Leveraging AI to Streamline Operations for Nonprofits [05.20.2025].pdf

Explore how AI tools can enhance operational efficiency for nonprofits. Learn practical strategies for automating repetitive tasks, optimizing resource allocation, and driving organizational impact. Gain actionable insights into implementing AI solutions tailored to nonprofit needs.

1. Leveraging AI to
Streamline Operations
for Nonprofits
Tapp Network
05.20.2025
Hosts: Kyle Barkins & Zach Paton

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How to Participate

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Introductions
Kyle Barkins
Co-Founder
Tapp Network
Zach Paton
Marketing Technology Specialist
Tapp Network
Jason Spangler
Director of Business Development
Tapp Network

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Empowering Organizations for Good
Problem We Solve
Our Why
How We Innovate and Impact
We transform your visionary goals into digital
realities, empowering nonprofits and
government agencies to thrive in today's
dynamic world.
In the new Age of Acceleration, many nonprofits and government
agencies are challenged by a lack of digital infrastructure. This gap
inhibits their ability to keep pace and effectively support the most
vulnerable populations.
Tapp’s mission is more than just business growth; it's about driving
digital innovation across rapidly expanding sectors. We strive to
transfer our knowledge, tools, and technology to government
agencies and nonprofits that are tackling society's most pressing
challenges.
We achieve this by harnessing the power of artificial intelligence,
developing high-impact websites, software, and data-driven
campaigns. Our AI-enabled digital transformation strategies
enhance the positive impact of the organizations we serve and
amplify their engagement with the communities they support.
www.tappnetwork.com

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How We Can Help You - Learn More Here

























Strategy
Start with a technology audit and
digital marketing game-plan to
accelerate your growth and market
share within your sector.
Integration & Migration
Build bridges and knock down silos
with simple and painless CRM
integrations and migrations that are
seamless to your team.
E- Commerce
We deploy the transactional services
and software you need to increase
sales across all your audience touch
points.
SEO and Content
Marketing
Build bridges and knock down silos
with simple and painless CRM
integrations and migrations that are
seamless to your team.
HubSpot
Implementation
Ensure a smooth and successful
transition from an alternative solution
to HubSpot, without all the
headaches.
Creative and Branding
Make your brand stand out from your
competitors to reach the right
customers with the right message.
Web and APP
Development
With our 20+ years of experience, we
know your 24/7 salesperson must be
beautiful, functional, and optimized
for your goals.
Sales Enablement
We can help you close the loop
between your marketing and sales
teams—and more desirable deals.
Inbound Marketing
We provide the complete solution to
increasing leads, revenue, and brand
authority as a Platinum Hubspot
Partner
Social Media Marketing
One of the most effective ways to
engage influencers, customers and
prospects to drive brand awareness,
followers, and sales

Paid Media
TAPP makes your budget go further
with a targeted approach to reaching
your buyer personas in search and
social.
Public Relations
Defining the right audience and
media channels to build regional and
national brand recognition as well as
thought leadership.

6. Agenda
➔The State of AI in Nonprofits
➔Operational Challenges AI Can Solve
➔AI Solutions for Streamlining Operations
➔AI Implementation Roadmap
➔Success Stories
➔Our AI Services
➔How to Get Started

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The State of AI in Nonprofits:
2025 Benchmark Report
on Adoption, Impact & Trends
Download NOW

8. The State of AI in Nonprofits

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Quick Poll!
What is your organization's current stage of AI adoption?
A.Exploring AI tools informally
B.Have a few AI tools implemented
C.Have a formal AI strategy in place
D.No AI usage yet

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AI Adoption in the
Nonprofit Sector
Current Landscape
•76% of nonprofits lack a formal AI strategy
•42% rely on individual staff exploring AI tools
•Only 7% have successfully integrated AI into
mission delivery
Popular Early Applications
•Content creation and marketing
•Grant writing
•Data analysis
•Donor engagement
*Data sourced from: The State of AI in Nonprofits: 2025 Benchmark Report on Adoption, Impact & Trends — Tapp Network

11. Why AI Matters for
Nonprofits
•Boosting Efficiency: Automates repetitive
tasks, freeing staff for mission-critical work
•Enhancing Community Engagement:
Improves constituent communication and
outreach
•Elevating Fundraising: Leverages data
insights for personalized campaigns
•Solving Complex Issues: Uses predictive
analytics to enhance decision-making

