Matrix Group International

Category: Blog Post

  • How We Closed Our Office Sustainably — and Made a Lot of People Happy

    How We Closed Our Office Sustainably — and Made a Lot of People Happy

    How do you close an office without sending everything to the landfill? At Matrix Group, we turned our office closure into a win for our staff, our community, and the planet. Team members upgraded their home offices, local schools got much-needed supplies, and nearly nothing went to waste. It was a smarter, more sustainable way to say goodbye. This blog post shows how thoughtful offboarding can benefit everyone.

    In honor of Earth Day, I want to share a story about our recent office closing at Matrix Group, and how we tried to do it in the most sustainable, community-minded way possible.

    Closing our Arlington, VA office was a bittersweet milestone. After years of working fully remotely and knowing that remote work was here to stay for us, it didn’t make sense to renew our lease. But what about all the furniture, equipment, and supplies we had accumulated over the years?

    Rather than call a junk removal company or send everything to the landfill, we committed to reusing, repurposing, and giving back wherever we could.

    Outfitting Our Staff’s Home Offices


    The Matrix movie poster, couch, and Simpsons pinball machine in their new home!
    Everything in this photo – including the stapler – is from Matrix except the folding chair and the white bookcase.

    First, we invited our staff to come into the office and claim what they needed to upgrade their home offices. We offered:

    • Couches and comfy seating
    • Desks, including traditional and sit-stand models
    • Monitors and other tech gear
    • Filing cabinets and storage solutions

    It was wonderful to see staff outfitting their home offices with great-quality furniture. Many reported feeling more comfortable and productive at home almost immediately.

    Giving Back to the Community

    Furniture went to Alexandria City High School.
    This whiteboard has our old Game Of Thrones tracking and predictions. Frozen in time.

    But we didn’t stop there. We still had a lot of items left that deserved a second life.

    • We posted sit-stand desks, filing cabinets, and chairs on our local Buy Nothing groups.
    • We donated whiteboards, chairs, and a mountain of office supplies to a local high school.

    The response was overwhelming. Local families were thrilled to pick up a sit-stand desk or filing cabinet for their home offices. And the teachers at the high school were ecstatic to receive fresh supplies and furniture to support their students.

    The Results

    By making reuse and giving a priority, here’s what we accomplished:

    • Less waste: Almost nothing went to the landfill.
    • Staff home offices upgraded: Many staff have better setups than ever before.
    • Local families benefited: Items that still had a lot of life left found new homes.
    • Happy teachers and students: Classrooms now have new whiteboards, better chairs, and more resources.

    It was heartwarming to see how a little extra effort turned what could have been a sad goodbye, and a lot of waste, into a beautiful example of community spirit and sustainability.

    Bryan and Seil helped move furniture to the school.
    Joanna and an ACHS teacher.

    Reflecting on Our Commitment

    At Matrix Group, we talk a lot about our commitment to doing work that matters. This Earth Day, I’m proud that we extended that commitment to how we handled our office closing.

    How about you?

    • Has your organization faced a big move or closure recently?
    • What creative ways have you found to reuse or repurpose materials?
    • How are you honoring Earth Day this year?

    I’d love to hear your stories!

  • Work 5.0 and the Future of Work at Matrix Group

    Work 5.0 and the Future of Work at Matrix Group

    Matrix Group has entered Work 5.0: a new chapter of mostly remote work, supported by flexible coworking spaces and intentional in-person gatherings. After closing our Crystal City office, we’re embracing a model that reflects how our team truly works today: digital-first, collaborative, and location-flexible. This blog post explores why we made the change and how it’s shaping the future of work at Matrix Group.

    On Monday, March 31st, Matrix Group said goodbye to our office on the 3rd floor of 2611 South Clark Street in Crystal City. We moved into this space in July 2019, a mere nine months before the pandemic began. This new office was light-filled, full of collaborative spaces, decorated with purple splashes and Star Wars toys, and full of the latest tech. We got rid of our 15’ x 10 server room and moved everything to the cloud. The Zoom-enabled conference room made meetings a dream for remote staff because of the two cameras: one showed the room, while the other zoomed in on whoever was speaking.

    The Remote Work Shift That Stuck

    Then March 2020 came, the world changed forever, and so did Matrix Group. We went all remote and never looked back. Even as the pandemic waned, I joked that I would never see my COO again since she lives in Herndon and previously, her commute into Crystal City was a bear. I hired staff who live outside the DMV, and still other staff moved away for family or love, or both.

    For over five years, the office stayed largely unused. Sure, a handful of staff came to the office every day, and Matrix Group was able to host some amazing events on our floor. We hosted two events each for Association Women Technology Champions and Association Latinos, and we held some amazing Matrix Group parties.

    When our lease was up for renewal, I made the decision to not renew our lease. It was hard to say goodbye to such a gorgeous space, sad to part ways with a terrific landlord, and difficult to wrap my brain around the answer to the question, “where is your office located?” And, if I’m being honest with myself, it was hard to say goodbye to a physical representation of my company.

