How to keep it tidy when AI joins the party

Artificial intelligence (AI) is no longer the stuff of futuristic films—it’s here, right in our workplaces, making tasks easier and more efficient. However, before you start celebrating, remember that with great power comes great responsibility, so here are a few tips to enjoy AI responsibly.

First, add some guidelines about AI usage to your privacy notice. Although AI platforms assure us they’re not storing or sharing our data, it’s wise not to paste sensitive or personal information into them. Would you shout your bank details across a crowded room? Then, don’t share confidential info with AI tools, either.

Your Acceptable Use Policy (AUP) is like your team’s playbook. Now that AI wants to be everyone’s plus one, it needs its own section. Be clear about what’s acceptable when using AI tools. Is it okay to use AI to draft emails? For sure. To process confidential client data? Probably not. Setting boundaries helps everyone make smart choices without stifling creativity.

Using AI tools from third-party vendors is a bit like letting your guests bring their friends to your party. It’s a good idea to know who you’re dealing with before you let them into your space.

First things first: check the vendor’s security measures. Do they comply with industry standards? Are they reliable?

Next: How does the vendor plan to safeguard your information? Do they use encryption? How do they handle data storage and deletion? Are they transparent? If they’re cagey about their practices, think twice before signing up.

Do the vendor’s contracts protect your company’s interests with confidentiality agreements and clear terms on data usage? If not, don’t invite them in.

Check out where the vendor would store your data. Is it a dodgy neighbourhood? Are you ok with the area? Not everyone follows the same rules, and different countries have different laws about data protection. Make sure you agree with the local regulations on data protection.

We’re not creating sentient robots (yet), but if you’re thinking of employing AI tools to get ahead, it’s important to train your team on how to use AI tools responsibly. Provide regular training sessions so that your people can keep up to date about the dos and don’ts of the AI game. And keep them on the ball with regular information sessions.

By updating your policies and being savvy about third-party vendors, you can enjoy the benefits of AI while minimising the risk. Your future self (and your data) will thank you. And if you need some help with navigating policies in the AI age, drop us a line.