result you want?
• What inputs will the system receive?
• What outputs should it produce?

Part II: Define your process

Write a Process Description that outlines the steps:

• What should the system do first?
• What decision points exist?
• When should it escalate to a human?
• What information does it need access to?

Part III: Define the performance

Write a Performance Description that defines behavior:

• What tone should it use?
• How should it handle uncertainty?
• What should it never do?
• How should it acknowledge the person's request?

Part IV: Test with real examples

Share your descriptions with AI along with 3-5 real examples from your work. Evaluate the outputs:

• Did it categorize correctly?
• Are the responses accurate and appropriate?
• What adjustments do your descriptions need?

Exercise 3: Planning for Diligence (stretch goal)

This exercise helps you think through the responsibility aspects of your automation.

Part I: Creation Diligence

Answer these questions about your planned automation:

• Why is this task appropriate for AI to handle?
• What could go wrong, and how would you catch it?
• What's the impact if AI makes a mistake?

Part II: Deployment Diligence

Plan your review process:

• Will you review every output, or sample periodically?
• How will you monitor for problems over time?
• What triggers would cause you to pause the automation?

Part III: Transparency Diligence

Decide on your transparency approach:

• Who needs to know AI is involved?
• How will you disclose AI's role?
• What follow-up options will you provide if someone wants human attention?

Lesson reflection

• How did using all four dimensions of the 4D Framework together change how you approached this automation task?
• What surprised you about the process of describing an automation system precisely enough for AI to execute it?

What's next

In the next lesson, we'll discuss strategies for integrating AI into your organization thoughtfully and sustainably—from addressing concerns about AI dependency to building an AI policy that reflects your values.

Feedback

As you progress through the course, we'd love to hear from you about how you are using concepts from the course in your work and any feedback you may have. Share your feedback here.

Acknowledgments and license

Copyright 2025 Anthropic and Giving Tuesday. Based on the AI Fluency Framework developed by Prof. Rick Dakan (Ringling College of Art and Design) and Prof. Joseph Feller (University College Cork). Released under the CC BY-NC-SA 4.0 license.