Artificial intelligence has rapidly become part of everyday life in NGOs. It is used to support communications, draft texts, handle translations, and generate ideas. In many organizations, however, its use depends on individual employees or volunteers, without shared rules or organization-wide discussion. This may feel like an agile solution, but in the long run it increases workload, uncertainty, and risks.
For NGOs, AI is not primarily a technological issue, but part of digitalization, leadership, and responsible governance. That is why AI adoption should be approached in a planned and deliberate way—regardless of the size of the organization.
Why Does AI Require a Shared Approach in NGOs?
NGOs often operate with limited resources, yet carry significant responsibility toward their target groups, funders, and societal trust. When AI is used without common guidelines, situations easily arise where:
- no one is sure what AI can or cannot be used for
- responsibility for decisions remains unclear
- ethical and data protection issues are left on the shoulders of individuals
Planned AI work helps distribute responsibility, make operations more predictable, and ensure that AI supports the organization’s core mission rather than diverting it off track.
Small and Large Organizations: Same Need, Different Scale
In a small association, AI may be used sporadically to ease time pressure. In a larger organization, its use may be more extensive and involve multiple teams. The scale varies, but the core questions are the same:
- what needs is AI being used for
- what benefits are being sought
- who is responsible for its use and monitoring
For a small organization, even a simple shared guideline can bring significant clarity. Larger organizations need more structures, but the basic logic remains the same.
Five Practical Recommendations for Responsible AI Adoption
1. Create an AI policy
An AI policy clearly defines how AI is used in the organization. It should describe:
- which tasks AI is suitable for
- ethical and value-based principles
- how data protection and information security are addressed
- who is responsible for monitoring and development
A key principle should be stated explicitly: AI supports people, it does not replace them. Excellent, more detailed guidelines and examples are available from Viestintä Piritta Oy (In Finnish):
https://viestintapiritta.fi/materiaalit/tekoaly-linjaukset-periaatteet/
2. Provide practical guidance for staff and the board
Guidelines help in everyday work. They can include concrete examples of where AI can be used (such as text drafts, communications, translations) and where it should not be used (such as final decision-making or handling personal data of people in vulnerable situations).
Clear instructions:
- reduce errors and the risk of misuse
- support consistent practices
- make onboarding of new employees and volunteers easier
3. Invest in continuous learning
AI and related regulation are evolving rapidly. One-off training is not enough. Regular briefings or discussions are useful. For example, every couple of months a team can sit down to discuss:
- staying up to date with changes
- sharing experiences and good practices
- lowering the threshold for experimentation in a controlled way
4. Use shared templates and examples
Shared ready-made models, such as example prompts or communication templates, speed up learning and reduce the burden of experimenting alone. NGOs already have human-created materials that can guide AI to produce better and more relevant outcomes.
5. Monitor and evaluate impacts
AI adoption is not a one-off project, but a continuous process. AI offers broad possibilities, and it is important to keep in mind—and clearly articulate—what the key area of expertise or priority is. It is essential to regularly pause and assess:
- whether AI has genuinely made work easier
- what has been learned
- which direction development should take
This helps integrate AI into annual planning instead of leaving it as a series of isolated experiments.
AI does not automatically make an organization more efficient or impactful. What matters is how it is used and how its use is led. A planned, open, and value-driven approach helps ensure that AI supports the core mission of NGOs: strengthening people, communities, and well-being.
Artem Kuosti
DigiUp
Ohjelmapäällikkö | Programme Manager
Moniheli