12. ➔Generative AI (e.g., ChatGPT, DALL-E): 85.6% adoption for
content creation.
➔Speech Recognition (e.g., Otter.ai): 37.6% adoption for
accessibility and transcription.
➔Marketing Automation (e.g., HubSpot): 23.7% adoption to
streamline repetitive tasks.
➔Virtual Assistants & Chatbots: 20.9% adoption to improve user
experience.
➔Predictive Analytics: 12.8% adoption, indicating untapped
potential for data-driven insights.
Top AI Tools Nonprofits Seek to
Adopt

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●Lack of Strategy & Resources
○76% of nonprofits lack a formal AI strategy.
○50% operate on budgets under $500k,
making affordability a key barrier.
○42% rely on one or two staff members for IT
or AI decision-making, limiting capacity.
●Ethical Concerns
○53.4% worry about inclusivity, data privacy,
and minimizing bias in AI systems.
●Skepticism & Trust
○15% of nonprofits cite concerns over the
accuracy and reliability of AI tools.
○80% lack an AI-acceptable use policy,
creating uncertainty about implementation
and accountability.
Challenges Nonprofits
Face in AI Adoption

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Overcoming Barriers to AI Adoption

Affordable Solutions: Leverage
cost-effective AI tools and platforms tailored
for nonprofits.

Clear Strategies: Develop a formal AI adoption
roadmap aligned with organizational goals.
Expert Support: Access consulting services to
ensure successful implementation and ongoing
support.

15. Operational Challenges AI Can Solve

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It could be:
A.Too much time on administrative tasks
B.Personalized donor communications
C.Grant writing and reporting
D.Volunteer coordination
E.Something else?
Share in Chat
What do you currently struggle with?

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Common Operational
Challenges
•Limited Resources: Most nonprofits operate
with constrained budgets and staff
•Administrative Burden: Excessive time spent
on repetitive tasks
•Data Silos: Disconnected systems leading to
inefficient information flow
•Donor Management: Difficulty maintaining
personalized relationships at scale
•Reporting Requirements: Time-consuming
grant and impact reporting processes

18. How to Utilize AI to
Streamline Operations

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Quick Poll!
Which of these AI-powered solutions would make the biggest impact for your
organization right now?
A.Workflow automation (data sync, scheduling)
B.Smart document processing (grant writing, reporting)
C.Meeting productivity (transcription, summaries)
D.Chatbots and virtual assistants
E.Content creation and communication

20. ➔Website capabilities and integration points
➔CRM and donor management systems
➔Content creation tools and processes
➔Data collection and analysis methods
➔Communication platforms
➔Administrative workflows
Audit Your Tech Stack
Where can AI fit in?
Key Components to Assess

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Workflow Automation
Before AI
•Manual data entry across multiple systems
•Time-consuming reporting processes
•Inefficient scheduling and coordination
With AI:
•Automated data synchronization between
platforms
•Smart reporting with real-time dashboards
•Intelligent scheduling and resource allocation

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Workflow Automation
•Uses AI to recommend and build custom
“Zaps” (automated workflows) based on plain
English prompts.
•Eliminates repetitive tasks like manually
entering donation data, sending thank-you
emails, or updating spreadsheets.
•Real-time syncing between CRM systems,
email marketing platforms, event tools, and
finance software with no code required.
•Coordinates meetings, volunteer shifts, or
campaign planning with minimal manual
intervention.
•Finds ideal times for group meetings while
protecting blocks of time for deep work —
reducing burnout in small nonprofit teams.
•Integrates with tools like Google Calendar and
Slack for seamless coordination.

23. Smart Document Processing
Transform how you handle grant applications,
reporting, donor messaging, financial
documents, volunteer and staff onboarding.

AI Capabilities
•Extract key information from documents
•Generate standardized reports
•Automate approval workflows
•Create personalized communications

24. OLD WAY
➔Phone voice response systems that frustrate community
members.
➔Websites that sometimes take time to find answers.
➔Chat bots act more like a search engine.