    But with turbulent times ahead for the US economy in general, and the association and nonprofit industry in particular, we decided to give up our space. We haven’t entirely gone remote. We now have two offices in a co-working space in the same building.

    Work 5.0 at Matrix Group

    So what does work life look like at Matrix Group these days? In many ways, it hasn’t changed since we gave up the office two weeks ago. BUT, I want us to think about when and how we gather in an intentional way. We’re calling this Work 5.0 because this is the fifth office configuration in the company’s history. Here’s a snapshot of our work history:

    Work 1.0 – shared office space in Georgetown, then sub-lease in Alexandria, VA

    Work 2.0 – full floor, took over existing space, in Alexandria, VA

    Work 3.0 – full floor, office space designed for us, in Arlington, VA

    Work 4.0 – was supposed to be the office at 2611 South Clark Street with some staff fully remote and some staff hybrid, but we moved to all remote work during the pandemic 

    Work 5.0 – intentional, mostly remote work, with opportunities to gather 

    It’s been interesting to see how our physical space defined the staffing of the company, as well as how we gathered. When we went all remote, meetings and staffing changed completely. 

    Today, with our new relationship with the Regus co-working company, my entire staff has the ability to work at any Regus office around the world. And while Maki and Dave like to go to the Crystal City office every day, Tanya and Janna really like the Regus office in Old Town. And during my next family trip to somewhere in the world, I could (if I needed to!) rent an office for an hour to take a meeting or record a podcast. And of course, we have a jillion ways to meet and gather online, via Zoom, Google Meet, and Slack. We even have a virtual meeting room named Hoth, in honor of a previous conference that was always too cold, that is open all day long for impromptu meetings.

    We’re still working on the details, but I think Work 5.0 is going to usher in a new period of creativity and collaboration for us! 

    In case anyone is wondering, as of April 1, 2025 Matrix Group’s address has changed to: 

    2611 South Clark Street (no change)
    Suite 600 (new suite number!)
    Arlington, VA 22202 (no change)

    I won’t invite you to drop by because chances are, I won’t be there, and neither will Maki or Dave, who are there only about half-time. BUT, I do invite you to hit me up for in person coffee, in person lunch, or a virtual coffee.

    How about you? How is your organization navigating RTO (return to office) mandates? What configuration of remote, hybrid or in person has your organization landed on? Please share! 

  • How to Customize ChatGPT to Avoid Overused AI Words

    How to Customize ChatGPT to Avoid Overused AI Words

    CEO Joanna Pineda and I have a running joke that whenever we see “delve” and “embark” used in the same paragraph (even better if it’s the same sentence) we wager a lot that AI was involved in the drafting.

    If you’ve been using AI tools like ChatGPT for content creation, you’ve probably noticed this, too. AI definitely favors certain words – tapestry, synergy, foster, beacon, treasure trove. And while there’s nothing wrong with these words, overuse of them (whether AI generated or not) can make people think your content is AI-generated, which can impact credibility.

    So how do you make sure ChatGPT avoids these words, or other words that don’t sound like you, when helping you to draft or edit content? We’ve been experimenting with this a lot at Matrix Group, and one of the most helpful techniques I’ve found is building and refining a personal word exclusion list. Here’s how to do it:

    Step 1: Identify Words You Want to Avoid

    The first step is to figure out which words don’t work for you and make a list of them. This can include words that are common in AI outputs AND words your organization likes to avoid—maybe they’re too corporate, too cliché, or just don’t match your brand’s voice. 

    A few ways to pinpoint words to avoid:

    • Look at past content. Compare AI-generated text to your own writing. Do you naturally avoid words like leverage or paramount? If so, add them to the exclusion list. 
    • Watch for AI patterns. If you keep seeing the same phrases pop up in AI responses, they’re probably overused.
    • Do some research. There are also many blog posts and Reddit threads that list overused AI words, some of which are industry-specific; these blog posts can be very helpful. 
    • Gut check. If a word makes you cringe every time you see it, it’s worth cutting, whether it’s commonly used by AI or not. 

    Way before AI, Matrix Group had a list of words that, while commonly used in our industry, didn’t match our brand voice, so we agreed to strike from our communications and marketing. Identify words like that, too!

    Here is a list of words that I personally exclude because they show up too often in AI-generated content AND are words I wouldn’t commonly use in my own writing:

    Delve, Embark, Synergy, Underscore, Foster, Groundbreaking, Game changer, Endeavor, Enlighten, Esteemed, Shed light, Tapestry, Treasure trove, Testament, Peril, Amplify, Beacon, Convey, Resonate, Interplay, Adhere, Paramount, Furthermore, Profound, Indelible, Bespoke, Cognizant, Encompass, Hitherto, Leverage, Realm, Utilize.

    Keep a running list of your “exclude” words in an easy to access place like a Google doc. 

