AI can be transformative. Not because it's magic, but because it's practical.
At FireOak Strategies, we use AI tools like ChatGPT, Claude, Perplexity, and Copilot every day to accelerate our work, brainstorm creative solutions, and automate repetitive tasks. But we don't use them blindly. We use them intentionally – grounded in strategy, governance, and a deep understanding of our clients' missions.
This post offers a peek behind the curtain: some of the actual prompts we use and use cases we rely on internally and with clients. If you're experimenting with AI, especially in a small business or nonprofit, consider this your starting point.
(1) Summarize a Complex Topic for a Non-Technical Audience
We often use this prompt when preparing for a presentation for a client's leadership team, board meeting, or writing all-staff communications:
"Explain [TOPIC] to the C-Suite (CEO, COO, CFO, etc.). These are highly intelligent business leaders, but they're not technical experts. Use clear, non-jargony, non-technical language. Include 1 real world analogy."
If it's an issue related to information security, we might also include this note: "Emphasize the risks in concrete terms" or "emphasize why this matters."
✅ Great for: AI governance, cybersecurity concepts, digital transformation.
🪄 FireOak use: Distilling a technical information security roadmap into a 4-slide overview.
(2) Write a First Draft of a Policy or SOP
AI shouldn't write your organization's policies from start to finish, but it absolutely can draft a solid starting point.
"Create a first draft of [an Acceptable Use Policy / Data Retention Policy / Internal SOP] for [about your organization – a small nonprofit with a globally distributed team that focuses on highly sensitive topics from a social and political perspective]. The tone should be professional, clear, practical, and easy to follow by non-technical staff. Emphasize why this [policy / SOP] is important for our organization."
✅ Great for: Fractional CIO engagements, internal governance work
🪄 FireOak use: Writing draft policies, building a documentation checklist for a knowledge base project
(3) Prep for a Strategic Planning Session
We use AI to prep strategic frameworks or facilitate decision-making with clients:
"Whare the key trade-offs when choosing between Google Workspace and Microsoft 365? Our organization is [a growing startup] with [40 staff members] and [uses an external IT Managed Service Provider]. We use [both Macs and PCs] and have staff who [work from home and from the office]. Which will help us scale better? What are the security considerations? Financial implications? What other issues should we consider?"
✅ Great for: Platform comparisons, roadmap planning, migration strategy
🪄FireOak use: Preparing for client meetings without spinning wheels
(4) Identify Automation Opportunities
This one helps when scoping new workflows:
"List 5 common processes in [small business or SPECIFIC TYPE OF BUSINESS] operations that could be improved with lightweight automation. Let's focus on operations that eliminate manual data entry across multiple systems and other common pain points. For each, describe how a workflow automation (Make.com or Zapier) or business management platform (Airtable, ClickUp, Monday.com, Asana, etc.) could be used. Describe the benefits to the organization and potential downsides or considerations."
✅ Great for: Automation pilots, change readiness work, digital maturity assessments
🪄 FireOak use: Designing a process improvement roadmap for a client scaling up operations
(5) Rephrase Technical Jargon for Clarity
We use this one all the time, from writing content for clients or fine-tuning what we're publishing:
"Rewrite this paragraph using plain language for a mixed audience of execs and staff. Keep it smart, but accessible: [Insert paragraph here]."
✅ Great for: Client deliverables, blog posts, internal training docs, intranet posts
🪄 FireOak use: Translating technical assessments for clients into board-friendly language
Want to Go Deeper?
At FireOak, we don't just use AI. We help organizations prepare for it, govern it, and build the right internal capacity to use it wisely. Explore our AI Readiness services or contact us if you'd like help developing prompts, frameworks, or policies tailored to your team.
Because AI isn't magic – but with the right approach, it can make your organization stronger.
