Four tools for your next leadership meeting

These are proposed working tools, not validated scoring systems or legal compliance tests. Adapt them to your governance and keep the administration proportionate.

Tool 1. The member-value brief

Use this to review an existing use or plan a new one.

Decision	Complete for this use
Member benefit	This use will help [specific audience] to [observable improvement].Member benefit — Complete for this use____________________
Baseline and alternative	Today the task takes [full process time] and causes [problem]. Compare AI with [simpler improvement].Baseline and alternative — Complete for this use____________________
Boundaries	Approved sources: [collection and owner]. Excluded data: [categories]. Permitted actions: [limits].Boundaries — Complete for this use____________________
Accountability	Use owner: [name]. Substantive reviewer: [name/role]. Publication authority: [name/body].Accountability — Complete for this use____________________
Decision rule	Continue if [quality, service and cost criteria]. Pause or stop if [unacceptable error or burden].Decision rule — Complete for this use____________________
Capacity and upkeep	Reinvest time in [activity]. Review on [date] and when sources, permissions or supplier terms change.Capacity and upkeep — Complete for this use____________________

A strong purpose names the member benefit: "Help a new national member identify the requested action in a policy briefing." "Produce more summaries" describes output, not value.

Tool 2. The mandate check

Use this for a substantive claim and repeat it after significant adaptation or translation.

Check	Evidence to record	A reason to hold the claim
Evidence	The supporting passage, its date and any uncertainty.Evidence — Evidence to record____________________	The source does not support the wording or is no longer current.
Authority	The person or body entitled to approve this specific statement.Authority — Evidence to record____________________	A draft, discussion or expert opinion is presented as an adopted position.
Representation	The member, group, association or wider constituency represented.Representation — Evidence to record____________________	A narrower view is attributed to a larger group without a mandate.

Record the final wording, its source passage, position status, approving person or body, approval date and any required review date. Add a route for questions or correction. If a required check is unresolved, hold the affected claim or use wording already authorised; do not convert uncertainty into approval.

Notes____________________

Tool 3. The representation scorecard

Sample external AI answers about your association and its priority subjects. Keep the same core questions, record changes and review relevant languages.

For each observation, save the exact question, service and available model or mode, date, language, answer and cited sources. Record visibility, accuracy and usefulness separately.

Notes____________________

Dimension	Record	Follow-up
Visibility	Present, absent or not relevant to the question.Visibility — Record____________________	Check whether relevant authoritative material is publicly accessible.
Accuracy	Accurate; minor defect; significant mandate, identity or position error.Accuracy — Record____________________	Compare with the approved record. Assign an owner to consequential discrepancies.
Usefulness	Can the reader verify the answer and reach the appropriate next step?Usefulness — Record____________________	Check source relevance, links and the clarity of the destination.

Do not combine these into a reassuring average. An invented institutional commitment is a significant error even when visibility and linking are strong. Log the evidence, responsible owner, correction attempted and follow-up observation. A sample identifies issues; it does not measure every answer every user receives.

Notes____________________

Tool 4. The responsibility handover

Attach this information to work moving between the secretariat, agencies, freelancers, translators and national members.

Carry forward	What the next contributor needs
Tools and information	Permitted services and settings; allowed data; prohibited uploads; any rights restrictions.Tools and information — What the next contributor needs____________________
Meaning and status	Approved sources and version; speaker and mandate; claims, qualifications and terminology to preserve.Meaning and status — What the next contributor needs____________________
Adaptation and approval	What can change; what needs renewed review; who approves the final language and publication.Adaptation and approval — What the next contributor needs____________________
Disclosure and incidents	When material AI use must be declared; who receives an error report; who can pause or correct the work.Disclosure and incidents — What the next contributor needs____________________
Continuity	Source owner; review trigger; access and export arrangements; how work continues without the tool.Continuity — What the next contributor needs____________________

A short completed handover is more useful than a long policy that does not accompany the work. Apply extra detail where the consequences justify it.

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