How the Boys & Girls Clubs of the Big Bend Are Using AI to Transform Operations

Artificial intelligence may seem like a tool reserved for tech companies and corporate giants, but it’s increasingly becoming a game-changer for nonprofit organizations too. For the Boys & Girls Clubs of the Big Bend (BGCBB), AI has become a practical asset that enables a lean team to operate with clarity, speed, and greater impact. In this post, we unpack how targeted, real-world AI training helped BGCBB transform internal operations, align teams, and amplify their mission.

Most nonprofit teams operate on tight budgets and even tighter bandwidth. At BGCBB, staff were juggling strategic initiatives alongside daily tasks like donor outreach, policy rollouts, and interdepartmental communication. The growing scale of their operations demanded better tools and workflows, but with limited time for experimentation.

That’s where AI came in. The leadership didn’t need a theory-heavy seminar, they needed focused, actionable training that could immediately improve how work got done.

The BGCBB team recognized recurring pain points:

• • Policy documents took too long to draft and circulate
  • Internal updates often got lost in the shuffle
  • Fundraising messages lacked consistency
  • Staff were curious about AI but unsure where to start

Rather than adopt a one-size-fits-all tool, BGCBB opted for capacity building. The goal wasn’t just to use AI, but to integrate it in ways that actually solved daily problems.

Sourcetoad partnered with BGCBB to deliver two half-day, scenario-based workshops. These sessions were hands-on labs tailored to the real workflows of a nonprofit team. Each participant brought their own departmental challenges, and each walked away with a customized AI use case.

The structure included:

• • Department-specific breakout exercises
  • Live prompting sessions using ChatGPT
  • Group walkthroughs of internal communications, policy writing, and content creation
  • Real-time feedback loops to refine prompts and workflows

The workshop introduced BGCBB staff to Large Language Models (LLMs) like ChatGPT and covered:

• • How to craft prompts that include tone, role, and formatting cues
  • Using chain-of-thought reasoning to break down complex decisions
  • “Few-shot” prompting for tasks like grant writing and impact reporting
  • Visual content generation using tools like DALL·E
  • Ethical AI use, including data privacy and bias mitigation

By anchoring every concept in the organization’s real-world context, the sessions helped staff move from AI reluctancy to hands-on fluency.

The Director of Operations now uses ChatGPT to create draft policies, revise them for tone and clarity, and generate rollout plans. A process that used to take days now takes hours, and consistency throughout the process has greatly improved.

The development team adopted AI to generate monthly content calendars, write donor emails, and refresh social media messaging. Adopting these tools has enabled the team to create content much more quickly while maintaining a consistent voice across campaigns.

Leadership began using AI to draft departmental objectives, summarize meeting notes, and align performance metrics. This helped clarify expectations across the organization and improved follow-through on strategic goals.

Following the workshops, the staff were able to immediately apply what they learned. Their weekly updates are now AI-assisted, saving hours, and internal memos and announcements are clearer and more consistent. They are also able to launch fundraising campaigns more quickly, with faster content cycles. Most importantly, staff across all levels now feel comfortable using AI tools without needing to become tech experts.

The biggest shift wasn’t just operational, it was also cultural. AI became less of an intimidating technology and more of a daily utility. Teams began experimenting, collaborating, and sharing AI wins internally. The training fostered a mindset of continuous improvement.

• • Start with real use cases: Theoretical overviews don’t stick. Show people how AI solves their actual problems.
  • Customize for departments: Finance and Development don’t need the same AI tools. Tailor accordingly.
  • Focus on fluency, not expertise: You don’t need engineers to benefit from LLMs. Clear prompting goes a long way.
  • Embed ethics early: Responsible use should be part of every AI conversation.

This model (targeted, hands-on AI training) is scalable across the nonprofit world. Whether you’re running a food bank or a literacy program, the same principles apply: teach staff to use AI tools in the context of their actual work. When done well, AI becomes an accelerant, not an extra burden.

In projects like this, we prioritize real-world value over theoretical depth. Our goal is to meet teams where they are, whether that’s introducing prompt fundamentals or helping map out AI-assisted workflows. For BGCBB, that meant two focused sessions, a shared language around AI, and a toolkit staff could use immediately. One thing we often see is that once teams see what’s possible, adoption happens organically.

• • Tailored AI workshops can unlock immediate value for nonprofits
  • Real-world scenarios drive better adoption than generic training
  • AI helps streamline internal communication, content creation, and planning
  • Small teams can see big gains with focused guidance
  • Ethical use and context-specific applications are key to long-term success

After the workshops, the Boys & Girls Clubs of the Big Bend were able to immediately integrate AI into their workflows. Through two half-day sessions focused on real organizational needs, staff across departments began using AI to solve concrete problems. The result was faster communication, better alignment, and more effective fundraising. This case shows what’s possible when AI training meets nonprofit realities: not just knowledge, but capability.

As AI becomes more accessible, the question for nonprofits isn’t if they should engage with it, it’s how. As BGCBB demonstrates, the best way to start is with training that fits your team, your goals, and your day-to-day work.

What is AI training for nonprofits? AI training for nonprofits helps staff learn to use tools like ChatGPT to improve operations, communication, and content creation.

How can AI benefit nonprofit organizations? AI streamlines tasks like drafting emails, summarizing meetings, and generating donor content, freeing up staff time for high-impact work.

Is AI training suitable for small nonprofit teams? Yes. Custom workshops can make AI accessible and actionable for teams with limited technical backgrounds.

What are some ethical considerations in using AI for nonprofits? Key concerns include data privacy, avoiding algorithmic bias, and ensuring transparency in AI-assisted decisions.

How can a nonprofit get started with AI training? Start by identifying pain points, then seek a partner who offers hands-on, use-case-driven workshops tailored to your operations.