NEW WAY
➔A new generation of chat bots that are conversational (e.g.
answering questions vs. pointing to a link).
➔These systems get better with access to more training
data.Conversational chat can reduce incoming call volume.
➔Ex: 211, Taxes, Support, Awareness programs, Grant funding
➔Multi-lingual support
Constituent Support

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Meeting Productivity

Previously Utilizing AI
•Recording notes manually
•Key points and action items often missed
•Time spent creating and distributing summaries
•AI tool dials into Zoom meeting to record call.
•Automatically transcribes meeting.
•Automatically summarizes meeting into bulleted
discussion items in text with links to jump to that
discussion in the video.
•Some tools can even extrapolate action items from
discussion.
Tools: Read.ai, Otter.ai, Fireflies.ai
Automatically record and transcribe virtual meetings (Zoom, Google Meet, Microsoft Teams). Identify key points, action items,
and decisions. Automatically create cloud-based, searchable archives of every meeting for future reference.

26. AI-Powered Tools for:
•Newsletter and email content
•Grant narratives and reports
•Social media posts
•Website content
•Annual reports
•Program materials
Benefits:
•Consistency in messaging
•Reduced production time
•Personalization at scale
•Improved engagement metrics
Content Creation &
Communication

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Generative Content & Communication Tools
Grammarly AI
Focuses on rewriting, summarizing, and tone adjustment
within existing content.
Ideal For: Quick edits, improving clarity, tone matching
(e.g., professional vs. friendly).
Learning Curve: Very minimal — integrate with Google
Docs, Gmail, etc., and use with a click.
ChatGPT
Generates content from scratch, answers questions, and
refines ideas interactively.
Ideal For: Drafting newsletters, donor communications,
and campaign ideas.
Learning Curve: Low-Medium — intuitive chat interface,
but benefits greatly from good prompting.
Jasper
Built for content marketing with structured workflows,
brand voice tools, and templates.
Ideal For: Producing web content, multi-channel
campaigns, and branded materials.
Learning Curve: Moderate — more features and team
tools to learn, but with helpful guidance.
Claude
Excels at nuanced, long-form writing with high context
retention and reasoning.
Ideal For: Editing full grant proposals, strategic reports,
or complex narratives.
Learning Curve: Moderate to high — works best with
multi-step or layered instructions.

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Before AI:
•Manual compilation of program data
•Time-consuming impact analysis
•Basic donor segmentation

With AI:
•Automated data visualization dashboards
•Predictive modeling for program outcomes
•Real-time monitoring of key performance
indicators
Data Analysis & Reporting

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•Smart Segmentation: Tailor emails based on donation
history, events, or interaction levels.
•Predictive Insights: Spot who’s likely to give, lapse, or
engage next.
•Content Generation: Drafts emails and social posts
based on supporter behavior.
•Content Remix: Repurpose a blog post into generated
landing pages, podcasts, videos, downloadables, and
more.
•Workflow Automation: Triggers follow-ups and updates
records when someone donates or signs up.
•Multi-Language Support: Reach diverse audiences with
localized content — no extra staff needed.
A comprehensive customer
relationship management (CRM)
platform with built-in AI tools to
personalize communication,
automate workflows, and drive
data-informed outreach.

30. AI Implementation Roadmap

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Quick Poll!
What is the biggest barrier you face in implementing AI?
A.Limited budget
B.Lack of technical expertise
C.Staff resistance to change
D.Data quality or privacy concerns
E.Unsure where to start

32. Overcoming Implementation
Barriers
Common Challenges
•Limited technical expertise
•Budget constraints
•Staff resistance to change
•Data quality issues

Effective Solutions
•Start small with high-impact use cases
•Leverage nonprofit discounts and grants
•Provide clear communication about benefits
•Partner with experienced implementation
experts

33. 1 2 3 4 5
Define Budget and
Objectives
Explore and Compare
AI Solutions
Adopt Ethical AI
Standards
Integrate Your
Solution
Equip Your Team with
Knowledge
◽ Identify available
funds for AI adoption

◽ Clarify goals and
expected outcomes

◽ Secure leadership
support
◽ Research tools
aligned with your
needs

◽ Evaluate
nonprofit-specific
options

◽ Schedule demos with
providers or test the
products

◽ Establish data
privacy protocols

◽ Ensure inclusive and
unbiased
implementation

◽ Develop acceptable
use policies

◽ Implement with
minimal disruption

◽ Connect with existing
systems

◽ Customize for your
specific needs

◽ Provide
comprehensive training

◽ Develop internal
champions

◽ Create ongoing
learning opportunities

AI Implementation Roadmap

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Use Case
Before AI

You spend hours each week manually:
•Scheduling volunteer shifts
•Sending email confirmations
•Writing reports for your board or
funders
•Taking notes during planning
meetings
After AI Implementation

Your team uses:
•Zapier to automate scheduling &
reminders
•Otter.ai to record, transcribe, and
summarize meetings
•ChatGPT to draft reports and
thank-you letters in minutes
Result

•40+ hours/month saved
•More time for
mission-driven programs
•Increased staff capacity
•Greater capacity to grow
your mission and amplify
impact

35. TechSoup Services

TechSoup and Tapp’s joint mission to empower nonprofits with AI tools.

