Net Assets has long heard questions about how fellow independent school business leaders are using AI — from where to begin to how to scale effectively. That’s why we launched the Byte‑Size AI series earlier this year to highlight how your peers are using AI in practical, meaningful ways.
This piece is a compilation of insights from those series, presented in a Q&A format that highlights real world examples.
1. I don’t know where to start. What’s the first step?
Start by experimenting with a small set of low-risk, practical use cases to understand how different AI tools work, said CFO Ari Hausman. At The Fletcher School, Hausman started by testing several platforms before committing. He was able to identify where AI could consistently add value — particularly in areas like contract review, document comparison and workflow automation. This approach also helps himidentify how AI can integrate effectively with the school’s existing systems and workflows.
Tips for school leaders:
- Start with contained, low-risk tasks to build familiarity.
- Explore how different tools compliment your existing systems.
- Keep sensitive data within approved, secure systems.
2. How can we use AI to save time without sacrificing quality?
Use AI to structure and improve your thinking, not just to speed up tasks, advised Jonathan Schmid, chief innovation officer at The Meadowbrook School. Schmid developed a shared prompt library to help leaders get more out of tools. He has used AI to accelerate time-consuming work like spreadsheet analysis and market research. Just as important, Schmid keeps the “human filter” firmly in place. He spot-checks data, refines outputs and uses AI as a starting point rather than a final product.
Tips for school leaders:
- Treat AI outputs as drafts that require review and refinement.
- Apply AI to analysis and prep work, not final decision-making.
- Use AI to elevate — not replace — human judgment and expertise.
3. Should we build our own AI tools or stick with what’s already available?
Start with existing AI tools, and consider building your own only for specific, high-impact needs that off-the-shelf options can’t meet, said Sarah Hanawald, executive director of the Association for Academic Leaders. Custom tools can add value when they are clearly aligned to defined use cases and goals.
Hanawald has worked with schools building tools such as chatbots for HR support, advising and communications. Some are also using AI to repurpose content, like turning written updates into audio for staff. Successful use depends on clear oversight, including defining what bots should handle and when human follow-up is needed.
Tips for school leaders:
- Start with a foundation of good data. For example, if your AI agent will be helping draft internal communications, make sure to define brand voice and communication standards up front.
- Ensure leadership oversight in development and deployment.
4. What can we do with the time AI gives back?
At Aspen Academy, automation across the business office and beyond has saved thousands of hours, allowing staff to shift from transactional work to strategic priorities. Routine tasks like reconciliations and coding questions are now handled by bots, while staff focus on forecasting, planning and higher-level decision-making.
Tips for school leaders:
- Use time savings to elevate staff roles and responsibilities.
- Identify opportunities for strategic, high-impact work.
- Encourage cross-team sharing of AI tools and practices.
- Reinforce a culture of experimentation and continuous learning.
5. How do we scale AI from small experiments to real operational impact?
At Pine Crest School,leaders found that mapping initiatives on a grid based on business impact and difficulty helped staff move from isolated use cases to broader impact. CFO Nancy Greene recommended improving processes before automating them, ensuring AI scales efficient systems, not inefficient ones.
Tips for school leaders:
- Prioritize projects based on impact and ease of implementation.
- Start with high-volume, repetitive administrative tasks.
- Map and refine processes before automating them.
6. What role can AI play in understanding legal and compliance issues?
At Hopkins School, Head of School Matt Glendinning uses generative AI as a starting point for legal analysis. He uses multiple tools to gather perspectives, identify key issues and review examples. This helps him and his CFO build a strong foundation before engaging attorneys, reducing time spent on basic research and making more efficient use of billable legal support. AI also helps interpret complex statutes, translating dense legal language into clear explanations so leaders can communicate more effectively with employees.
Tips for school leaders:
- Never share personally identifiable or confidential information with AI tools.
- Run the same legal question through multiple AI tools and compare responses.
- Treat AI outputs as a briefing document before engaging legal counsel.
7. What are AI agents, and do we need to be using them?
Unlike chatbots, AI agents complete tasks following a set of steps or rules without user intervention. They can carry out multi-step workflows, for example, gathering information, making decisions, and taking actions with minimal human input.
ATLIS leaders note that many schools remain in the “one-dot phase,” using AI for individual tasks like drafting and analysis. This stage is necessary and not uncommon. HIghly advanced use cases, which would be two or more dots, include monitoring budgets, generating brand-aligned communications, and converting content into multiple formats using agents.
Tips for school leaders:
- Prepare before testing an AI agent. Consider what information the agent must know to do the job well. Build on a strong data foundation, with clear policies and well-integrated systems.
- Prioritize data privacy and security when selecting a platform.
This series is ongoing, and we welcome additional examples. If you or a colleague have a specific AI use case from your school, please consider sharing it by contacting netassets@nboa.org.
