AI in the Workplace: Why It’s Time to Talk Policy

AI isn’t the future of work — it’s already here.

The real question is: do your people know how to use it responsibly, ethically, and effectively?

From HR teams drafting job ads in ChatGPT, to finance teams testing out AI-generated reports, artificial intelligence is quietly working its way into our day-to-day — often without a formal plan. And while that experimentation can be exciting, it’s also risky without clear guardrails.

That’s where a workplace AI policy comes in.

Why Every Business Needs an AI Policy (Yes, Even Yours)

It’s easy to assume AI is just for big corporates or tech startups — but in reality, businesses of all sizes are tapping into tools like ChatGPT, Google Gemini, and Microsoft Copilot.

Without guidance, though, it opens the door to:

• Inconsistent or incorrect use

• Confidential data leaks

• Unintentional bias

• Compliance breaches

• Reputational risk

An AI policy isn’t about locking everything down. It’s about giving your team clarity, confidence, and consistency — so they can use AI well, not just use it.

What to Include in a Workplace AI Policy

We like to think of a great policy as practical, people-first, and aligned with your business goals. Here are the core elements:

✅ Purpose & Scope

Why are you adopting AI? What tools or use cases are covered?

✅ Acceptable Use

What’s okay — and what’s not? Can AI be used for internal comms? External? Decision-making?

✅ Privacy & Security

What data can (and can’t) be entered into AI platforms? What happens if something goes wrong?

✅ Ethical Boundaries

How do you ensure fairness and avoid discrimination or bias in your outputs?

✅ Training & Support

Who do people go to with questions? Are training or approvals required?

✅ Ongoing Review

Technology changes fast. Your policy should evolve with it — not sit in a drawer for three years.

Why Now?

Because the gap between ‘we’re experimenting with AI’ and ‘we’ve embedded AI into daily work’ is shrinking — fast.

And if you don’t set the culture, the tool will.

We’re already seeing AI play a role in recruitment, onboarding, policy writing, leadership training, customer service… the list goes on. Creating a clear AI policy now helps you stay in control, protect your team, and lead with intent.

Want Help Getting Started?

Whether you need a full AI policy drafted, or just want to run a one-off session with your team to get everyone aligned — that’s where we come in.

Let’s make sure AI is working for your business — not the other way around.