Used at
The Bentway
The organization
Admin & scheduling
for Scheduling & logisticsStaff use AI to organize information and put together schedules and itineraries. These tasks can involve personal information, such as an artist’s travel or contact details.
The tools
ChatGPT · Gemini
The tools staff named
The system
The system drafts, and a person decides what to do next.
A person decidesData flow
schedules, lists and itinerary details
Operational data
artist travel and contact details included
↓
format, sort, lay out
Language Models
↓
a tidy schedule or list
Generated content
checked before it circulates
Risks staff flagged
Artists’ details in the prompt
An 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 tasks
Some 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.
Who is affected
Artists & guests being scheduled
Caught incidentally
their travel, timing and contact details
You can
Ask whether AI helped prepare your itinerary: artists can ask how their schedule was assembled
Correct a detail: ask the person who prepared it to make the correction
Bring questions or concerns to the Sept 2 workshop
What staff told us
5 staffHow oftenIn a typical month, how often do you use AI tools for work?
122
NeverRarelyA few times a monthA few times a weekDaily
Trust in own useWhen you use AI at work, how confident are you that you’re using it appropriately?
212
Not confidentRarely sureSometimes sureMostly sureAlways sure
Time saved / weekRoughly how much time do you estimate AI saves you in a typical week?4 answered
211
NoneUnder 1 h1–3 h4–7 h7 h +
Comfort disclosingWould you feel comfortable telling a colleague or your manager that you used AI on a piece of work?
113
Would hide itProbably notIt dependsProbablyOpenly yes
Each cell shows an answer choice. Darker cells mean more people chose that answer. The pointer below the bar marks the median.
From the responses One person felt comfortable telling colleagues about using AI because they used it only for administrative work.