How to use AI in the partner-selection process

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Introduction
Tasks AI can help with
Notes on using AI
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Contributors

Introduction

Dovetail contains over 250 tech for good partners. This page shows how AI can help with various procurement tasks, such as writing a brief, creating a scoring criteria, or drawing up a list of questions for potential agencies. Please ensure you read our notes on using AI (below).

Each task below contains a prompt you can use and links to an example conversation with ChatGTP.

Tasks AI can help with

Draft an RFI (Request for Information)

STEPS

Open your preferred AI tool (for example ChatGPT)
Download the Dovetail RFI template
Upload the template and paste the prompt below into the prompt input box
Option: upload project overview or strategy docs to give the AI more context
Draft the RFI by chatting with the AI
Once happy with the RFI, copy it to your preferred space (for example Google Docs)

Copy prompt

You are my assistant in the digital team at a UK charity. We need to find an external partner to help us with a new project. We are writing a Request for Information document to share with potential partners. I'd like you to help me write this document by asking questions about the project. The document we create will follow the structure of the RFI template attached.

Open example AI chat

Read more about how write a Request for Information

Draft a project brief

Steps

Open your preferred AI tool (for example ChatGPT)
Download the Dovetail brief template
Upload the template and paste the prompt below into the prompt input box
Optional: upload your RFI document to give the AI more context
Draft the brief by chatting with the AI
Once happy with the brief, copy it to your preferred space (for example Google Docs)

You are my assistant in the digital team at a UK charity. We need to find an external partner to help us with a new project. We are writing a project brief to share with potential partners. I'd like you to help me write the brief by asking questions about the project. The document we create will follow the structure of the brief template attached.

Copy prompt

Open example AI chat

Read more about how write a project brief

Check over a brief

Steps

Upload your brief into the prompt input box
Open your preferred AI tool (for example ChatGPT)
Paste the prompt below into the prompt input box
Review the suggestions and incorporate into your brief as you fit

You are my assistant in the digital team at a UK charity. We need to find an external partner to help us with a new project. Please review the brief and list out things that might be missing, unclear or unfair on potential agencies who are considering responding.

Copy prompt

Open example AI chat

Draft questions for shortlisted partners

Steps

Open your preferred AI tool (for example ChatGPT)
Upload your brief into the prompt input box
Upload the partner proposal into the prompt input box
Paste the prompt below into the prompt input box
Optional: consider limiting the number of questions you ask for
Copy your chosen questions into your preferred space (for example Google Docs)

You are my assistant in the digital team at a UK charity. We are preparing for a meeting with a potential partner who has responded to our brief. Based on our brief and their proposal, attached, please help me create a list of questions to ask the partner. We need questions that will help us assess their capabilities, experience and fit for us a team and organisation.

Copy prompt

Open example AI chat

Create a scoring criteria

Steps

Open your preferred AI tool (for example ChatGPT)
Download the Dovetail scoring template‍
Upload the template into the prompt input box
Upload your brief into the prompt input box
Paste the prompt below in the prompt input box
Adjust the criteria for your needs and create your scoring sheet

You are my assistant in the digital team at a UK charity. We need to find an external partner to help us with a new project. We have selected four possible partners to work with and we now need to evaluate each of them. Please help me put together a scoring criteria, using the template attached as a start point. The brief is attached for extra context. Also, provide notes on what a good answer looks like.

Copy prompt

Open example AI chat

Read more about how to evaluate partners

Notes on using AI

Hopefully, you have an AI usage policy. If not, a few suggestions from us:

Do not let AI make decisions for you
Thoroughly check the output of the AI
Don't cut & paste what AI outputs (edit and apply your style)
Do not input or share personal data with the AI
Adapt our suggested prompts to suit your needs
Add an AI transparency statement (if AI helps with something)

AI tools work differently

AI tools work differently and we all use them in various ways.

We can't guarantee how this guide will work across all of the AI tools available. You are urged to try things and see what works.

We've used ChatGPT to create our guidance. However, you might have a preferred AI tool with paid features. For example, you could create a Project in ChatGPT or use Notebook LM to group your AI chats in one place.