AI in Action: Lessons from Inside the GitLab Foundation

AI is reshaping how philanthropy operates, and at GitLab Foundation, that’s no exception. AI presents forward-thinking opportunities for the team to operate more efficiently, expand capacity and approach problem-solving from a fresh perspective.

We not only invest in organizations that leverage cutting-edge technologies to boost economic opportunity, we pilot and use AI tools internally across our team, learning new tips and tricks along the way. Through our exploration, we’ve embraced these tools with curiosity and confidence. Read about our insights gained from fine-tuning our use of AI.  

From everyday tasks to strategic alignment 

The Foundation is focused on using AI as both a tool for discovery and experimentation, as well as a valuable asset for impact measurement — it supports needs like evaluating impact surveys and reviewing grantee check-ins. 

GTLF team members often integrate AI into their everyday work. It’s seen as a collaborative partner – assisting with tasks like synthesizing large PDF research documents, analyzing survey data, illuminating key questions, data set comparison, evaluation rubrics and creating agenda content. This only scratches the surface, the team has found uses beyond this list, too.

But beyond daily collaboration, AI’s integration has driven strategic benefits, like greater alignment across teams and improved decision-making, with tools like Fireflies.ai, Notion AI and ChatGPT having been helpful for the team. 

Credit: Allison Saeng/Unsplash

New tools free up capacity

The Foundation actively pilots the latest tools internally to streamline our processes and, in turn, expand our impact by helping more people build better futures. Grants Manager Jessica Van Grouw was a beta tester for a new tool created by the Patrick A. McGovern Foundation called Grant Guardian, which recently launched. Part of Van Grouw’s work involves spending a significant amount of time analyzing financial documents — a process that includes reviewing assets, revenue, administrative expenses, and other financial data to see a more holistic view of an organization’s financial health.

Grant Guardian synthesizes data through quantitative and qualitative analysis, pulling out key insights into easy-to-understand summaries. Van Grouw used to review two to three applications a day. Now, she can review up to six – doubling her capacity. 

The takeaway? Even small pilots can deliver big wins.

One step at a time

When Van Grouw first piloted the Grant Guardian tool, she intentionally started with a smaller grant amount. Working with small data sets allowed her to learn about the tool’s capabilities and how it processed and surfaced insights. She believes that it’s more realistic for organizations to start small to see how the tools can best work for them.

She offers this insight gleaned: “I don't think you have to revamp everything you do all at once. As you get comfortable, it becomes more intuitive. You understand it more, and then you're more willing to try another tool or, or try it more expansively. And I think it’s good to approach it [AI] with a learning mindset rather than thinking you need to change everything all at once.”

AI increases team efficiency and understanding

It’s not uncommon to juggle multiple projects at once. For Van Grouw, Grant Guardian became a learning tool, increasing her confidence in financial analysis while also saving her time. After using the tool, she realized how it could benefit the nonprofit sector in its work. 

“Nonprofits usually have tight budgets, work on slim margins, and have a lot of different hats they wear,” she said. “There are a lot of different things to get done. So if there's something that can support people and fill in those gaps, I see it as a positive side to AI.”

Time is a limited resource. Van Grouw asked herself how AI could free up time for focusing on other work. By embracing AI as a time-saver, it made her work smarter, not harder.

By starting small, staying curious, and approaching the tools with a learning mindset, we save time on repetitive tasks, boost confidence across teams and expand capacity to drive impact. 

In a sector where every minute and dollar counts, it’s a powerful opportunity.