    Step 2: Guide ChatGPT with Custom Prompts and Settings

    Once you’ve got your list, you have two ways to guide ChatGPT (or any AI tool) to avoid these words:

    1. Customize Prompts as You Go

    You can instruct your AI tool with every prompt:

    “Write a blog post about AI customization. Do not use the following words or derivatives of the words: delve, embark, synergy, utilize, leverage, foster….”.

    This method is great for flexibility, but it requires extra effort every time you prompt the AI.

    2. Set Permanent Exclusions (If Your Tool Allows It)

    Some AI tools allow you to set global preferences, which is a huge help. While ChatGPT doesn’t have a built-in “ban list” for words (yet), there IS a way to customize your account so that it avoids your list of words. Here’s how:

    Navigate to your account, and click on “Customize ChatGPT.”

    Scroll down to “Anything else ChatGPT should know about you?” and enter the following: 

    Avoid the following words and derivatives of these words:
    [Your Word List Goes Here]

    Save, and you’re done! 

    Step 3: Audit and Adjust Your Exclusion List Often

    Once you’ve built your exclusion list, the next step is staying flexible. It’s easy to get carried away and try to cut every word that feels even remotely “AI-generated,” but overcorrecting can be just as limiting as not correcting at all.

    Your list of banned words should be a living document, not a permanent rulebook. Check your list regularly. If your writing starts feeling too stripped down or bland, it might be because your exclusions list is too long. Or, if new patterns start creeping into your AI drafts, consider adding those words or phrases to the list.

    Here’s the balance we’ve found that works best:

    • Keep your global exclusions minimal. Save the big offenders (like delve and embark) for your always-off list.
    • Use prompt-level exclusions for everything else. When you want to avoid specific words in a particular piece of content, include those directions in the prompt instead of your default settings.

    Also keep in mind that even the best AI outputs will never sound perfectly you, because they’re not! Sometimes the best thing to do is simply edit words here and there to make them sound more like you, without having to ban certain words and phrases entirely. ChatGPT should help you draft your content, not write it in its entirety. In my experience, ChatGPT can get me started, but then I edit heavily to put heart back into my writing, and make it sound authentically me or authentically Matrix Group. 

    Remember, AI can be an amazing tool, but it works best when it reflects your brand’s unique voice. By identifying overused words and guiding ChatGPT to avoid them, you’ll get results that sound more natural, more original, and more you.

    Give it a try! Next time you generate content, test out a prompt that includes exclusions, and see how it changes the output.

    What words do you avoid in writing? Let’s compare notes!

  • Breaking Barriers, Building Futures: Reflections on Winning the AWTC Badass Award

    Breaking Barriers, Building Futures: Reflections on Winning the AWTC Badass Award

    A couple of months ago, I received a late night phone call from my friend Gretchen Steenstra, who is also a Director at DelCor Technology Solutions and Board member of the Association Women Technology Champions (AWTC). Gretchen couldn’t contain herself. She said that the AWTC Board had decided to create a one-time Badass Awards and award it to four women founders and CEOS in the industry. And I was one of them.

    Me? A badass? I was honored, humbled, and, honestly, a little floored.

    The AWTC Badass Award is a special recognition for trailblazing leaders who have founded companies, shaped the industry, and shown resilience, adaptability, and perseverance in building and sustaining their companies. I found myself reflecting on my own journey, my incredible team at Matrix Group, and the countless women who have paved the way in technology, like my fellow Badass Award winners Lisa Rau, Founder of Fiota; Loretta Deluca, CEO of DelCor Technology Solutions; and Katie Atkinson, President & Cofounder of Results Direct.

    Building a Company, Breaking Barriers

    When I founded Matrix Group over 25 years ago, I wasn’t thinking about being a pioneer or making history. I simply saw a need. Associations and nonprofits were struggling to navigate the digital age, a lot of the available web tech was ugly and hard to use, and I believed a company that had deep tech capabilities AND a design sensibility could make a real impact. So, I started a company, built a team, and got to work.

    What I didn’t realize at the time was just how few women were running tech companies. And, as any woman in tech will tell you, there are moments when you feel like you have to work twice as hard to be taken seriously. I remember attending meetings where all eyes would instinctively turn to my male colleagues when the technical questions started flying. I learned to hold my ground, get techie enough to to speak with authority, and, most importantly, surround myself with people who believed in my capabilities and vision. 

    Women in Tech: We’re Here, and We’re Leading

    Back in 1999, women made up only a fraction of the tech industry’s leadership and staff. The numbers have improved, but we still have work to do. And yet, when I look around, I see brilliant women serving in IT leadership roles and leading tech companies! I’m grateful to the now defunct DC Web Women for being one of the first communities to train and nurture women in tech. I hired many of my first staff through DCWW because while Matrix Group was small and new, the community embraced me and other women founders trying to break into the field.

