Automation and AI for the New Year

New Year New(s)Letter

Author

Russell McBride
January 14, 2025

Why Automation & AI Matter

I've spent years in Education and at Big Brothers Big Sisters, finding ways to make technology more approachable and helpful for everyone involved. Here's what I've learned about the power of automation and AI:

Time is Precious: Automation tackles those repetitive tasks, giving your employees time back to focus on what matters. (If you are a manager, ask your people today, “What tasks bring you joy, which do not?”)

Always-On Support: Provide instant information to clients, volunteers, and families, even outside of business hours. You and your team cannot work 24/7 but your tech can.

Quality and Consistency: AI enhances the accuracy of written materials, while automation ensures every stakeholder receives the same clear communication, every time.

People First: This is my core belief. Technology should serve people, not the other way around. My systems always prioritize the human element. Whether it's ensuring a real person responds to inquiries or giving employees the final say in AI-assisted tasks, people remain at the center.

This is the foundation of the McBride Method: people first. Technology will evolve, but by building systems around human needs, we can adapt faster and embrace new tools with confidence.

Also, I would be remiss if I didn't mention this: January is National Mentoring Month, and Big Brothers Big Sisters is an incredible organization to invest your time in (and you will save a lot of time automating this year!). I wouldn't be the person I am today if it weren't for mentors in the various stages of my life. I can almost guarantee you that there is a kid in your city who could use a little bit of your time and a lot of your support. It honestly does take just a little to be Big. If you are in Chattanooga, East Tennessee, or Middle Tennessee, just reply and I will connect you with the right person! Otherwise, hit the link below.

Now, what you were most likely want or scrolling past all that to get through. This months highlighted project. I am going to keep it simple.

This Month's Highlight: AI-Powered Survey Summaries

Many organizations rely on surveys, often housed in platforms like Salesforce. But analyzing that data can be cumbersome and time-consuming.

My solution? An automation that takes completed surveys and uses AI to generate concise summaries with key takeaways. These summaries are then delivered to the right team members for easy review and action.

Simple, yet powerful. It's about identifying pain points and leveraging data to better serve our stakeholders.

Tools used

  • Zapier

  • Zapier AI

  • Salesforce

  • Outlook (Testing out Summaries in Email form as well)

A snapshot of the Automation in Zapier.

Results

For staff, the key place the automation saves them time is by putting that AI summary right in the Activity log on Salesforce/Matchforce. It makes it an open task so they can note to Quality Assurance when it has been reviewed.

Here is an example of the summary. Personal details are removed.

YOS AI Summary: The Youth Outcomes Survey aims to assess the well-being and future aspirations of young individuals. In ____'s responses,  demonstrates consistent engagement in school, with all their grades recorded as 'B' (Good). _____ expresses uncertainty about college plans but is inclined to find a job after high school. They report positive relationships with their parents and peers, indicating they can manage their emotions and maintain friendships effectively. Notably, ____ has not engaged in any negative behaviors in the past month or three months, such as substance use or disciplinary issues. Their mood indicators mostly reflect positivity, as they feel happy and proud almost always, and has never experienced feelings of sadness or loneliness. These results suggest ___ is in a stable emotional state and has supportive relationships, although their uncertainty about post-high school plans may require further exploration. Overall, ______ responses highlight a generally positive outlook on their life and social interactions.

This will not always give the staff “everything” they need. However, it takes valuable information and puts it in front of them. It gives them quick insight and the ability to go review for further details if needed. It is a small thing but it provides both time savings for our staff and brings forward an important tool to serve those in our programs.

Join me this year as we explore ways to save time and put people first!