AI Rubric for Client Intake Evaluations

[Sam_Gould]

First, a 2025 gratitude post. You all make me strive to function better than we are and Asana helps make our little nonprofit a mighty force for good, so thank you for sharing your brilliant shortcuts and prompts.

This is probably too specific a question, so apologies in advance for my overzealousness…

We are a disability led non profit which works with orgs to make them more accessible and trains disabled providers in the process. As part of our strategic retreat planning, we developed a I have developed a client rubric to evaluate which jobs to take based on capacity, joy and client buy-in. I am still struggling with my prompts and form to get the formulas to calculate correctly. I have a method of team evaluation and another channel that allows Asana to weigh in.

Any ideas on how to prompt it to the correct percentages? Everything I tried makes it either not run or go over 100%. If anyone is able to make suggestions or tweaks to optimize the math, we sure would be grateful.

Here is my AI prompt

Here is the built rule.

For reference, here are the form questions as well:

Reflective Decision Framework: Defining agreements about which projects to take on from our strategic retreat framework.

Draft Rubric

Is the contract clearly within our mission? (Creep?) Does it further our mission? Yes or no? If no, what is the reason to override? Y/N

Is this contract within the Turn Around Policy? How much time do we have to plan and prepare? # days, weeks Yes or no? If no, what is the reason to override the policy? Y/N

Our Bandwidth - how many staffers required?

Who is available? Org-wide and individually (List names)

What are the benefits and the costs?

Is the contract worth the toll on staff? 55%
Does it bring joy, create joy? To who? To Vox? To performers? Audiences? Everyone? 20%
What is the organization’s level of buy-in, capacity to do the work we are giving them/do their part?

How much are they paying? This may not be known? Best Guess. 25%

Name of Client Being Evaluated or Project*

Client Evaluation Rubric

Is the scope of work or contract clearly within our mission? “Think Outside the Vox collaboratively builds Disability Justice and Disability Joy in the arts and culture sector. We elevate disabled creatives through training, educating, consulting and expanding sustainable employment opportunities.”*

Is the contact within our turnaround policy of at least 2-3 weeks notice*

Number of Staff Required to do this Job. Please give your best guess.*

Who from Vox core is available to cover? Please check the Vox Calendar schedule to determine capacity.

Joy Factor - This is a scale of 1 -10 with 1 being dental work and 10 being Embrace ASL Salsa Event. Once you decide the Joy Factor score, please double it and write that total. Must be an even number.*

Client Buy-In is made up of the following factors. (up to 25 points) 1. Client’s internal mission 2. Client’s track record and reputation of accessibility 3. Client’s staffing capacity to learn from us 4. Client’s Infrastructure/physical capacity, i.e., AD booth, ALDs, captioning equipment etc. 5. Have we worked with them in the past? Do we know them to be a valuable partner Assign up to five points for each of these five categories and sum the total value on the line.*

Contract amount if known

Anything Else you would like to add?

Any ideas how to prompt it to the correct percentages? Everything I tried makes it either not run or go over 100%

[lpb]

@Sam_Gould,

It sounds like amazing work that you and your small organization are doing; bravi!

I confess I didn’t go over everything with a fine-tooth comb but, if it were me, I think I would sock away all the Guidance text somewhere, then vastly simplify it to just address the percentage part, and try to do it in the simplest structure and wording as possible. That might be easy to get working, actually. Then bit by bit glom on the missing bits, trying not to convolute the part that works. I know this is a little vague, but hope it’s quick to try, and maybe leads to a solution.

But also, if you want to wait a bit, I bet someone else may weigh in with another approach.

Thanks,

Larry

[Sam_Gould]

Thank you, Larry. That actually does make sense to simplify to make it do the calculation part first and then add stuff in until I break it. We do that with adaptive tech all the time.

[Jan-Rienk]

Adding to @lpb I’d suggest to split the rule into smaller rules, so the guidance is more specific to the task, and the model is less likely to get confused.

I’d likely do it sequentially, and use sections to separate the work.

If you start with the disqualifiers it can also make it more efficient, as you’ll no longer need to have it determine whether you have the capacity when it is rejected because it doesn’t align with the mission.

Also, you can - and should - specify this in the trigger.