    Today, AWTC is training and nurturing the next generation of tech leaders in the association space, and educating non-techies to be sophisticated and discerning users of technology. All while creating a welcoming and supporting community. When I found AWTC, I realized it was the community I didn’t even realize I craved and needed.

    Women in tech aren’t waiting for permission. We’re building, innovating, and making space for the voices that come after us. And let’s be clear: this isn’t just about gender equity. It’s about better business, smarter technology, and stronger organizations. Diversity drives innovation. When we have different perspectives at the table, we create better solutions.

    The Work Continues

    Winning the AWTC Badass Award is a deeply meaningful honor, but I don’t see it as an endpoint. It’s a reminder of why I do what I do. It’s a call to keep pushing boundaries, to continue mentoring and lifting up others, and to ensure that the tech world—especially in the association space—becomes more inclusive, innovative, and impactful.

    To every woman navigating this industry: keep going. Keep raising your hand, taking up space, and breaking barriers. And to the men who champion women in tech: keep showing up, advocating, and making room at the table.

    We’re all in this together. And we’re just getting started.

  • The Looming Membership Cliff: What Associations Can and Should Be Doing

    The Looming Membership Cliff: What Associations Can and Should Be Doing

    Over the last year, I noticed an alarming trend popping up in my interviews with CEOs on my podcast, Associations Thrive. CEOs in the healthcare space were worried about nurses and technicians leaving the industry. Michael DiFrisco, Executive Director of the American Academy of Cosmetic Dentistry, surveyed members and found that 52% of accredited members were planning to retire in the next five years. Kelli Baxter, then Executive Director of the American Translators Association, surveyed members and found that 62% of members were close to retirement! I could go on and on.

    I realized that many (granted, not all) associations are facing a membership cliff in the coming years. And this cliff is not just a distant concern – it’s here. What’s contributing to this cliff and what are associations doing to combat this cliff?

    To explore this more, I hosted a webinar through UST Education on the membership cliff. I was joined by Michael DiFrisco of AACD, and Tracey Moorhead, CEO of the American Association of Post-Acute Care Nursing. Here’s what we learned:

    Demographic Shifts are Accelerating

    Demographics are playing a significant role in shaping membership trends. These shifts mean fewer professionals are entering industries and, by extension, associations.

    • Baby Boomers retiring: With this generation leaving the workforce in record numbers, their participation in associations is waning.
    • Gen X retiring earlier: The pandemic has prompted some Gen Xers to exit the workforce sooner than expected.
    • Fewer younger professionals: Low birth rates and political resistance to immigration have created a smaller pipeline of potential members.

    Membership Models Are Under Strain

    The traditional membership model is facing scrutiny. There’s a lot of hand-wringing about Millennials and Gen Zers who are not “joiners.”

    • Low student-to-professional conversion: Many associations struggle to transition discounted or student members to full membership.
    • Perceived value gap: Younger professionals often question the ROI of membership, believing they can access similar resources online for free.
    • Competition from for-profit offerings: Private companies are creating compelling, alternative benefits tailored to niche needs.
    • A la carte preferences: Members are gravitating toward customizable and flexible benefits rather than one-size-fits-all membership models.

    The Private Equity Impact

    Private equity is reshaping industries, often at the expense of associations. This trend surprised me the most. Once private equity was mentioned during the webinar, the chat lit up. It seems private equity is impacting industries in a HUGE way.

    • Reduced memberships: Mergers and acquisitions result in fewer independent companies, shrinking the pool of potential members.
    • Less investment in associations: Private equity firms frequently provide internal training, certifications, and resources, diminishing the perceived need for association offerings.
    • Staff reductions: When private equity acquires firms, workforce cuts often follow, reducing the number of individual members.

    Strategies for Mitigating the Membership Cliff

    So how are associations addressing membership challenges and declines? We had nearly 100 people in the webinar and the chat was going crazy with insights and comments! Many execs realized that they are not alone in facing a looming cliff, many realized the need to survey their members about demographic trends, and many shared the strategies they’re exploring and executing. Here are my notes from the chat:

    1. Associations Are Learning to Make Data-Driven Decisions

    • Analyze demographic and membership trends.
    • Share insights with boards and leadership to align strategies.
    • Monitor competition and member needs to stay ahead.
    2. Associations Are Experimenting with New and Different Membership Models
    • Experiment with subscription-based or incremental pricing.
    • Pilot “free membership with paid events” models to attract new participants.
    • Offer flexible, tiered options tailored to varying member needs.
    3. Associations are Refining Their Value Proposition, Especially to Different Audiences
    • Highlight exclusive benefits like certifications, networking, and education.
    • Craft offerings that resonate with different demographics—young professionals, mid-career changers, or retirees.
    4. Associations are Connecting Members to Deepen Engagement
    • Launch mentorship programs to bridge generations and foster loyalty.
    • Invest in localized and hybrid networking opportunities to meet members where they are.
    5. Associations are Building Strategic Partnerships
    • Collaborate with private equity firms to underscore the value of associations.
    • Partner with universities, corporations, and other nonprofits to develop pipelines for new members.
    • Co-develop educational events and certifications with industry leaders.

