Many more organisations, departments and institutions are addressing this uncertainty around the use of AI and preparing formal positions that help to articulate the role that this technology has in the workplace. For those of us that have a focus on bidding and proposal development, we are especially interested in seeing how organisations will use AI in the preparation and submission of complex bids and proposals. Already there are some interesting platforms available specifically aiming at this purpose, and early adopting organisations are trialling and testing various iterations of tools such as ChatGPT and Microsoft CoPilot.

Our extensive research and observation into the field has given us some clarity on the topic – that there is no one set of rules or singular approach that works well with every organisation. With multiple evolving platforms and costly deployment models, many organisations are adopting a 'wait-and-see' approach. Others are investing heavily in local instances and costly licencing, but wary that the pace of change is significant and that they may end up with something obsolete in the months ahead.

Each organisation requires to consider the impact that AI will have on its own internal systems and processes, as well as how the technology can impact on its cost base and customer experiences. Media stories are littered with instances where poor deployments have resulted in comedic or serious implications for the parties involved. Yet, there are significant opportunities for using it in specific and measured ways. For bidding, there is an attraction for a rapid turnaround of bids by using AI generated content, or for using technical content in the development of a suitable service model. Organisations using it for these, or associated purposes should be doing so with clear guidance and parameters installed.

Within the Keyne Group, we have developed our own policy for utilising AI in a safe and considered way. Essentially, our policy states that we will:

1. Restrict use of AI tools where is a risk to privacy and confidentiality.
2. Validate and edit the outputs from AI tools where used.
3. Highlight where a response or communication has been informed by or generated by AI tools.

Recognising the pace of change, our policy is set to be updated on a quarterly basis, reflecting new and amended risks that align to emerging and developing technologies.

Within the Keyne Group, we continue to use AI tools across multiple platforms, determining the value that each brings to us as an organisation, and to the needs of our Clients. It’s clear that the tools available offer great benefits to personal, team, and business efficiency, but only where the implementation of them can be done safely and in support of the wider issues affecting privacy and confidentiality.

A copy of our AI Policy can be found by clicking on the link below.

Please get in touch if you’d like to understand more about the advantages and risks of deploying AI platforms within your organisation for bidding and work winning activities. If you have any concerns regarding our AI policy, don't hesitate to contact us and provide us with details of your concerns or queries. Contact us via email, from the contact page or in writing to our main office.

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