Let’s talk about the awkward middle ground so many of us are in right now: you’ve dipped your toe into AI adoption. Maybe you’ve experimented with ChatGPT, automated a few reports or started using AI to help with marketing content. You’re excited. Well, sort of.
But then…nothing.
Your team isn’t really using the tools. Or they’re using them but not well. Or they’re using them only when you remind them, and it’s starting to feel like this shiny new tool is just sitting there, collecting digital dust.
Here’s the thing no one wants to say out loud: the tech isn’t the hard part. The people part is.
If your AI adoption rollout is struggling, it’s probably not because the tools aren’t good. It’s because your team wasn’t brought along for the ride.
“Effectively managing the people side of change can make or break a project’s success,” said Rachael Gaibel, a leadership and wellbeing consultant and coach who’s worked with mission-driven organizations across the country. “Projects with effective change management are six times more likely to meet their goals, according to Prosci’s research. On the flip side, lack of adoption is the number one reason change efforts fail. Integrating AI into workflows won’t magically happen. It only works if your people use it and use it well.”
That line hit me hard: “It only works if your people use it, and use it well.” If you’ve been on this AI journey — or even standing at the edge trying to decide whether to jump in — you know that’s true.
Let’s talk about what it really takes to help your team not just survive but thrive in this new era of work.
AI Is a People Strategy
As community recreation professionals, we’re wired for human connection. We build programs that change lives. We craft experiences that create belonging. We show up for everyone.
So, what about when it comes to tech? Our instinct is often to throw the new system in place and hope our teams figure it out.
Spoiler: They won’t.
Not because they aren’t capable, but because they’re overwhelmed. They’re doing the work of three people, keeping programs running on tight budgets and managing real human needs all day long. When AI adoption shows up without a people-first rollout, it feels like just one more thing — not the tool that could save them time, sanity and energy.
Change management flips that script.
So What Is Change Management?
Change management is just a fancy term for helping people adjust thoughtfully, strategically and with care. It’s the difference between dumping a new tool in someone’s lap and walking with them as they learn how to use it to make their work easier.
And no, you don’t need a consultant or a six-figure plan to do it well — though sometimes those help too. You just need to be intentional.
Here’s what that looks like in practice:
- Start with the why. Before launching a new AI tool, paint the picture. Not just “this will help the organization,” but “this will help you — and here’s how.”
- Make space for feelings. AI can be exciting and terrifying. Create space for your team to ask questions, name fears and be part of the conversation early.
- Set expectations, not assumptions. Be clear about what success looks like. Are you hoping staff draft emails with AI? Use it for planning programs? Outline the behaviors you want to see and offer examples.
- Create a people-first AI policy. This is huge. Build a short internal guide that lays out your values. AI won’t replace staff; it will support them. Training is ongoing. Curiosity is encouraged. Transparency is key. Trust me — just having these written down builds psychological safety.
- Celebrate the wins. When someone uses AI to streamline their work or try something new? Shout it out. Success stories are contagious.
Let’s Talk About the Fear
One of the most honest moments I’ve had with a colleague recently was this: “I’m scared this is going to replace me.”
That fear is real. We’re in a moment where layoffs, budget cuts and burnout are already high. AI can feel like a threat, especially if it’s rolled out without heart.
But here’s the good news: it doesn’t have to be that way. When we put people first, we unlock the full power of this technology not as a replacement, but as an amplifier.
This is where Rachael’s perspective is such a gift. She’s worked with organizations navigating real, messy change and what she sees over and over again is when organizations lead with intention, people rise to the occasion.
“Change is only effective when people adopt it and shift how they work,” she said. “You can roll out the best AI tools in the world, but if your staff isn’t supported through the process, it won’t stick.”
What This Means for Your Organization
If you’re a department head, executive director or program lead — AI adoption isn’t just about what tools you choose. It’s about how you lead your people through change.
That might mean building in protected time for training. It might mean identifying AI champions on your team. It might mean partnering with a coach or change management expert to guide the process. It might mean all the above.
Whatever path you take, here’s the most important part: don’t treat this like an IT project. Treat it like a cultural shift.
Because it is.
And if we do it right? We’ll come out of it not just with faster emails or better registration systems, but with teams who feel seen, heard and excited about what’s next.
One More Thing…
If this hits home for you, here’s your action step: before you launch your next tool or tech initiative, take 30 minutes to plan the people side.
- Who needs to be in the loop?
- What support will they need?
- How will you measure success — not in clicks, but in confidence?
You’ve got this. And if you need a partner in the people part of your tech journey, folks like Rachael Gaibel are out there doing this work with deep heart and strategy. And if you ever want an introduction, I’m happy to make one.
Let’s make this next chapter of innovation one where nobody gets left behind.