    Facing the Future with Confidence

    The membership cliff may be imminent, but it’s not inevitable. Associations have the opportunity to adapt, innovate, and reassert their value. How are you navigating the membership cliff? What strategies is your organization exploring to safeguard its future? 

  • 2024 Gift Ideas for the Techie in Your Life

    2024 Gift Ideas for the Techie in Your Life

    The holiday season has arrived, and with it comes Matrix Group’s annual techie gift guide—packed with ideas straight from our team! Whether you’re shopping for a gadget-loving coworker, a nature enthusiast, or that one friend who’s always freezing, these staff-approved picks are fun, practical, and sure to bring a smile. Who knows? You might even find a little inspiration for your own wish list!

    1. Aro Box

    Know someone who’s always glued to their phone but keeps saying they need to “disconnect”? This could be the perfect thing for them. It’s a charging box that doubles as a tool to help you unplug by gamifying phone-free time. It’s sleek, simple, and surprisingly motivating.

    2. Fahlo Wildlife Tracker

    Have a kiddo who’s an animal lover? Or maybe a friend who’s passionate about conservation? This gift is adorable AND educational. You get a plush animal that comes with a code to track a real-life animal in the wild. 

    3. Skylight Calendar

    Keeping track of everyone’s schedules can feel like a full-time job. This digital calendar sits on your countertop and keeps everything organized in one place. It syncs between multiple calendars AND has a chore tracker, shopping list, dinner planner and more to keep everyone on the same page. It’s a lifesaver for busy parents or anyone trying to juggle a lot of moving parts. 

    4. Laser Cutters and Resin 3D Printers

    For the maker in your life, these tools are next-level. Laser cutters and resin 3D printers have become a lot more affordable lately, and the possibilities are endless—custom gifts, cool decor, functional items, you name it. If you know someone who’s crafty or loves a challenge, they’ll flip over these.

    5. Fujifilm Instax Mini Link 2 Smartphone Printer

    Print your favorite photos right from your phone in seconds! This is great for adding little keepsakes to birthday cards, making memory boards, and even just sticking pictures on the fridge. A must for anyone who loves the tactile joy of a printed photo!

    6. Philips Hue Light Bulbs

    If you haven’t experienced the joy of saying, “Alexa, turn off the lights,” you’re missing out. You can dim the lights, change colors, or even turn them off from bed with just your voice. It’s like living in the future—but cozier.

    7. Ninja Creami

    Do you know someone who’s always experimenting in the kitchen—or maybe just someone who really loves ice cream? The Ninja Creami lets you whip up custom ice cream, gelato, sorbet, or even dairy-free alternatives right at home. It’s super fun to use, and the results are delicious! Joanna is obsessed. Be sure to ask her for her favorite recipes! 

    8. Bird Buddy Smart Feeder

    This is for the nature enthusiast in your life (or anyone who just likes the idea of spying on birds in their backyard). It’s a bird feeder with a built-in camera that snaps photos and IDs the birds for you. It’s kind of like your own personal David Attenborough moment every time you check your phone.

    9. Rechargeable Electric Hand Warmers

    For anyone who’s perpetually cold (hi, that’s me), these are such a game-changer. They’re rechargeable, which makes them way more sustainable than the disposable ones, and they’re small enough to toss in a coat pocket or bag. Great for winter hikes, soccer games, or just typing in a drafty office.

    10. LEGO Icons Tiny Plants

    LEGOs for grown-ups! You build tiny plants that look adorable on your desk or shelf. It’s the kind of project that’s relaxing to work on and satisfying to show off once it’s done. Also great for those with a brown thumb. 

    11. Solar Chargers

    For the camper, hiker, or anyone who likes to be prepared, a solar charger is one of those “Why didn’t I get this sooner?” items. They’re great for keeping your phone or other devices charged when you’re off the grid or dealing with a power outage.

    What hot tech toys and gadgets do you have your eye on this holiday season—for giving or receiving? We’d love some inspiration from you, too!

  • Unlocking the Power of Your Data: AI-Enabled Reporting in MatrixMaxx 24.2

    Unlocking the Power of Your Data: AI-Enabled Reporting in MatrixMaxx 24.2

    Your association’s CRM holds incredible potential. It’s packed with data—membership renewals, event registrations, content downloads, and more. But let’s face it, traditional reporting tools often struggle to make sense of it all. Finding trends or creating reports that span the full breadth of your data often feels like an impossible task.

    That’s why we’re so excited about the latest release of MatrixMaxx, featuring AI-enabled reporting. This upgrade is more than just a new feature—it’s a new way of seeing your data.

