Smarter Week

AI and automation by role

How Program managers / coordinators can use AI and automation

Below are 13 common tasks for Program managers / coordinators, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Program Coordinator, Program Director, Project Coordinator, Volunteer Coordinator, Community Programs Manager, Outreach Coordinator

Find your own hour leaks, free See the fixes

Task 1 · typically 180 min, once a month

Write grant reports and funder updates

AIBest fix

Have AI draft the grant report from your data and the original proposal

Give AI the funder's report questions, what you promised in the proposal and this period's numbers and notes. It drafts each answer against the promised outcomes, which you check and add stories to.

Typically saves about 45% of the time10 min to set up
  1. 1Gather the report template or questions, the original proposal's outcomes and this period's data.
  2. 2Remove client names and identifying details.
  3. 3Use the prompt below in your organization's approved AI tool.
  4. 4Check every number against your records and add one real (consented, anonymized) story.
Prompt to copy
Draft answers to this funder's report questions: [PASTE QUESTIONS]. What we promised in the proposal: [PASTE OUTCOMES AND TARGETS]. What happened this period: [PASTE NUMBERS AND NOTES]. For each question, answer in the funder's word limit, compare results with the target, explain any gap honestly with what we are doing about it, and keep a warm, factual tone. Do not invent numbers or stories; mark anything missing as [MISSING].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Grantable or Instrumentl AI

One more way to fix it
Software feature

Track outcomes in one system so reports pull themselves

When attendance, services and outcomes are recorded in one case management or outcomes system, funder and board reports become a saved report you run, not a month-end spreadsheet hunt.

Typically saves about 50% of the time4 h to set up
  1. 1List the numbers every funder asks for (people served, sessions, outcomes, demographics).
  2. 2Make sure each one is a field in your case management or program system, not a side spreadsheet.
  3. 3Build a saved report or dashboard for each funder.
  4. 4Schedule it to run monthly and spend your time on the story, not the counting.

Tools: Your case management system (Bonterra Apricot, CaseWorthy, Penelope, Salesforce or similar) · Salesforce for nonprofits · Airtable · Power BI or Google Data Studio

How to automate this task

Task 2 · typically 90 min, once a week

Collect and clean program and outcomes data

Software featureBest fix

Track outcomes in one system so reports pull themselves

When attendance, services and outcomes are recorded in one case management or outcomes system, funder and board reports become a saved report you run, not a month-end spreadsheet hunt.

Typically saves about 50% of the time4 h to set up
  1. 1List the numbers every funder asks for (people served, sessions, outcomes, demographics).
  2. 2Make sure each one is a field in your case management or program system, not a side spreadsheet.
  3. 3Build a saved report or dashboard for each funder.
  4. 4Schedule it to run monthly and spend your time on the story, not the counting.

Tools: Your case management system (Bonterra Apricot, CaseWorthy, Penelope, Salesforce or similar) · Salesforce for nonprofits · Airtable · Power BI or Google Data Studio

One more way to fix it
Software feature

Use phone or tablet sign-ins and forms that feed your system

QR-code sign-ins, intake forms and surveys on a phone or tablet record attendance and data once, straight into your system or a sheet, so nobody types up paper sign-in sheets.

Typically saves about 60% of the time1 h to set up
  1. 1Pick the paper form you retype most (sign-in sheet, intake, survey).
  2. 2Rebuild it in your case system's forms, Microsoft Forms, Google Forms or Jotform.
  3. 3Put a QR code at the door or bring a tablet to sessions.
  4. 4Connect it to your system or a sheet so entries land automatically. Keep client names and identifying details out of general AI tools. Use only tools your organization has approved for client data, with a BAA where HIPAA or 42 CFR Part 2 applies.

Tools: Your case management system (Bonterra Apricot, CaseWorthy, Penelope, Salesforce or similar) · Microsoft Forms or Google Forms · Jotform

How to automate this task

Task 3 · typically 30 min, once a week

Take attendance and sign-ins and type them up

Software featureBest fix

Use phone or tablet sign-ins and forms that feed your system

QR-code sign-ins, intake forms and surveys on a phone or tablet record attendance and data once, straight into your system or a sheet, so nobody types up paper sign-in sheets.

Typically saves about 60% of the time1 h to set up
  1. 1Pick the paper form you retype most (sign-in sheet, intake, survey).
  2. 2Rebuild it in your case system's forms, Microsoft Forms, Google Forms or Jotform.
  3. 3Put a QR code at the door or bring a tablet to sessions.
  4. 4Connect it to your system or a sheet so entries land automatically. Keep client names and identifying details out of general AI tools. Use only tools your organization has approved for client data, with a BAA where HIPAA or 42 CFR Part 2 applies.

Tools: Your case management system (Bonterra Apricot, CaseWorthy, Penelope, Salesforce or similar) · Microsoft Forms or Google Forms · Jotform

How to automate this task

Task 4 · typically 60 min, once a week

Recruit, schedule and remind volunteers

Software featureBest fix

Let volunteers sign up for shifts and get reminders automatically

Volunteer platforms let people pick shifts online, send reminders, track hours and handle waivers, so you stop building rotas by email and calling no-shows.

Typically saves about 50% of the time2 h to set up
  1. 1Pick a tool that fits your size (SignUpGenius for simple shifts; VolunteerHub, Galaxy Digital or Better Impact for full volunteer management).
  2. 2Post upcoming shifts with how many people you need.
  3. 3Turn on automatic reminders two days and two hours before.
  4. 4Use its hours report for funders instead of adding up sign-in sheets.

