Compare use cases

Compare the eight uses of AI. Each column shows one use, with the same information in each row.

	Use case 1 Drafting & editing writing Communications	Use case 2 Research & background gathering Research & Development	Use case 3 Data & spreadsheets Planning & analysis	Use case 4 Admin & scheduling Scheduling & logistics	Use case 5 Summarizing documents & meetings Document review	Use case 6 Brainstorming & ideas Arts & Culture	Use case 7 Grants & funder reporting Fundraising	Use case 8 Translation & identification Translation & Language Access
Used at	The BentwayThe organization	The BentwayThe organization	The BentwayThe organization	The BentwayThe organization	The BentwayThe organization	The BentwayThe organization	The BentwayThe organization	The BentwayThe organization
The tools	ChatGPT · Claude · CopilotThe tools staff named	ChatGPT · Gemini · PerplexityThe tools staff named	ChatGPT · GeminiThe tools staff named	ChatGPT · GeminiThe tools staff named	ChatGPTThe tool staff named	ChatGPT · ClaudeThe tools staff named	ChatGPT · ClaudeThe tools staff named	Google Lens · GeminiThe tools staff named
The system	The system drafts, and a person decides what to do next.	The system understands and recommends, and a person decides what to do next.	The system understands and recommends, and a person decides what to do next.	The system drafts, and a person decides what to do next.	The system understands, and a person decides what to do next.	The system drafts, and a person decides what to do next.	The system drafts, and a person decides what to do next.	The system senses and understands, and a person decides what to do next.
Data flow	a rough draft that may name partners or funders IdentifiableSensitive personal information pasted into a vendor chatbot · no rule yet on what is safe to share↓ rephrase, tighten, adjust toneLanguage Models ↓ a polished draft IdentifiableGenerated content reviewed by staff before sharing	your questions and rough notes Generated content about materials, artists, sites and precedents↓ an overview that may lack sourcesSearch & Retrieval ↓ suggestions for further research A recommendation or prediction cross-referenced before staff rely on it	spreadsheets with contact lists, budgets or survey results IdentifiableOperational data whole files uploaded to a vendor chatbot↓ compare, remove duplicates, reformatLanguage Models ↓ a cleaned or merged sheet IdentifiableOperational data errors have been caught in review	schedules, lists and itinerary details IdentifiableOperational data artist travel and contact details included↓ format, sort, lay outLanguage Models ↓ a tidy schedule or list IdentifiableGenerated content checked before it circulates	meeting notes and documents that may name colleagues and partners IdentifiableSensitive personal information shared with a vendor chatbot to condense↓ condense and synthesizeLanguage Models ↓ a summary for staff to review Generated content important details may be left out	a prompt and a half-formed idea Generated content early thinking, before it is shared with anyone↓ variations, angles, themesLanguage Models ↓ raw options to react to Generated content suggestions for staff and artists to develop	draft applications, plus the funder’s name and priorities IdentifiableSensitive personal information organizational strategy shared with a vendor↓ refine, reframe, tailor to the funderLanguage Models ↓ polished, funder-specific text Generated content whether to tell funders about AI use is unresolved	a photo of a plant, machine part or text About a place taken on site, under the Gardiner↓ look for similar images onlineComputer Vision ↓ a best guess at a name A recommendation or prediction verified on other sites before staff act
Risks staff flagged	Losing the human voiceLosing the human voice was the most common concern in the survey. Responses raised concerns about the quality of AI writing and keeping a distinct Bentway voice. How it's managedSome staff described editing AI suggestions to keep their own tone and wording. Privacy & confidentialityDrafts may contain partner or funder details. Staff want guidance on what information they can share with AI tools. !No safeguard in place yet Environmental costSeveral staff ranked environmental impact as their main concern. Some avoid AI because they feel its use conflicts with the Bentway’s sustainability work. How it's managedProposed by staff: count AI use in the Bentway’s environmental impact reports, like commuting and guest travel.	Confident but unsourcedAI answers can be taken as fact without supporting sources or context. One response described this happening with pay figures. How it's managedStaff described checking other sources. One response noted that this can cancel out the time saved. Relying on AI without checkingStaff raised concerns about people accepting AI answers without checking the information or using their own judgement. How it's managedStaff want people to review AI output and remain responsible for decisions. What the questions revealResearch questions may reveal information about artists, partners or plans to the tool provider. Staff want guidance on what is safe to share. !No safeguard in place yet	Errors in the resultsOne response described finding errors that made the task slower than doing it manually. Mistakes could be carried into presentations or reports if they go unnoticed. How it's managedResponses describe checking AI output before using it. Contact lists on vendor serversUploading a contact list shares other people’s details with the tool provider. Staff raised concerns about privacy and how this information is handled. !No safeguard in place yet Environmental costSome staff feel that the time saved on routine tasks does not justify the environmental impact. This is one reason they avoid using AI. How it's managedProposed by staff: count AI use in the Bentway’s environmental impact reports.	