Artificial Intelligence (AI) is transforming how associations operate, bringing new opportunities to streamline workflows and enhance member engagement. During 108 ideaspace’s roundtable discussion titled The AI Crossroads: Risks and Rewards for Associations, our esteemed panelists shared their insights on leveraging AI in various association functions, discussed the associated risks, and provided guidelines on implementing AI policies.

Panelists and Key Insights

Our panel featured industry experts at the forefront of AI adoption in associations:

Atul Srivastava – CIO at the American College of Emergency Physicians

Lori Gracey – Executive Director at Texas Computer Education Association

Danielle Duran Baron – VP of Marketing at School Nutrition Association

The conversation, facilitated by 108 ideaspace’s Co-founder & CEO, Ashish Malik, covered a wide range of themes, including how AI is currently being used, building an AI policy, challenges in adopting AI, and strategies for effective implementation.

Leveraging AI Across Departments

For an association, AI can be used in various departments, including marketing, IT, Member services etc. Atul discussed how AI is integrated into the daily operations of their association and emphasized that AI enables their team to address potential issues proactively, thereby improving system reliability and reducing downtime.

Lori shared her favorite AI tool, noting, “ChatGPT has been instrumental in helping us manage communications effectively.” She elaborated on how AI-driven solutions like chatbots have enabled her team to respond to member inquiries promptly, improving overall satisfaction.

Danielle highlighted AI’s role in the marketing department, where it is used to analyze member behavior, optimize campaigns, and create tailored content. “AI allows us to understand what resonates with our audience and make data-driven adjustments that lead to better engagement,” she explained.

Addressing the Risks of AI Adoption

Understanding that all panelists are leveraging AI within their organizations, Ashish probed the panelists on how they adopted AI and what are some of the risks associated with AI. The panelists reflected on the key challenges of implementing AI, such as data privacy and security concerns, over-reliance on AI, and ethical issues in content creation.

Atul pointed out that it’s essential to have ongoing discussions about AI’s impact on data security and privacy, especially when dealing with sensitive information.

Associations must ensure that AI tools are governed by strict data protocols and only have access to non-sensitive information. This cautious approach is crucial to prevent unintended exposure or misuse of data.

The panelists also discussed the issue of “analysis paralysis,” where an overabundance of data can stall decision-making. Lori noted that it’s important to define clear policies on how AI tools should be used and ensure these policies are regularly updated to reflect the evolving nature of AI.

“AI policies should be flexible yet comprehensive, allowing staff to experiment and ask questions like, is it working effectively, or does it need adjustment? “said Lori. The panelists agreed that even if a detailed AI policy is not feasible initially, it’s crucial for every organization to establish some form of guidance to maintain control and consistency in AI usage.

Building Effective AI Policies and Guidelines

When it comes to creating AI policies, transparency and adaptability are key. Danielle emphasized the importance of acknowledging when AI is used, especially in content creation, and setting clear boundaries for acceptable use. “You can’t just say, don’t use AI.” Instead, outline specific dos and don’ts, such as avoiding the use of AI to process classified documents or generate sensitive content,” she advised.

The panelists also underscored the importance of ethical guidelines, particularly around intellectual property (IP) and data integrity. Staff should be instructed to cross-check the accuracy of AI-generated content and properly attribute sources. This practice not only ensures that the content meets quality standards but also protects the organization from potential legal risks.

Addressing Concerns and Misconceptions About AI

The panel addressed several misconceptions about AI, including the fear that it may replace human jobs. “AI won’t replace you, but people who know how to use AI effectively might,” Atul stated. He urged associations to invest in training their staff to use AI tools proficiently, thereby enhancing productivity and enabling employees to focus on strategic tasks.

The discussion also touched on the potential risks of using AI models that train on their own without oversight. When AI systems learn from unverified data or train without guidance, they can develop biases or produce inaccurate results. As a best practice, associations should maintain oversight over how AI tools are trained and used, ensuring that the output aligns with organizational goals.

Future Trends: What’s Next in AI for Associations?

Looking at the future, the panelists explored how AI could further evolve and impact associations. With advancements in large language models and predictive algorithms, associations have the potential to offer more personalized member experiences. For instance, chatbots backed by AI can provide complex query responses and predict member needs based on historical data. However, implementing such capabilities requires strategic planning and investment. Atul suggested that associations begin by gathering relevant data with a clear purpose. “You want AI to develop predictive capabilities that are truly beneficial to your organization, but this won’t happen without structured data collection and proper training,” he explained.

Best Practices for implementing AI Successfully

Implementing AI successfully in associations requires a balanced approach that involves:

• Starting with Clear Goals: Define what you want AI to accomplish and how it aligns with the organization’s objectives.
• Creating a Governance Framework: Establish clear policies and guidelines for using AI, covering ethical considerations, data access, and transparency.
• Regular Training and Evaluation: Continuously train staff on AI tools and encourage feedback to identify strengths and weaknesses in implementation.
• Monitoring AI’s Effectiveness: Regularly review the performance of AI tools to ensure they deliver the expected results without compromising on data integrity or ethical standards.

Conclusion: Embrace AI with Confidence and Caution

AI presents associations with unprecedented opportunities to optimize operations and enhance the member experience. However, success in AI adoption depends on having a strategic approach that carefully weighs the benefits against the risks.

Association leaders must prioritize transparent AI policies, ensure ethical use, and continuously evaluate AI’s impact on the organization. AI should be seen not as a replacement for human expertise, but as a powerful tool that complements and augments strategic thinking.

Ready to leverage AI to elevate your association’s success? Connect with us to explore how a robust AI strategy can align with your organization’s goals and values. Get in touch to schedule a consultation with our AI specialists and learn how we can help you navigate the AI landscape effectively.