How YMCAs are using AI: Tools, examples, and leadership insights

Artificial intelligence (AI) doesn’t have to feel like science fiction. While it may seem complex or intimidating, AI is already quietly helping nonprofits like YMCAs work smarter, serve communities better, and save time on everyday tasks.

We spoke with Jorge Perez, President & CEO of YMCA of Greater Cincinnati, and A.J. Edwards, Community Development Program Director at Kokomo Family YMCA, to learn how these organizations are adopting AI tools and what advice they have for other nonprofits starting their AI journey.

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Welcoming AI agents as part of the team, not just tools

Jorge Perez shared how the YMCA of Greater Cincinnati uses ChatGPT-powered AI agents, given friendly names like “Marlow” and “Harmony,” as trusted teammates across departments. These advisors, trained with specific context and resources, support workflows ranging from modeling youth programs and answering staff questions to drafting HR job descriptions and assisting fundraising with grant proposals, board development, and donor outreach.

Naming the agents personalizes AI and helps normalize it as part of daily work. It’s common to hear colleagues say, “Talk to Marlow about that.” One HR director noted, “If it weren’t for Harmony, I don’t know that I could have moved as fast as I did on this urgent issue.”

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Jorge also participates in the AI Collective, a collaboration of over 70 YMCAs across North America sharing ideas, testing AI agents, and discussing best practices. These agents can handle thousands of inquiries simultaneously and are accessible to multiple organizations. As they become increasingly autonomous, they’re providing greater support to staff and broadening their impact.

The big takeaway: Start weaving AI into everyday life, both personal and professional. Whether you're planning programs or growing tomatoes, it begins with curiosity. Use it, get comfortable, and start small. A little experimentation now can lead to big impact later.

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The grassroots approach to AI is to start small, learn fast

At the Kokomo Family YMCA, A.J. Edwards began his AI journey with skepticism but, encouraged by his CEO and leadership team, embraced experimentation. His turning point came when he used ChatGPT to build out an entire summer day camp program. In minutes, it generated nine weeks of daily schedules, themed activities, supply lists, and age-based group plans. All work that would’ve taken weeks to complete.

A.J. now regularly uses ChatGPT for drafting emails, press releases, social media brainstorming, grant proposals, and organizing ideas into actionable plans, all while ensuring outputs reflect the Y’s consistent tone and values. They also rely on Read AI for meetings to record notes, summarize key points, send action reminders, and keep absent team members updated.

The big takeaway: Experiment, learn, and stay open-minded. It won’t be perfect from the start, and that’s okay. But it will make a difference. “It’s not replacing people,” A.J. said. “It’s supporting the work we do. And that’s huge for us.”

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Jumpstart your AI journey with these simple steps

1. Start with ChatGPT or similar AI tool: Sign up for a platform like ChatGPT and consider trying a paid version for faster responses and extra features at a low cost. Be sure to disable data sharing or training options to keep your organization’s information private.
2. Set aside dedicated time to explore: Carve out focused time (15 or 30 minutes) to play with the AI. Treat it like a mini-project or learning session, where you can experiment without pressure. This helps you build familiarity and discover what AI can do for your specific role.
3. Give the AI context about your YMCA and role: When you start a new chat, provide some background about your YMCA, your team, and your responsibilities. This helps the AI generate more relevant and useful suggestions tailored to your situation.
4. Start with simple questions: Don’t worry about crafting perfect prompts at first. Just ask straightforward questions like “Can you draft a reminder email for staff?” Or even, “How can you help me?” to explore ways it can assist with your tasks. As you get more comfortable, you can try more specific prompts.
5. Use AI to complement, not replace: AI is a tool to support your work, not replace your expertise or relationships. Use it to speed up routine tasks, brainstorm ideas, or get unstuck.
6. Share your experience and encourage team use: Once you feel confident, invite colleagues to try AI with you. Share what’s working, exchange tips, and build a culture where experimenting with AI is part of the learning process.

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Embracing AI with care, curiosity, and purpose

Adopting AI in mission-driven nonprofits requires responsibility and intentionality. Jorge reminds us that AI is only as good as the questions we ask and the intentions we bring.  “We have to make space for learning, and be intentional about equity, access, and impact,” he said. “AI can help us focus more on relationships, not less.”

Their advice for nonprofits and YMCA teams beginning their AI journey is straightforward: stay curious, make AI use visible within your team, set realistic expectations, and always align it with your mission. AI isn’t just for tech experts or large organizations, it’s a powerful tool that can empower everyone, in both big ways and small. When AI feels personal and approachable, it stops being complicated technology and becomes a trusted teammate. Starting small builds trust and opens the door to meaningful impact.

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Watch the complete webinar

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Discover more on how AI Agents are shaping nonprofit organizations

As YMCAs and nonprofits begin exploring AI, tools like AgentForce offer practical examples of how custom AI agents can be built to support everyday work. The key is to start small, learn as you go, and make AI a meaningful part of your mission. With curiosity and care, AI can become a trusted partner, empowering your organization to serve deeper and work smarter.