    Imagine being able to see three years of company engagement trends at a glance. Not just transactional data, but a full picture of how organizations are interacting with your association. Or, zooming in to uncover detailed insights about how an individual member is engaging with your events, communications, and services. And when it comes to events—a key driver of both revenue and engagement for many associations—AI takes reporting to the next level. With tools like the Meeting Insight Report, you can now evaluate event performance holistically, identifying key trends and future opportunities with ease.

    These AI-enabled reports connect the dots across your data, giving you insights you’ve never been able to access before. Instead of manually constructing complex queries—or settling for surface-level reports—you can now rely on AI to highlight patterns, opportunities, and challenges automatically.

    Curious to learn more about the MatrixMaxx AMS and how it can help transform your data strategy AND your organization? Schedule a demo today!

  • 5 Critical Facts You Need to Know About AI

    5 Critical Facts You Need to Know About AI

    Artificial Intelligence (AI) is not just a buzzword—it’s a technological revolution transforming how we live, work, and innovate. From automating routine tasks to delivering groundbreaking insights, AI is becoming indispensable in today’s world. 

    But with so much hype and noise, it’s easy to feel lost in the excitement. What’s truly important, and what’s just marketing speak? Whether you’re exploring AI for the first time or looking to expand its use in your organization, understanding the key facts is crucial to making informed decisions.

    Let’s explore five critical insights that will help you harness AI’s potential with clarity and confidence.

    1. There Are No Regulations Around the Term ‘AI’

    One of the most important things to understand about AI is that the term itself is not regulated or validated in any way. Essentially, anyone can slap the label “AI-enabled” onto their product, even if it’s not using any true AI technologies. For example, a simple chatbot that follows pre-programmed scripts (“if A then B…”) may be marketed as AI but without true machine learning or natural language processing capabilities. A more sophisticated AI chatbot might employ generative AI to produce more natural sounding answers, access all the information the model was trained on, and use its prompts and specific documents to generate a response specific to the field chatbot is designed for. 

    It’s critical to ask the right questions when evaluating products or services marketed as AI-powered. What kind of AI are they using? Is it machine learning, natural language processing, or something else? Which core AI technology is it built upon? If you’re investing in AI, you want to make sure you’re getting access to the full power and potential that true AI systems provide.

    2. Generative AI (Like ChatGPT) Is Just One Type of AI

    Generative AI, the type of AI used to create text, images, and even code (such as ChatGPT), is currently getting the lion’s share of the attention. However, it’s important to know that generative AI is just one subset of a much broader AI ecosystem. “AI” is an incredibly broad term, encompassing everything from how Netflix recommends TV shows, to how a Roomba figures out where to vacuum, to the technology that powers self-driving cars. 

    The most common applications of AI are:

    • Machine learning, which helps systems learn from data
    • Natural language processing, which helps machines understand and generate human language
    • Computer vision, which enables machines to interpret and process visual data.

    While generative AI may be the most accessible for everyday use right now, it’s only a chunk of the iceberg. 

    3. There Are Only a Few Big Players in the Generative AI Space

    Although many companies claim to be revolutionizing generative AI, the reality is that just a handful of major players are truly leading the charge. Tech giants like OpenAI, Google DeepMind, and Anthropic are responsible for much of the core AI technology that drives today’s innovations. These companies are at the forefront of AI research and development, creating the foundational tools that countless others build upon. 

    While these big players provide the critical building blocks, a growing number of companies across various industries are using these technologies to create unique and specialized solutions. These smaller players may not be developing the core AI algorithms, but they are applying AI in innovative ways to solve real-world challenges in fields like healthcare, marketing, finance, and more. By customizing and adapting AI to meet specific needs, they bring even more value to the table, pushing AI into new and exciting directions.

    So when you’re evaluating genAI solutions, don’t be surprised or discouraged if the product is built on technology from these big players. In fact, that often means the solution is grounded in cutting-edge, reliable advancements. What matters is how that technology is being adapted and enhanced to deliver value to your organization. With that being said, you should absolutely ask what core AI technology is being used to power their systems. It matters!

    4. It’s All About the Prompt

    It’s been said many times about many things that your outputs are only as good as your inputs. The same is true for generative AI: the prompt, i.e., what you input into the AI system, determines the quality and relevance of the output you get back. This is why “prompt engineering” has become a new skill that’s highly valued in the AI space.

    For example, if you ask a generic question, you’ll likely get a generic answer. However, a well-crafted, detailed prompt can lead to more nuanced, sophisticated, and useful results. Experimenting with different ways to phrase your prompts and providing specific context can help you get the most accurate and helpful responses from generative AI. For a deeper dive into AI prompting, check out our recent blog post on Creating a Custom GPT (the same concepts from the post apply to standard prompting!)

    5. Don’t Trust, and Definitely Verify

    AI is a powerful tool, but even the most advanced systems can make mistakes. Whether it’s generating inaccurate information, misinterpreting data patterns, or offering biased results, AI is not infallible. That’s why verification is key. The best practice isn’t to assume AI’s outputs are always right—it’s to treat them as one step in your decision-making process.

