From First Impressions to Real Transformation

When the Almabase team spoke at CEAC about practical ways to use AI in advancement, the room felt mixed with curiosity and caution. Everyone had heard big promises about artificial intelligence before, and it was hard to tell what was real. But a few minutes into the session, something shifted.

There were no futuristic predictions or talk of machines replacing people. Instead, the focus was clear demonstrations of how AI can help with real work: making everyday tasks faster, cleaner, and easier.

By the end, people were not taking pictures of slides anymore. They were leaning forward, already thinking about what they could try first.

We wanted to revisit that moment and expand on it. This blog is for advancement and alumni relations professionals who want to see what AI can do right now in practical, human ways.

Why Advancement Teams Need AI That Works Like a Teammate

Advancement professionals live in two worlds. One is personal, where conversations, thank-yous, and connections matter most. The other is operational, filled with lists, reports, and follow-ups that never seem to end.

AI, when used smartly, can bring these two worlds together. It handles the mundane, repetitive work that keeps people from doing what truly matters i.e, connecting with donors, writing meaningful messages, and planning strategy.

Of course, this should not just be about speed for its own sake. It is about giving professionals time to think, plan, and act on ideas instead of constantly catching up to spreadsheets, deadlines, and data entry.

Common Misconceptions That Keep Teams from Using AI

Some teams understandably hesitate to use AI because they believe it is either too shallow or technical, or perhaps too impersonal. The truth is somewhere in between and surprisingly simple

Myth 1: AI will replace gift officers

AI cannot listen, care, or read real human emotions. It only removes the repetitive tasks that stop officers from doing those very things.

Myth 2: AI takes away the human touch

When used right, it should actually strengthen it. Less admin work means more energy for conversations, thank-yous, and relationships.

Myth 3: AI requires coding or deep technical skills

If you can explain what you need in simple language, you can most likely use most AI tools effectively.

Myth 4: AI is costly to adopt

The most useful tools shown during the CEAC session cost less than a lunch for two.

What AI Looks Like When It Actually Works

During the CEAC session, the Almabase team showed live examples that anyone could build. Each one was based on a simple idea: use affordable tools, connect them intelligently, and always keep people in charge.

These workflows were not theory or promises. They were real systems that anyone could set up in a few hours.

The Prospect Research Copilot: Meeting Preparation Without the Chaos

Preparing for a donor meeting often means sorting through emails, spreadsheets, and profiles to find the right information. The Prospect Research Copilot makes that process easy.

It connects your calendar to tools like Zapier or N8N, which identify upcoming meetings. Then Clay updates donor profiles with the latest information, while ChatGPT or Perplexity writes a short briefing with key details.

Before your meeting starts, a clean summary lands in your inbox — complete with recent activity, giving history, and professional updates.

Meetings begin with confidence instead of guesswork, and officers spend their time building connections rather than chasing data.

Watch demo: Prospect Research Copilot

Alumni Career Change Alerts: Reconnect at the Right Time

Every time an alumnus changes jobs, it opens a window for conversation. The hard part is knowing when it happens.

This workflow uses Clay to track alumni job changes through LinkedIn. When one occurs, Zapier triggers ChatGPT to draft a short, personal message. A staff member reviews it before sending.

This way, no updates go unnoticed. Each career move becomes a chance to reconnect and build goodwill.

Watch demo: Career Transition Alerts

Event Recap Generator: Turning One Event into a Week of Content

Events take weeks to plan and only hours to run, but their value often ends too soon. The Event Recap Generator helps keep the momentum alive.

Upload your event recording to Descript to get a transcript. Send that text to ChatGPT to identify key quotes and themes. Then use Canva Magic Write to create branded visuals and posts for social media.

By the end of the day, your team has ready-to-share summaries, visuals, and emails. One event turns into several pieces of content that keep your community engaged.

Watch demo: Event Recap Generator

More Workflows Worth Trying

After CEAC, several schools started creating their own versions of these workflows. Here are four that have shown strong results.

Each workflow starts small but creates a real difference in time and clarity.

To see automation in action, read RISD’s Almabase journey on how to turn efficiency into real-world results.

Start Simple and Build from There

The easiest way to begin with AI is to pick one tool and try it. ChatGPT, Jasper, or Perplexity can already plan, summarize, and write faster than traditional methods.

The real power comes when these tools connect to your CRM. Once AI understands your data, it becomes context-aware and starts suggesting meaningful next steps — who to contact, which donors need attention, and which campaigns are performing best.

That is where Almabase creates real value. The platform gives AI the context it needs to make insights useful and human.

Visit the Almabase Platform Page to learn how these integrations work.

What’s Next for AI at Almabase

AI at Almabase keeps evolving, but one idea stays the same: make everyday work simpler while keeping humans in control.

Coming Soon on the Roadmap

• Email Emily helps write emails that match your institution’s voice and save hours of drafting time.
• AI-Generated Event and Appeal Descriptions produce ready-to-use copy, releasing in early 2026.
• CRM Sync Enhancements improve how data learns from engagement trends.
• Engagement Copilot answers data questions in plain English.
• Autonomous Engagement Agents schedule follow-ups and reminders automatically.

Each new feature is designed to work quietly behind the scenes so your team can focus on meaningful work.

How to Use AI Responsibly

AI can multiply both good and bad habits. If your process is clear, it becomes a powerful helper. If it is sloppy, mistakes spread fast. Responsible use keeps your team’s quality and reputation strong.

Good Habits for Every Team

• Review all AI outputs before sharing or publishing.
• Avoid entering private or confidential data into public tools.
• Be open about when and how AI was used.
• Double-check all names, quotes, and numbers.
• Use tools that protect user privacy and limit environmental impact.

These small habits decide how much people trust your institution and your message.

One Step You Can Take This Week

Pick one workflow that solves a real problem for your team. Build it, test it, and see what changes. If it saves time, share the results so other departments can learn from it. Innovation spreads best through examples and mutual learning.

The most effective teams usually start with something small and doable. Each success builds momentum for the next project, and if the past several years have proven anything, it is the importance of scalable improvements in advancement and alumni relations.

If you want to explore the CEAC workflows or see them in action, join the next Lunch and Learn or request a personalized demo, and our team will reach out with a quick demo.

The Takeaway for Advancement Professionals

AI is not some faraway idea. It is already here, ready to help teams work smarter. It will not make thank-you calls or write heartfelt notes. It will not remember a donor’s favorite story about their college days. But it will give you the time and space to do those things better.

The next chapter of advancement will not be about machines replacing people. It will be about balance and technology handling the busywork so humans can focus on connection.

That is what Almabase continues to build toward. AI that works quietly in the background while people do what only humans can do best, which is to build relationships that last.