AI isn’t just a tool, it’s a mirror
AI isn’t just a tool, it’s a mirror
Every new technology comes with its fair share of challenges, from security concerns to facilitating organizational buy in. And proposal professionals worldwide are discovering that the real barriers to AI adoption aren’t algorithms or interfaces, but trust, culture, and capability.
In this interview, Steven cuts through the hype to explore non-technical barriers to AI adoption, and how AI technology is a mirror that reflects the professionalism, maturity, and strategic clarity of your organization.
What are the biggest challenges proposal experts currently face when first adopting AI into their teams?
The biggest challenge is trust. And that’s the same challenge as when organizations first adopted RFP automation software or first adopted cloud-based CRM systems. Trust not just in the technology itself, but in its outputs, its integration, and the implications it has for your people, processes, and competitiveness.
Proposal professionals work in high-stakes environments where persuasion, responsiveness, and compliance are all non-negotiable. AI, with its potential for hallucination (or as I like to call it, “mistakes”) introduces a level of unpredictability that many find uncomfortable, with some organizations and industry sectors unable to tolerate it at all.
And then there’s the question of the skills gap. AI literacy is not yet widespread among proposal teams and their collaborators around the business. This leads to underutilization or even misuse. Critically, organizational commitment is fragmented. In my experience, organizations’ legal and compliance, security and IT, and leadership teams often slow down adoption due to concerns over data privacy, intellectual property, and regulatory risk.
How can organizations successfully adopt AI without replacing the human element?
The idea that AI will replace humans isn’t just flawed, it’s dangerous. We know that successful RFP responses and sales proposals hinge on storytelling, strategy, and emotional intelligence, and these are areas where AI still falls short. I’ve seen the most effective teams use AI to augment, not replace, their human expertise.
The era of AI in bids and proposals must not be treated as just another workflow shift; rather, it must be treated as a cultural transformation. As proposal professionals we must champion AI as a collaborator, not a competitor. We must build trust through transforming our mindsets and changing habits as much as transforming our technology estates.
How are you currently using AI in your role?
I use AI every day at Qvidian. Both as a task-oriented ‘doer’ and as a strategic enabler. It helps me analyze customer behavior, surface adoption themes, identify growth trends, and proactively address pain points. I use a range of AI-enabled applications – including Qvidian AI Assist and MS Copilot – combining both generative and agentic use cases.
But here’s the controversial truth. AI isn’t just a tool, it’s a mirror. It reflects the quality of your data, the clarity of your strategy, and the strength of your team. The validity, accuracy, currency and structure of your content is paramount. Then, combined with a team that is aligned and empowered, AI will accelerate your success.
