At Andana Consulting, we embrace innovation with intention. Like many in the proposal and marketing space, we’ve explored how artificial intelligence can streamline administrative workflows, improve consistency, and give our team more time to focus on strategic and creative work.
We see AI as another tool in our portfolio, alongside desktop publishing programs and photo editing programs (even these tools that we already use are integrating AI into their systems!)
Right now, as of this posting in the Summer of 2025, we are using AI it to support the behind-the-scenes operations that keep our proposals and marketing projects moving forward with accuracy, organization, and efficiency. We suspect by December, we may be using different tools or the tools we have will evolve – so we’ll likely have some updates along the way.
Here’s how we’re using AI today and how we see it enhancing, not replacing, the role of proposal and marketing professionals. We know there are a TON of new AI tools in the world, so we’ve decided to take advantage of a few internally. Our clients have their own systems that we are also learning from and may someday deploy.
Before we dive into what we are doing at Andana, we want to be clear, if our clients have AI policies in place, we comply with them 100%. We are highly protective of our client content and do not use AI with any proprietary information.
Tools We are Using
ChatGPT Enterprise:
We’ve integrated ChatGPT Enterprise into our internal workflow for a range of administrative tasks. Our team uses it for:
- Drafting proposal plans and template outlines
- Checking compliance with RFP requirements
- Brainstorming win themes or content frameworks
- Outlining past performance summaries
- Aligning consistency across sections
- Market research and competitive analysis
It’s not a magic wand, but it’s a great brainstorming partner and second set of eyes. Though our peer-review process from kickoff through final files is not going anywhere!
And because we’re using the enterprise version, we benefit from enhanced privacy protections and dedicated support.
Fathom AI:
For meetings, we’ve adopted Fathom AI to automate note-taking, action item tracking, and summaries. This helps us stay present in meetings while still capturing key decisions and follow-ups. It’s particularly helpful when we’re supporting multiple clients and juggling fast-moving deliverables. And, with our Team version, we share meetings internally so our writers and managers can access discussions easily and we can share best practices for kickoffs and review sessions.
Adobe Creative Suite with AI Enhancements:
Adobe’s suite is also evolving to include AI-supported tools. While we don’t use AI to create custom graphics or branding, we do take advantage of time-saving features for layout alignment and accessibility reviews in InDesign and Acrobat.
What We Don’t Use AI For
We don’t use AI to write technical content. Our clients’ subject matter experts are the best voices for that. We don’t use it to design graphics or develop infographics either—those require human creativity, brand alignment, and design intuition.
And we don’t let AI “run” our proposals. Every piece of content still goes through multiple rounds of review, input from our mangers, writers, designers and clients, with final approval by our clients personnel. One of our core values is to drive the process and our employees are the best for that!
How Proposal Professionals Are Adapting
Across the industry, proposal managers, marketers, and strategists are learning how to use AI responsibly. It’s becoming a valuable tool for:
- Surfacing relevant content from past submissions
- Organizing large data sets from RFPs
- Automating meeting summaries and updates
- Speeding up administrative items like schedules and outlines
Ultimately, successful proposals depend on positioning, collaboration, strategy, and clear communication. AI helps us get there but it doesn’t define where we’re going.
At Andana, we see AI as a tool, not a replacement. We’re committed to staying current with what’s possible, while staying grounded in what matters: delivering thoughtful, compliant, and compelling proposals that reflect the voices and values of our clients.
We’ll keep learning and we’ll keep leading with purpose.