Artists’ details in the promptAn itinerary can include accommodation and travel details. Staff want privacy guidance for information shared with AI tools. !No safeguard in place yet Environmental impact of routine tasksSome staff question whether using AI for simple tasks is worth the environmental impact, given the Bentway’s sustainability commitments. How it's managedConsider whether the task needs AI. Some staff choose to do it without these tools.	Errors or omissions in a summaryA summary may leave out important details or get them wrong. Readers could miss those errors if they do not check the original. How it's managedCheck key points against the original document and keep it available for reference. Whose work gets read?Readers may rely on a summary instead of reading a colleague’s work in full. This could affect how that work is understood and used. !No safeguard in place yet	Ideas that all sound alikeAI suggestions may be generic or repetitive. Staff raised concerns about losing the human contribution in an organization focused on public art and community connection. How it's managedStaff and artists should review the suggestions and decide which ideas to develop. AI in creative workResponses mention artists submitting AI renderings and public concerns about AI imagery at an exhibition. Staff want to know the Bentway’s policy on using AI in visual media. !No safeguard in place yet	How funders might reactOne response described being unlikely to tell external partners or funders about using AI. Reactions from these groups were also a concern in the wider survey. !No safeguard in place yet An error in an applicationIncorrect figures or program details in an application could affect funding decisions. How it's managedOne response described writing a draft first, then using AI to improve the wording. Figures and claims still need to be checked. Losing the writer’s voiceAdapting a draft to a funder’s priorities can also change its tone. Losing the human voice was the most common concern across the survey. How it's managedStart with a staff-written draft and review changes to keep the intended voice.	Incorrect identification or adviceOne response described having to work past incorrect AI advice about older or unusual equipment. A wrong identification could lead to an unsuitable repair or treatment. How it's managedThe response described checking other websites before acting on an identification.
Who is affected	Partners, funders & the public who read Bentway communications Wider community emails, captions and reports written with AI assistanceaffected together, beyond any one person it processes.	Staff who build on what it returns Wider community 8 of 18 staff use AI this wayaffected together, beyond any one person it processes.	People in the spreadsheets Caught incidentally contacts, artists and survey respondents listed in uploaded filesswept into the data; no decision is made about them.	Artists & guests being scheduled Caught incidentally their travel, timing and contact detailsswept into the data; no decision is made about them.	Colleagues & partners whose words are condensed Caught incidentally named in the notes and reports that go inswept into the data; no decision is made about them.	Staff & artists shaping programs Wider community ideas that end up in public spaceaffected together, beyond any one person it processes.	Funders reading applications & reports Wider community the grants that keep programs runningaffected together, beyond any one person it processes.	The grounds & site team Wider community unfamiliar plants and older or unusual equipmentaffected together, beyond any one person it processes.
You can	A person signs off Ask how it was made Bring questions or concerns to the Sept 2 workshop Email the AI policy group	Ask for sources Check the answer Bring questions or concerns to the Sept 2 workshop Email the AI policy group	Fix a wrong record Know your data was processed Bring questions or concerns to the Sept 2 workshop Email the AI policy group	Ask whether AI helped prepare your itinerary Correct a detail Bring questions or concerns to the Sept 2 workshop Email the AI policy group	Ask for the original Have someone review the summary Bring questions or concerns to the Sept 2 workshop Email the AI policy group	Opting out is fine Ask where an idea came from Bring questions or concerns to the Sept 2 workshop Email the AI policy group	Disclosure is an open question Have someone check the claims Bring questions or concerns to the Sept 2 workshop Email the AI policy group	The person on site decides Bring questions or concerns to the Sept 2 workshop Email the AI policy group