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Artificial intelligence (AI) has skyrocketed in popularity over the last few years. You’ve probably heard of names like ChatGPT, Gemini, Azure and Copilot. Generative AIs like these are transforming industries of all shapes and sizes by automating tasks, improving decision-making and boosting productivity.
However, the rapid adoption of AI also brings new challenges, particularly in the areas of ethics, data security and cybersecurity compliance. To effectively manage AI’s potential and risks, businesses need a well-defined IT policy that governs its use in the modern workplace, especially since 75% of organizations currently lack guidelines or policies regarding the use of generative AI.
A clear AI policy can help ensure the ethical, legal and efficient implementation of AI technologies within your workplace. More than that, it can foster a culture of responsible innovation that is key to driving long-term success.
Read: Navigating the Pros and Cons of Artificial Intelligence
1. Gather Your Stakeholders
Before crafting an AI policy, you must bring together all the stakeholders who will utilize and be affected by AI – this conglomeration will oversee the AI policy creation and implementation. Get input from various departments, including IT, legal, HR and more, to ensure your AI policy will support their specific needs. Gathering everyone together will ensure everyone is on the same page so the AI policy is correctly enforced across the company. Establish clear communication channels so people can express their concerns or praises using AI.
2. Define AI’s Role in Your Business
Once you gather your stakeholders, it’s time to outline how AI will be integrated and managed in your company. Identify areas where AI tools will be deployed, such as customer service automation, data analysis, IT security or employee productivity enhancements. Also ask yourself what goals AI will help accomplish, like increasing efficiency or improving the customer experience. This understanding will help you tailor your policy to your company’s specific needs and goals while ensuring AI is used safely and responsibly.
Ask yourself:
- What tasks will AI perform?
- Where can AI enhance my current processes and operations?
- What goals will AI help achieve?
- Who can and can’t use AI?
- What risks are associated with AI, and how can we mitigate them?
- What data privacy or security measures must be considered when using AI?
- When can staff use AI?
- What data can be used with AI?
Read: Exploring Microsoft’s Copilot
3. Set Ethical Guidelines for AI Usage
AI’s ability to make quick and efficient decisions is a double-edged sword. Not all decisions are ethical, and not all AI uses are acceptable. Your policy should establish clear ethical guidelines for AI systems regarding bias, privacy, transparency, fairness, accountability and non-discrimination. Ensure that customers and employees are aware of how and when AI is being used and its limits in making decisions. For example, how much can employees use AI in their day-to-day roles?
4. Data Privacy and Security
AI thrives on data, but this reliance can expose your company (and customers) to significant risks if sensitive data or intellectual property is handled incorrectly. Ensure your policy addresses how data will be collected, stored and processed by AI systems, as well as who has access to this data and how to respond to data breaches. For example, if your company uses the free version of ChatGPT, keep in mind that any data utilized is open to the public.
5. Establish Compliance and Governance Standards
AI use is subject to a range of regulatory laws and requirements, depending on your industry and location. Your AI policy should outline how AI initiatives comply with these standards and create a governance framework that holds teams accountable for AI deployment and maintenance. Identify relevant regulations that apply to AI in your industry, such as GDPR, CCPA and HIPAA, establish audit protocols and stay up to date with evolving laws to ensure you’re compliant.
Read: How to be GDPR Compliant and Protect Sensitive Data
6. Outline Employee Responsibilities and Training
AI is not a substitute for human workers; it still requires human oversight. It’s crucial to ensure your employees are trained to understand how to interact with AI systems, monitor their performance and intervene when necessary, especially with AI hallucinations or low-quality content. Your policy should provide clear guidance on employee roles regarding AI deployment and usage within the company.
Specify who in your company is responsible for implementing, monitoring and maintaining AI systems. Provide training programs to educate staff on effective and responsible AI usage, as well as potential risks. Develop protocols for reporting issues or malfunctions in AI systems.
7. Review and Update Regularly
AI is a fast-evolving field, and your policy must keep pace with technological, regulation and business changes. Regular reviews and updates to your AI policy are essential to ensure its continued effectiveness. Set a schedule for regular policy reviews and updates, taking into account technological advancements and new regulations. Encourage feedback from employees and customers who interact with AI systems to identify potential areas for improvement. Also, stay informed about emerging AI trends and legal updates to ensure your policy remains relevant.
Get AI Help with Thriveon
Creating an AI policy from scratch can be tricky, especially if you don’t know where to start or are overwhelmed with the AI options out there. Consider working with Thriveon, an award-winning managed service provider known for helping clients craft core IT policies. Our experienced staff will help you embrace and implement AI into your workplace. To learn more about how AI can enhance your business, schedule a meeting now.
