Driving the AI Change: Five Strategies for Higher Education Leaders

Higher ed leaders, what if you could lead your team through AI transformation without feeling overwhelmed? Discover how you can redefine change with five strategies that make AI adoption seamless and impactful. 

Carrie Phillips, Chief Communications and Marketing Officer at the University of Arkansas at Little Rock, shared these 5 strategies during her AI Engage Summit presentation. Through real-world insights, Carrie explains how AI can enhance productivity, and staffing shortages, and ultimately empower teams to leverage these tools confidently. She also integrates key change management models to guide leaders in implementing AI sustainably within their organizations.

This post explores five practical strategies for higher ed leaders to implement AI confidently and sustainably, based on insights from Carrie Phillips’ AI Engage Summit presentation.

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Follow These 5 Strategies for AI Success

• Define Purpose and Vision: Establish a clear “why” for AI adoption to reduce team apprehension and align efforts with organizational goals. Schedule a team meeting to outline the specific goals for AI adoption and clarify how it will support their work. Share a brief document capturing this vision for ongoing reference.
• Start Small and Build Momentum: Begin with a low-risk AI project, like automating simple tasks, to show quick wins. Gather team feedback on the project’s impact and use it to inspire the next steps.
• Model and Support AI Usage: Use an AI tool yourself, and share practical examples in team meetings to encourage exploration. Provide resources or time for team members to test these tools themselves.
• Form Cross-Functional Teams: Assemble a diverse group from various departments to brainstorm AI applications, fostering unique perspectives. Set regular check-ins to share progress and refine strategies.
• Institutionalize Change: Develop a roadmap for integrating AI into ongoing processes, ensuring it becomes part of everyday operations. Establish periodic reviews to measure impact and adapt as needed.

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How Can Higher Ed Leaders Effectively Introduce AI in Their Teams?

Carrie focuses on the importance of starting with a clear purpose when introducing AI tools. 

Leaders should communicate the “why” behind AI adoption. By sharing a clear vision, leaders can reduce team fears, particularly around job security, and promote AI as an aid rather than a replacement. Carrie points out that AI enables efficiencies, such as generating personalized emails or analyzing marketing data, helping teams focus on higher-impact tasks. Leaders should hold a “vision meeting” to make the shift towards AI a memorable moment, creating excitement and awareness among team members.

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How Can Higher Ed Leaders Create AI Wins Without Overwhelming Their Teams?

A key strategy is to start small. Leaders can identify specific, immediate use cases where AI could improve workflows, like generating social media content or optimizing SEO for high-traffic pages. 

During her presentation, Carrie introduces her "2% rule," where she aims for small, incremental changes in projects using AI. These manageable changes help teams see the value of AI firsthand, fostering enthusiasm without overwhelming them. Early wins build momentum and make room for new, innovative applications of AI, while also helping leaders address any initial resistance to change.

In addition to encouraging small wins, leaders can model AI usage in their daily operations, sharing their experiences and discoveries with the team. By normalizing AI as part of problem-solving discussions, leaders create a safe space for exploration. Leaders can also support AI learning by allocating time and resources for team members to experiment with tools and by removing barriers like limited budgets for AI subscriptions.

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What Change Management Models Are Effective in Leading AI Transformation?

Carrie highlights John Kotter’s eight-step change management theory and Kurt Lewin’s three-step model as frameworks for implementing and sustaining AI transformation. 

Kotter’s model focuses on: 

• Building Urgency: Highlight the immediate benefits of AI adoption, like increased efficiency and productivity, to create a sense of urgency that motivates your team to act.
• Forming Strategic Teams: Assemble a dedicated team with diverse skills to champion AI initiatives, ensuring a balanced approach and shared ownership of AI integration.
• Removing Obstacles: Identify and eliminate barriers, such as lack of resources or training, to empower your team to engage confidently with AI tools and processes.

These steps can guide leaders in setting up structured processes for AI integration. For example, leaders should form cross-functional teams of communication, design, and web experts who can provide diverse perspectives on AI use cases.

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Lewin’s model, with its three stages: 

• Unfreeze: Help people understand why change is needed and encourage openness to new ideas.
• Change: Start making small adjustments, allowing everyone to get comfortable with the new way of doing things.
• Refreeze: Make the changes stick by incorporating them into regular routines and practices.

Offers a simpler approach to initiating change. Leaders can “unfreeze” current mindsets by introducing AI in a positive context, conducting trials with the team, and “refreezing” successful practices as standard processes. 

By following these models, leaders can institute long-term change that goes beyond one-off initiatives.

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How Can Leaders Sustain Momentum and Institutionalize AI in Operations?

Sustaining AI adoption requires thoughtful planning and consistent reinforcement. 

Leaders can create a product roadmap that outlines quarterly AI goals and applications, enabling teams to visualize AI’s long-term impact. Carrie recommends an ambassador program, where selected team members champion AI across the organization, sharing best practices and fostering a culture of innovation.

To cement AI within the organization, leaders should seek feedback from their teams on how to improve AI processes. Implementing a “stop, start, continue” evaluation after major projects can reveal what worked well and identify areas for improvement, making AI integration more effective and responsive to team needs. Additionally, professional development opportunities, such as conferences focused on AI in higher education, can help team members stay informed about new advancements and how to apply them in their roles.

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Why is Building a Coalition of AI Allies Crucial?

Carrie emphasizes the value of building a coalition of AI allies, starting with early adopters. 

Leaders should identify team members who are enthusiastic about AI, as their energy and insights can influence the broader team. A cross-functional task force dedicated to exploring AI applications in various projects ensures that AI strategies benefit from diverse expertise and ideas. Engaging these allies enables leaders to maintain an ongoing dialogue about AI’s role and potential, keeping AI on the table as a valuable tool for tackling challenges across departments.

In higher education, this coalition approach can be particularly impactful in enrollment marketing. For example, establishing an AI task force for enhancing chat functions on university websites could streamline student engagement efforts. Similarly, an ongoing task force focused on AI in enrollment could brainstorm creative uses for AI in data analysis, content personalization, and other areas, generating a continuous flow of ideas that bolster recruitment efforts.

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Leading an AI-driven transformation doesn’t have to be daunting. By focusing on a clear purpose, building team momentum, and establishing supportive routines, leaders can foster a culture where AI enhances productivity and innovation. Embracing these strategies not only empowers teams to adapt confidently but also positions your organization to thrive in a rapidly evolving landscape. Start small, stay adaptable, and keep the long-term vision in sight — because the future of AI in higher ed begins with how you lead today.

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Did you like this content? Make sure to also check out Carrie’s Lessons In Leadership video series. Where each month, she sits down with seasoned higher education professionals to discuss key leadership topics. 

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Frequently Asked Questions

How can AI help address staffing shortages in higher education?
AI can automate repetitive tasks and streamline workflows, allowing teams to focus on high-impact work even with limited staffing.

‍What’s the first step for leaders looking to implement AI in their organization?
Start by defining a clear purpose for AI adoption that aligns with your team’s goals to reduce uncertainty and build a shared vision.