    Generative AI tools like ChatGPT, for instance, can aggregate vast amounts of information, but they sometimes pull together half-truths or inaccuracies from multiple sources. Machine learning systems can misread data trends, and autonomous technologies, such as self-driving cars, have demonstrated their limitations. Whether you’re using AI for content creation, data analysis, or decision-making, always cross-check the results and ensure accuracy before acting upon them.

    Takeaways

    AI has the potential to revolutionize industries and transform how we work, but understanding its strengths, limitations, and how to use it effectively is key. Take the time to ask the right questions, experiment with different AI tools, and always verify your results. The future of AI is bright, and with the right approach, you can harness its power to drive innovation and efficiency in your organization. So dive in, experiment, and see how AI can enhance your workflows!

    To learn more about the ways that Matrix Group is leveraging AI, check out some of our other recent blog posts, and if you are curious about the custom AI solutions we are developing, contact our solutions team at solutions@matrixgroup.net 

  • How Creating a Custom GPT Can Help Automate Tedious Tasks and Save Time 

    How Creating a Custom GPT Can Help Automate Tedious Tasks and Save Time 

    I’m always on the lookout for ways to make life easier for myself and my clients. Recently, as I was using Chat GPT to summarize the transcript of my monthly MatrixMaxx AMS Q&A session, I realized that the process I use every time was the same. I could probably create a custom GPT to both make the process faster and also have the results be more consistent from month to month. And let me tell you—it’s been a game-changer. Hours of time saved, times 12 months a year, means a huge windfall of time for me to do more meaningful product work!

    This awesomeness didn’t happen overnight, though, so let me walk you through the process and share some key insights I picked up along the way.

    What is a Custom GPT?

    Custom GPTs are a no-code feature of ChatGPT, available to all paid accounts of ChatGPT, that lets users customize the chatbot according to the specific way they use it, instead of having to give full instructions everytime they engage in a chat. 

    Creating your own GPT allows you to enter all the instructions once and save it. You also do not need to be as familiar with prompt engineering techniques. You give the instructions in plain text, adding additional needs as you fine-tune the GPT and the builder produces the instruction prompt. It also allows you to enter sample documents to match tone and formatting.

    There are additional benefits of making your own GPT that I didn’t use in this case, but are good to know about, like using the knowledge settings of the GPT Builder. You can upload specialized knowledge like reports or other documentation that the GPT should pull from first, before going to the rest of the Large Language Model (LLM). This works like a personal library that you can query against. You can also add an API connection to an external database for even more knowledge to be included. 

    A note about your data: ChatGPT offers multiple levels of accounts.  Some of these will take any data you enter and add it to its LLM for future learning. The higher levels do not take your data and add it to the LLM, which is important if you are working with proprietary data. 

    At the time of writing this, the Free, and Plus account do add your data to the LLM. The Team, Enterprise, and API accounts do not. I use a Team account and I can share any GPTs I create with the other members of my team.

    Step-by-Step of Creating My Custom GPT

    Let’s walk through the nuts-and-bolts of how I created my GPT.

    • To start, I went to the “My GPTs” section in ChatGPT. I then clicked to “Create a GPT.”
    • The GPT builder will come up on the Create view and look something like this:
    • Start with the basic overview of what you want this GPT to do. You don’t need all the details at this point. You can add details and further instructions as you go. 
    • In my case, I started with:

    “This GPT is a Customer Success Manager specializing in web software, assisting users in summarizing and formatting transcripts from Q&A sessions. Summaries include main topics that were covered along with timestamps that each section stated.”

    • The builder will then ask you to name the GPT.
    • Next, it will suggest an image for your GPT.  You can either give instructions for it to create a different image, or you can upload your own. 
    • It will then ask a series of questions like “what should be emphasized or avoided?” But at any time you can start to give your own instructions. 
    • I copy and pasted previous summaries and told it to use them as examples. That added tone guidance to the GPT instructions. 
    • I even added specific formatting instructions like “include the starting timestamp immediately after the main topic areas” and “make the main topics formatted as <h2> with the details bulleted underneath.”
    • Finally, I gave it the instruction to always correct “matrix max” to “MatrixMaxx” as that is something the transcript always gets wrong. 

