Taking a Byte Out of Inefficiency: How FMP is Using AI to Work Smarter

The nature of work is evolving faster than ever. One of the primary drivers of this transformation is the rapid advancement of Artificial Intelligence (AI) and Machine Learning (ML). These technologies are reshaping industries, streamlining operations, and enhancing decision-making processes. As these tools become more accessible, organizations must learn to integrate them effectively while being mindful of their limitations.

At FMP, we help our clients embrace and incorporate these emerging capabilities. We understand that the most successful agencies of the future will be those that optimize their resources—both human and machine—to maintain relevance, achieve their missions, and create ongoing value for the public.

To gain a deeper understanding of how AI is being leveraged at FMP, we conducted a series of focus groups and interviews with our workforce. These discussions provided valuable insights into how employees are using AI in their day-to-day work, along with key lessons, best practices, and challenges they have encountered.

How FMP is Using AI

FMP is increasingly leveraging AI with our clients to optimize processes and enhance efficiency. Examples include:

• Predictive Analytics: AI helps organizations forecast trends and improve decision-making based on historical data. For one federal agency, FMP is developing predictive models in SPSS and Python that guide applicants toward increasingly relevant job opportunities based on fit indices and ongoing user feedback. This helps alleviate manual processes and create a more personalized experience for candidates and applicants.
• Chatbots & Virtual Assistants: AI-driven bots handle repetitive tasks, such as responding to customer inquiries and processing applications. To support one client’s ServiceNow implementation, FMP developed and piloted a virtual HR assistant. This friendly chatbot answers FAQs on various HR topics and directs employees to helpful resources like policies, handbooks, standard operating procedures (SOPs), and user guides. Just AskHR!
• Image and Design Assistance: Tools like Canva Pro and AI-powered image generation support FMP’s Strategic Communications Community of Practice with marketing and communication efforts, though these tools have limitations in handling highly specialized design requests.
• Research Support: AI can scan multiple sources—including reports, articles, and databases—to locate relevant information in seconds. For one client, FMP is leveraging and customizing Microsoft Azure’s AI capabilities to develop and pilot models that help users quickly find relevant research articles.
• Video & Voice Generation: AI tools like Vyond enable the creation of engaging video content for workforce training and public-facing communications. Recently, FMP utilized Vyond’s text-to-speech capabilities to develop over 20 workforce videos for our client. Booking voiceover talent would have added months and significant costs, making AI an invaluable alternative.
• Brainstorming: Don’t start with a blank page!AI assists in generating starter ideas for interactive training exercises, email content, and even Excel formulas. In fact, the author of this blog used AI to brainstorm a creative title!

Key Tips & Tricks for Using AI Effectively

To maximize AI’s benefits, FMPers recommend the following strategies:

• Master Prompt Engineering: Crafting well-structured and specific prompts improves AI’s utility. This is an important skill that you need to practice and refine.
• Ensure Data Quality: AI performance heavily depends on clean, structured, and up-to-date data. It’s the old “garbage in, garbage out” adage.
• Invest in AI Training: Equip employees with the knowledge to interact effectively with AI systems. Make sure they know the critical dos and don’ts.
• Combine AI with Human Intuition and Oversight: While AI enhances productivity, human intuition–combined with a deep understanding of each client’s unique mission, values, and workplace culture–remains essential to producing relevant work.
• Stay Updated on AI Developments, Policy, and Regulation: AI evolves rapidly, making it crucial to stay informed on new tools, best practices, and regulatory policies. Ensure AI training and associated policies are clear and well-communicated, as well as regularly refreshed.

Common Pitfalls to Avoid

Despite its advantages, AI presents challenges that users must navigate carefully. The top pitfalls FMPers highlighted include:

• Inaccurate or Outdated Information: AI-generated responses often don’t reflect the latest data, making fact-checking essential. Always, always, always validate AI-generated content.
• Security & Privacy Risks: Sensitive data should not be input into AI tools without considering privacy implications and compliance requirements.
• Misinterpreting AI Capabilities: AI is a powerful tool, but it cannot replace complex problem-solving, decision-making, and intuition.

AI is a game-changer, but its successful implementation requires a thoughtful approach—balancing automation with human expertise, refining AI interactions through prompt engineering, and staying vigilant about security considerations. By leveraging AI strategically and responsibly, FMP will continue to help clients drive innovation in support of their critical missions and goals.

And, at the end of the day, AI won’t replace us, but it can certainly help us work smarter (and maybe even sneak in an extra coffee break).

Ashley Agerter Raitor originally joined FMP in 2007 as a graduate student intern, while she was obtaining her master’s degree in I/O psychology from George Mason University. Her areas of expertise include workforce planning, organizational assessment, and performance management. When she’s not working, you can find her cheering on her two kiddos on the soccer field!