How to write an AI policy for your organization (+ a free template!)

Wherever you work in your organization, it’s apparent that AI is here to stay… and bound to grow. In 2024, generative AI is to the workplace what search was in the early 2000s. It’s full of potential and rapidly changing, and someone in leadership is definitely saying that you should be using it, even if they don’t know how or why. Generative AI is a powerful tool for any business, but it’s also fraught with risk if not used correctly. To ensure that AI tools are used responsibly, correctly, and constructively in your organization, it’s important to know how to write an AI policy that works.

 

The AI policy template we’ve put together will help you think it through and give you the basics to start communicating. Then you can ensure the perspective and rules around generative AI are easily heard and well-understood throughout the organization!

What is an AI policy?

An excellent company AI policy is a clear and complete set of positioning, principles, and rules on how generative AI tools can be used by employees in your organization. Your AI policy should have sections surrounding all of these questions:

• What are the rules about using AI in my work at the company?
• When is it OK to use AI in my work?
• Do I need to disclose when I use AI? How do I do that?
• How do I mitigate the risks of using AI tools for work?
• What does proper AI compliance look like? 
• What are our company’s risks when using AI and how are we addressing them?
• What is our company’s stance on the ethics of using AI? 
• How does the use of AI fit in with our core values?
• Where do I turn with questions about AI use?

An AI policy should be a living document that’s regularly revisited and updated as AI evolves. This is a VERY fast-moving area right now! The policy that covers you today may not answer all the important questions tomorrow. Make your AI policy something that sits in a public, shared space on your drive or your intranet, and build it into your internal communications strategy as a regular talking point. Don’t miss this excellent example of an AI stance from codeacademy.

Why does my company need an AI policy?

You need a well-communicated AI policy because your employees have questions about it. More and more software tools are incorporating AI technology (both free and paid tools), and there are new ways to use AI to succeed at work emerging every day. So, whether or not your organization is how to create an AI policy, it’s already happening within your walls. Consider these 4 reasons to establish, publish, and share your company’s AI policy:

• Answer your employees’ questions about AI proactively

Providing answers on AI now will save your managers lots of communication and confusion. It’s a good idea to practice communications cascade about your AI policy and to make sure that you’re providing a consistent message from leadership and management. 

• Help employees use AI strategically

If you’re adopting a “pro” AI perspective, your policy can be much more than rules. It can actually encourage and shape AI adoption throughout your organization. Some employees may feel ready to adopt these new tools, and others might not quite be there yet. By supporting the effort and sharing information about how to use it successfully, you can actually deepen AI adoption by publishing a policy.

• Ensure all employees are exercising data security

The questions around ethics, rules, and security when using AI tools are big, and serious. Unless your policy is “no AI whatsoever” (which we don’t recommend, because people will use it anyway), it’s important to lay out your expectations around AI and company data, proper procedure, and repercussions for anyone not following the rules. 

• Make sure you’re ready for the AI present and future

You can’t keep up with your AI expectations and rules if you don’t have them set already. The exercise of asking the questions and writing out the answers will put you solidly on Square One. We don’t know the future of AI tools in the workplace, but setting and sharing your perspective will position your company and comms department for what happens next. 

How to write an AI policy

To create an AI policy that’s effective and easy to follow, start with an AI policy template like ours to help you think through the basics. Then, work to gather the resources you’ll need to create and share a working policy. Make sure you take these steps:

1. Decide who needs to have input and approval on this policy. Likely departments include technology, leadership, and human resources. Create a resource group or committee you’ll consult with while writing your AI policy.
2. Get your leadership’s perspective. You may need input from leadership, the board, and more on this topic. If your leadership already talks about AI, try distilling what they’ve said down into a short objective or statement. If not, work to meet with them while gathering information so the policy you write will be in line with those principles.
3. Learn the legal stuff.  Depending on your industry, there are relevant data protection regulations, privacy laws, and more where compliance is required. Find the experts in your organization and include them on the AI policy committee.
4. Set your company objectives for AI. Write your AI policy in a way that encourages the things your committee wants AI to achieve and minimizes any risks you find.
5. Work with management on accountability. Your AI guidelines will include rules, so it also needs to include all relevant information about how employees will be held accountable in their roles. 
6. Explain how and when to disclose AI use. Consider the specific way that employees in your company might use AI technologies, and make sure that the AI policy you write explains how they can use the tools and disclose the right way. 
7. Write your AI policy and communicate it regularly! Use your channel matrix to announce and share the new company AI guidelines effectively. If you require a signature or acknowledgment, use your internal comms tools to make it easy and send plenty of reminders. 

Download our free AI policy template

We’ve taken as much of the guesswork as possible out of creating an AI policy for your company… start with the free AI policy template! It’s an easy download that will help organize your strategy and thoughts. The Workshop resources section is your destination for internal comms strategy help.