Learning how to use Ai to personalize group emails

Task: Prepare ten customized fundraising email letters to send out

Usual time: 40 minutes

Time with AI: 18 minutes

Task: A client needed a series of customized fundraising letters to send as emails for a sponsorship pitch. Rather than cut and paste from the spreadsheet of names and a copy of the letter, I used ChatGPT-4 to build a customized set of emails, then transferred them into the Google Doc for my client. It took 15 minutes to set up the letter and the formatted list of names and organizations and 3 minutes to write the instructions for ChatGPT-4.

Process: Once I pasted the letter, the formatted names, and the instructions into the chat box, it took ChatGPT-4 1 to 2 minutes of active processing and typing time to create the results. It took me a minute to transfer the outputs into the Google document and let my client know.

Time saved: Without AI, it would have taken 35 to 40 minutes, and with AI, it took 18 minutes.

How I Did It

Step 1: Set up the materials

First, I put a copy of the letter into a document page in Google Drive and checked to ensure it was error-free. Then, I pulled the list of ten organizations my client needed,  formatted the list, and identified where the names required to go in the letter. I then created placeholders for the organization’s and individual names in the letter and ensured they matched.

Example:

  • Letter: Dear (Name of Individual), We’d like to invite (Name of organization) to list: (Name of organization): Actual organization name here; (Name of individual): Actual name here.
  • Prompt: Please generate ten customized versions of the provided invitation letter. Each version should include specific names and organization details from the attached list. Ensure they are appropriately inserted into the proper placeholders within the letter template. Make sure that each letter is correctly personalized and formatted.

Step 2: Run the process

I asked ChatGPT-4 to execute the prompt. Once it had done so, I reviewed all the letters to ensure they were correct. After the process concluded, I said, “Thanks, that was great.”

Step 3: Complete the task

I pasted all the letters into my Google document and let my client know they were ready to be put into email and sent. (If I’d been doing them for myself, I would have just sent them out.)

AI tools like ChatGPT-4 can be a valuable resource for streamlining repetitive tasks and saving time. While not a solution for every situation, it’s worth considering how AI might fit into your workflow to boost productivity and efficiency.

Conclusion

AI can excel at saving time for repetitive tasks like this one. If it was a more extensive mailing or a different campaign, the nonprofit team could have used MailChimp or automated it with Gmail and Monday. However,  both of those tools were outside the capacity of this nonprofit organization and this particular task.

If we had needed to generate more letters, we could have created a CSV file with columns for the organization and individual names and uploaded that. But for just ten names, that seemed laborious.

What other simple tasks would you like to automate using AI? 

We offer consulting, coaching, and workshops if you want to integrate AI into your nonprofit workflow or build custom GPT tools to support your work. Contact susan@collectiveaggencyllc.com

 

Task: Prepare ten customized fundraising email letters to send out

Usual time: 40 minutes

Time with AI: 18 minutes

Task: A client needed a series of customized fundraising letters to send as emails for a sponsorship pitch. Rather than cut and paste from the spreadsheet of names and a copy of the letter, I used ChatGPT-4 to build a customized set of emails, then transferred them into the Google Doc for my client. It took 15 minutes to set up the letter and the formatted list of names and organizations and 3 minutes to write the instructions for ChatGPT-4.

Process: Once I pasted the letter, the formatted names, and the instructions into the chat box, it took ChatGPT-4 1 to 2 minutes of active processing and typing time to create the results. It took me a minute to transfer the outputs into the Google document and let my client know.

Time saved: Without AI, it would have taken 35 to 40 minutes, and with AI, it took 18 minutes.

How I Did It

Step 1: Set up the materials

First, I put a copy of the letter into a document page in Google Drive and checked to ensure it was error-free. Then, I pulled the list of ten organizations my client needed,  formatted the list, and identified where the names required to go in the letter. I then created placeholders for the organization’s and individual names in the letter and ensured they matched.

Example:

  • Letter: Dear (Name of Individual), We’d like to invite (Name of organization) to list: (Name of organization): Actual organization name here; (Name of individual): Actual name here.
  • Prompt: Please generate ten customized versions of the provided invitation letter. Each version should include specific names and organization details from the attached list. Ensure they are appropriately inserted into the proper placeholders within the letter template. Make sure that each letter is correctly personalized and formatted.

Step 2: Run the process

I asked ChatGPT-4 to execute the prompt. Once it had done so, I reviewed all the letters to ensure they were correct. After the process concluded, I said, “Thanks, that was great.”

Step 3: Complete the task

I pasted all the letters into my Google document and let my client know they were ready to be put into email and sent. (If I’d been doing them for myself, I would have just sent them out.)

AI tools like ChatGPT-4 can be a valuable resource for streamlining repetitive tasks and saving time. While not a solution for every situation, it’s worth considering how AI might fit into your workflow to boost productivity and efficiency.

Conclusion

AI can excel at saving time for repetitive tasks like this one. If it was a more extensive mailing or a different campaign, the nonprofit team could have used MailChimp or automated it with Gmail and Monday. However,  both of those tools were outside the capacity of this nonprofit organization and this particular task.

If we had needed to generate more letters, we could have created a CSV file with columns for the organization and individual names and uploaded that. But for just ten names, that seemed laborious.

What other simple tasks would you like to automate using AI? 

We offer consulting, coaching, and workshops if you want to integrate AI into your nonprofit workflow or build custom GPT tools to support your work. Contact susan@collectiveaggencyllc.com