Used at
The Bentway
The organization
Data & spreadsheets
for Planning & analysisStaff use AI to compare contact lists, format spreadsheets and prepare data for presentations. Responses describe uploading files, checking the results and sometimes finding errors that take longer to fix than doing the work manually.
The tools
ChatGPT · Gemini
The tools staff named
The system
The system understands and recommends, and a person decides what to do next.
A person decidesData flow
spreadsheets with contact lists, budgets or survey results
Operational data
whole files uploaded to a vendor chatbot
↓
compare, remove duplicates, reformat
Language Models
↓
a cleaned or merged sheet
Operational data
errors have been caught in review
Risks staff flagged
Errors in the results
One 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 servers
Uploading 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 cost
Some 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.
Who is affected
People in the spreadsheets
Caught incidentally
contacts, artists and survey respondents listed in uploaded files
You can
Fix a wrong record: flag errors in a spreadsheet processed with AI
Know your data was processed: ask whether a list you are on went through an AI tool
Bring questions or concerns to the Sept 2 workshop
What staff told us
8 staffHow oftenIn a typical month, how often do you use AI tools for work?
323
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?
323
Not confidentRarely sureSometimes sureMostly sureAlways sure
Time saved / weekRoughly how much time do you estimate AI saves you in a typical week?5 answered
311
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?
26
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 example involved uploading two spreadsheets to check for duplicate or missing entries.