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AI in the Workplace: Setting the Standard for Employees and Data Sensitivity

Published
Jan 23, 2025
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Artificial intelligence (AI) is quickly transforming how we work, from how we onboard to how we measure productivity, helping employees become more efficient and innovative. However, as AI use grows, so do the risks, including data privacy, security concerns, protecting intellectual property (IP), and compliance with legal regulations. It is a critical time for employers to have AI policies in place to help mitigate these risks.  

Why Do Employers Need an AI Policy? 

Artificial intelligence is everywhere—from chatbots to advanced tools like ChatGPT—and its presence beyond the workplace continues to grow. It's essential for organizations to communicate clearly with employees about how these tools should be used responsibly. Establishing expectations for AI usage promotes responsible adoption and helps maintain alignment with the organization’s data policies and ethical standards. Including these guidelines in the employee handbook is a proactive way to guide employee behavior and maintain a consistent approach to AI use across all lines of business. 

How to Create an AI Policy 

AI policies are no longer optional—they’re essential to navigating the legal, ethical, and operational complexities of integrating these tools. Below, we examine the "dos" and "don’ts" to help you shape an AI policy that protects your organization while empowering employees to use AI effectively.  

When creating an AI Policy, do: 

1. Align on AI tools and usage. Host leadership discussions to agree on acceptable AI tools and specify whether employees are limited to enterprise-approved tools. Define if AI can be used for client work, internal tasks, or both, and outline acceptable and unacceptable practices for consistency. 

2. Educate colleagues on AI basics. Provide foundational knowledge on AI concepts, including definitions, limitations, risks, and ethical considerations, and integrate this education into employee training programs.

3. Promote community and transparency. Cultivate an open environment for discussions on AI use and encourage employees to leverage AI within established guidelines. Be sure to address any employee concerns about potential job displacement due to AI advancements.

4. Define roles and responsibilities. Designate specific individuals or teams as resources for AI-related questions, and make sure employees know who to contact for guidance on AI tools and usage policies.

When creating an AI Policy, don’t: 

5. Neglect change management. Avoid skipping traditional change management practices. Set clear expectations and policies while providing thorough communication and training to facilitate a smooth transition.

6. Avoid asking questions. Investigate how your employees are using AI tools. For instance, monitor the use of AI transcription or meeting summary tools and be sure to establish guidelines for IP protection and output accuracy.

7. Assume compliance. Don’t assume all employees are following AI usage guidelines. Conduct regular reviews, set clear standards, and actively seek feedback to maintain adherence and address any lapses. 

By embracing these practices, you can build forward-thinking and practical guidelines that address the needs of your workplace and potentially avoid any employee missteps when it comes to data sensitivity. Setting clear expectations is a key responsibility for HR managers, but it’s equally important to partner with IT and legal teams to help align security protocols, compliance standards, and the ethical use of technology. 

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