Tools: SignUpGenius · VolunteerHub · Galaxy Digital · Better Impact

How to automate this task

Task 5 · typically 60 min, once a week

Write impact stories, newsletters and social posts

AIBest fix

Have AI turn program notes into newsletters and social posts

Give AI your rough notes, a quote and the numbers; it drafts a short impact story plus newsletter and social versions in your voice. You check facts and consent.

Typically saves about 50% of the time5 min to set up
  1. 1Collect the facts, a quote (with written consent) and one or two numbers.
  2. 2Remove anything that could identify a client who has not consented.
  3. 3Use the prompt below with an example of a post you liked.
  4. 4Edit for voice and accuracy, then schedule.
Prompt to copy
Write an impact story for [ORGANISATION]'s supporters about [PROGRAM]. Facts: [NOTES]. Quote (consented): [QUOTE]. Numbers: [NUMBERS]. Give me: 1) a 200-word newsletter story with a headline, 2) a 60-word social post, 3) a one-line email subject. Match the tone of this example: [PASTE]. Dignified, not pitying. Do not invent details or quotes.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Canva Magic Write

How to automate this task

Task 6 · typically 60 min, once a month

Track program spending against grant budgets

Software featureBest fix

Tag every expense to its grant in the accounting system

Classes, funds or tags in your accounting system (or fund accounting software) let you run budget-versus-actual by grant at any time, instead of rebuilding it in a spreadsheet each month.

Typically saves about 45% of the time3 h to set up
  1. 1Agree with finance one code per grant or restricted fund (QuickBooks classes, Xero tracking categories, or fund accounting in Aplos, Sage Intacct or Financial Edge).
  2. 2Load each grant's budget against those codes.
  3. 3Make sure every bill and payroll line is coded when entered.
  4. 4Run budget-versus-actual by grant monthly and flag anything over 10%.

Tools: QuickBooks classes · Xero tracking categories · Aplos · Sage Intacct · Blackbaud Financial Edge NXT

One more way to fix it
AI

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

How to automate this task

Task 7 · typically 45 min, once a week

Coordinate with partner agencies and referrals

Software featureBest fix

Use a shared referral network instead of calling around

Community referral platforms list local services with eligibility and let you send a referral electronically and see whether it was picked up, so you stop making calls and keeping paper resource lists.

Typically saves about 35% of the time1 h to set up
  1. 1Check whether your area uses a shared referral network (for example Unite Us or findhelp), or your 211.
  2. 2Search by need and zip code instead of your old resource binder.
  3. 3Send referrals through the platform with the client's consent and track the outcome.
  4. 4Keep a short shared list of the partners you use most, with a named contact. Keep client names and identifying details out of general AI tools. Use only tools your organization has approved for client data, with a BAA where HIPAA or 42 CFR Part 2 applies.

Tools: Unite Us · findhelp · 211

How to automate this task

Task 8 · typically 120 min, once a month

Prepare board and committee reports

AIBest fix

Turn your rough notes into the weekly update with AI

Jot bullet points through the week; AI turns them into a clean update in the format your manager expects.

Typically saves about 60% of the time5 min to set up
  1. 1Keep a running note of what you did and what is blocked.
  2. 2Paste the note and last week's update (for format) into the AI assistant.
  3. 3Use the prompt below and check every fact.
  4. 4Send it or post it.
Prompt to copy
Turn my rough notes into this week's status update. Match the format and length of last week's update. Group by project, lead with results, flag anything blocked and what I need. Do not add anything that is not in my notes.

Last week's update:
[PASTE]

My notes this week:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 9 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 10 · typically 20 min, a few times a week

Take notes and send recaps after meetings

AIBest fix

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

How to automate this task

Task 11 · typically 60 min, once a week

Build or update spreadsheet reports by hand

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 12 · typically 90 min, once a month

Write how-to guides or training material

AIBest fix

Record yourself doing it once and let AI write the guide

Record your screen while you talk through the task; AI turns the transcript into a step-by-step guide.

Typically saves about 60% of the time10 min to set up
  1. 1Record your screen and voice doing the task once (Loom, Teams, Zoom or Scribe).
  2. 2Get the transcript.
  3. 3Paste it into AI with the prompt below.
  4. 4Add screenshots where it says [SCREENSHOT].
Prompt to copy
Turn this transcript of me doing [TASK] into a step-by-step how-to guide for a new hire. Number the steps, keep each to one action, mark where a screenshot helps with [SCREENSHOT], and list common mistakes at the end.

[PASTE TRANSCRIPT]

Tools: Loom · Scribe · Tango · ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 13 · typically 45 min, once a week

Sit in status or update meetings

Process fixBest fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

How to automate this task

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you asked AI to build a spreadsheet formula, pivot or chart for you?
You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.
Have you recorded yourself doing a task and had AI turn it into a written guide?
Record your screen while you talk, and AI writes the step-by-step guide from the transcript. Tools like Scribe even grab the screenshots.
Have you tried running your standup as a written check-in in chat instead of a call?
Bots like Geekbot or a Slack or Teams workflow ask everyone the same three questions each morning and post the answers. You only meet when someone is blocked.
Have you had AI draft a grant report from your data and the original proposal?
You paste the funder's questions, what you promised and this period's numbers. AI drafts each answer for you to check and add a real story to.
Do you send referrals through a shared platform like Unite Us or findhelp?
Referral networks list local services with eligibility, send the referral electronically and show whether the client was helped, so you stop calling around.
Do volunteers sign up for shifts online and get reminders automatically?
Tools like SignUpGenius or VolunteerHub let volunteers pick shifts, send reminders and track hours for your reports.

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