    At this point, you can go ahead and start using your custom GPT by engaging with the chat on the right. In my case, all I would need to do is paste the transcript into the chat.  But, if you want to get more granular, you can click on the Configure tab at the top.  For my GPT, it looks like this:

    You can see this is a more direct place to edit your GPT’s instructions. You can also see how it has distilled all the plain language instructions I gave it into one set of GPT instructions.  The instruction for my GPT now says:

    “This GPT is a Customer Success Manager specializing in web software, assisting users in summarizing and formatting transcripts from Q&A sessions. It emphasizes the clarity of the topics covered, ensuring users can easily identify each major topic. Summaries include clear timestamps placed immediately after each topic title, allowing users to navigate to key areas efficiently. The summaries follow the format where each topic title is formatted as an H2 header, and detailed descriptions of key points are provided in the body as bullet points. Timestamps are still placed immediately after each topic title. The GPT focuses on condensing key points, enhancing clarity, and organizing information in an accessible format. The length of detail matches a well-rounded but concise example format, as illustrated by the given session example. The GPT balances brevity and thoroughness, ensuring users receive concise but complete summaries. It provides suggestions on format and structure for better readability, while remaining professional and helpful in tone. When additional details are missing or unclear, it fills in the gaps without overstepping user intent, asking clarifying questions only when necessary. It can handle long transcripts and extract the most valuable insights efficiently. Additionally, when the phrase ‘matrix max’ appears in a summary, the GPT automatically corrects it to ‘MatrixMaxx’ to ensure consistency and accuracy in branding.”

    I can easily fine-tune things from here, or add additional instructions here or through the plain language builder on the create tab. 

    The Result

    My custom GPT exceeded my expectations. Now, not only do I not need to create the same prompt every month, but the results are much more consistent. Giving it the extra formatting instructions also saves time to get the summaries out of ChatGPT and onto our Support Center. 

    This is going to allow our team to amass our own prompt library without manually retyping specific prompts. We can create multiple GPTs that provide different specific outputs based on our prompts. Creating your own GPTs also lifts the burden of prompt engineering by building the prompt for you based on your plain language instructions. 

    And, if you think creating your own GPT is cool, checkout the GPTs available in the store that have been created by others. You can find these under the “Explore GPTs” section if you have a paid ChatGPT account. You will find GPTs by names you recognize, like WIX and Canva, and also by many other users who have found interesting uses for GPTs. 

    If you find a task that you do repeatedly that you think a Large Language Model like ChatGPT could help with, check out making your own GPT. 

  • How Matrix Group Chose an AI Note Taker App

    How Matrix Group Chose an AI Note Taker App

    It’s rare to be in a Zoom or Teams meeting these days that doesn’t have an AI note taker in the room. Sometimes, there are dueling note takers. Well here at Matrix Group, we have standardized on Fathom. For now. Here’s how we made the decision:

    Note Taking is Hard

    My Directors, Project Managers and I are in a LOT of meetings. And for every meeting, someone is tasked with taking notes. We take note taking very seriously at Matrix Group. I like to say that “she who takes notes, writes history.” And it’s true. If there’s ever a question about a discussion or a decision, we go back to the notes. Yes, today, we can go back to the recording, but that’s time-consuming and we don’t always keep the video or audio recording of a meeting.

    Note taking is so important that we train our managers on how to take effective notes. We cover things like: how to format your notes, when to document the details and when it’s okay to summarize, how to capture all of the next steps.

    The problem is, note taking is hard. You need to be a fast typist and you need to be accurate. After each meeting, you need to clean up your notes, send them out, and then parse the notes into tasks for team members. If a Project Manager is in back to back meetings, it could be a day or two before the notes go out. We decided there had to be a better way.

    Putting AI Note Takers to the Test

    Over a couple of months, anyone who was interested in trialing AI note takers took part in a test. We researched a bunch of note taking apps, assigned them to people, and told them to try them out. We asked them to:

    • Check the accuracy of the time stamps
    • Check the accuracy of the transcript
    • Check the accuracy of the notes
    • Explore the types of note formats available, e.g., summary, detailed, etc.
    • Check for the ease of turning on and off

    We tested a bunch of apps, including Fireflies, Otter, Tactiq, ChatGPT, and Fathom.

    We Chose Fathom

    After a lot of testing, we chose Fathom for the following reasons:

    • We carefully reviewed the Terms of Use and were satisfied that client confidential data that might get discussed during a meeting would not go toward training a public LLM (large language model).
    • The free version gave us all the functionality we needed.
    • The notes are terrific, especially the summaries of meetings that wind around and come back to topics.
    • The transcript is accurate.
    • Fathom largely ignores the irrelevant chitchat at the start of each meeting.
    • We liked the flexibility that Fathom offered. We could have Fathom always join, join only when requested, start and stop recordings, and connect to our calendar.

    Yes, we chose Fathom BUT we are constantly testing out different tools. There are new AI note taking tools that pop up every day and while we’re not going to jump at the slightest chance, we are monitoring the landscape. If a better tool comes along, we will make the switch.

    Our experience with Fathom by and large has been terrific. Project Managers report being able to get the notes out to clients much faster. Aside from one weird day when a set of notes, instead of talking about a website redesign, discussed the Three Little Pigs. Who knows? Maybe Fathom was reading some fairy tales over lunch one day. The next meeting was fine.

    In the next blog post, I’ll talk about HOW we are being intentional with our use of Fathom, training Fathom AND training ourselves to work better with our AI note taking tool.

    How about you? Is your organization using an AI note taking tool? What has been your experience? Why did you pick that tool?