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Why Choose TechSoup & Tapp
Network?
Proven Track Record
Tailored Approach
Affordable Access
At TechSoup and Tapp Network, we’ve
combined our strengths to deliver a
robust suite of AI-enhanced web and
marketing services tailored specifically for
nonprofits. Our partnership merges
decades of experience in nonprofit
technology solutions with cutting-edge
digital strategy expertise, creating a
powerful ecosystem where innovation
meets mission-driven impact.
●Over a decade of experience supporting nonprofits
with cutting-edge digital solutions.
●Expertise in aligning technology with nonprofit
missions.
●Custom strategies that fit your organization's size,
goals, and budget.
●Solutions built for scalability and impact.

●Dedicated to ensuring nonprofits of all sizes can
leverage AI for transformation.

37. AI Solutions to Transform
Nonprofit Operations
➔AI-Enhanced Websites: Improve accessibility,
optimize navigation, and enhance user experiences
for donors and stakeholders.
➔Data Optimization: Leverage AI insights to drive
smarter, faster decisions and actionable outcomes.
➔CRM & Donor Management: Automate workflows,
track engagement, and foster stronger donor
relationships.
➔Marketing & Fundraising Automation:
Personalize campaigns, improve outreach, and
grow your donor base using AI-driven strategies.

38. AI Starter Package: Assessment,
Consultation, and Recommendation
Starting at
$975

The assessment and consultation help us understand your
organization's current technology and needs. This enables us
to create a two-page AI integration report with
recommendations for enhancing communications,
optimizing your website, and improving operational
efficiency. This offer provides:

•A 45-minute initial assessment of your organization's
technology
•A 90-minute consultation that provides an overview of AI
technologies
•A report with recommendations to integrate AI into your
organization's communications and operations

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AI Integration Services – Monthly
Support Package
Starting at
$899/mo

A flexible package designed to meet your nonprofit's AI needs:
●AI Optimization: Enhance and refine your existing
systems to maximize efficiency with AI.
●AI Integration: Build AI-driven solutions into your
workflows and operations.
●AI Training: Empower your team with the knowledge and
skills to effectively use AI tools.
Tailored to support nonprofits at any stage of their AI
journey, from optimization to full system integration.
Team of
Subject Matter
Experts
Available
9am–8pm EST
No Contract.
Cancel Anytime.

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Affordable.Efficient.Impactful
Digital Marketing Retainer Packages
Upgrade ($899/month)
●10 Hours of Support/Unlimited
Requests
●Access to Subject Matter Experts
●Includes:
○CRM support
○Social media and blog
production
○SEO analysis and support
○Email production
○Request-based meetings
Premium ($1,299/month)
●10 Hours of Support/Unlimited
Requests
●Access to Subject Matter Experts
●Dedicated Account Manager
●Strategic Support
●Everything in Upgrade plus:
○Custom development and
design work
○Automation and integrations
○Strategy sessions and
expert-guided advice
○Ad management
○Content writing
○Standing 30-minute account
call per month

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Special Offer
10% OFF HubSpot CRM Implementation
And get your HubSpot Onboarding Fee waived
For new clients from today’s webinar participants.

Book a consultation today and mention you attended this webinar!

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CRM Implementation
Starting at
$3,500

Streamline your nonprofit's operations with AI-powered
HubSpot CRM. Starting at $3,500, we handle setup and
configuration, integrating AI tools to automate workflows,
improve data accuracy, and simplify donor management.
From smart task automation to predictive insights, we help
your teams work smarter, not harder—backed by training
and optional ongoing support.

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Ready to Get Started?

Equip your nonprofit with marketing tools that empower your team,
engage your supporters, and drive long-term impact.
Contact Us

44. Resources
For TechSoup Members

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The State of AI in Nonprofits:
2025 Benchmark Report
on Adoption, Impact & Trends
Download NOW

46. Any Questions?

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48. Thank You!
Tapp Network
[email protected]
tappnetwork.com