Tell staff which AI tools they can use, what they can share, and how to use AI responsibly.
What it means
People do the right thing when they know what it is. An AI use policy sets clear expectations: which tools staff may use and for what, what they must never share, and when a person checks the work.
A simple example
A one page policy that names the approved tools, says what must never go into AI, and says who to ask.
Do it yourself
Write a policy that covers:
- Approved tools, and what they’re for, used only through company accounts. Anything not on the list isn’t approved.
- What must never go into any AI tool. Passwords, keys and account numbers always belong on that list, along with any records with their own legal rules.
- High risk uses that need a named person’s approval: customer facing output, money, hiring and HR decisions, security changes and legal matters.
- Checking: a person checks AI output before it’s sent or acted on.
- New tools: how to ask for one, and how connections are approved.
- Incidents: how to report one quickly, with no blame for reporting.
- Reviews: at least every quarter, because AI changes fast.
Then train staff with short, regular lessons on safe AI use, AI scams, and giving AI clear instructions: what to deliver, how, and what to leave out.
How to check
Ask a new hire where the AI policy is and who to ask about a new tool.
What that misses
A policy written once goes out of date as tools change, and training only works if someone keeps scheduling it.
What we do for you
We write your AI use policy with you and keep it current. Your staff get our short, regular training courses on safe AI use and AI scams.
“What we do for you” describes work we do for our clients, and what’s included depends on your plan. Already a client? Your engineer can tell you what your plan covers.
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