Why you need an AI policy and how to manage it in your organization

The rapid growth of artificial intelligence (AI) tools is rapidly changing the business landscape. If you don’t properly manage the use of these tools, you could be exposing your company to unnecessary risk.

A recent McKinsey survey revealed that 79% of respondents have already had some exposure to generative AI, and 22% use it regularly in their work. This mass adoption becomes even more relevant when you remember that the current AI boom only began in November 2022, with the public launch of ChatGPT. Since then, AI has been in the spotlight of business and media attention, and its use continues to grow. growing in 2024 and beyond.

What does this mean for organizations?

The expansion of AI tools requires organizations to establish clear guidelines to ensure ethical and efficient use. Without a proper policy, AI-generated content can become a risk to your brand, affecting the quality, accuracy and integrity of the information you share.

How to manage this change in your company?

Establishing clear guidelines on the use of AI is crucial for long-term success. If you would like to learn more about how to implement a sound AI policy, we invite you to download our free ebook. “How to develop an IA policy” and take the first step towards a safer and more responsible business future. and take the first step towards a safer and more responsible business future.

Key points

• AI is an emerging technology that has experienced explosive growth and will continue to influence business practices.
• Even if your organization has not planned the formal use of AI in the enterprise, any use puts the company at risk. A clear policy minimizes the inherent risks.
• An AI policy sets out the permitted uses and behaviors for using the technology and covers the purpose and scope, details of use cases and ongoing management of the policy.

Artificial intelligence: what you don’t know can harm you

You may be thinking : “We don’t use AI in my company. Why do we need a policy?” The answer is simple: yes, you need an organizational AI policy, regardless of whether your company already uses it or has not yet implemented it.

The objective of an IA policy is to ensure that all employees act consistently and comply with approved guidelines for the use of these tools. Whether you know it or notIf your employees are already using AI technologies or are likely to do so soon. A recent Gallup study reveals the extent of the problem: the 44% of business leaders do not know if their teams are using AI. In addition, a Microsoft report states that the 52% of employees don’t want their bosses to know they are using AI on their ownwithout adequate protections at the corporate level.

A clear policy for AI use ensures that everyone understands the rules and the context in which they can use this technology. By setting firm rules, you eliminate uncertainty and avoid situations where employees act impulsively and then have to apologize. Even if your company is not currently using AI platforms, educating your employees and having a well-defined policy on the safe and responsible use of AI is crucial.

This is even more important when you plan to implement AI in your company. Having a well-structured set of guidelines ensures that everyone is aligned and moving in the same direction without making costly mistakes. Not preparing for the impact of AI and “burying your head in the sand” can bring too many risks.

3 major risks of not having a corporate AI policy

1. AI may be biased or incorrect

Artificial intelligence is not truly “intelligent”. It’s just a set of data and algorithms that make guesses based on patterns, but they don’t understand or verify content. Tools like ChatGPT or Bard are trained on large volumes of publicly available data, which can lead to incorrect, inaccurate or, at worst, biased answers. AI can even repeat harmful stereotypes. A clear AI policy ensures that generated content is reviewed for errors and bias, ensuring that it remains ethical and accurate. Even in private corporate environments, errors are possible due to faulty data or erroneous programming, so controls are needed to minimize risks.

2. Security or data breach

Employees may not understand the risks involved in using AI in terms of data privacy. Introducing sensitive information into public tools can put data security at risk, making it vulnerable to exposure. A clear policy helps protect data privacy by establishing rules on what information can be processed by AI and how it should be handled to avoid leaks. Establishing proper guidelines reduces exposure to privacy breaches, protects data integrity and minimizes legal risks.

3. Compliance and legal risk

AI has advanced at such a speed that many of the regulations and laws have not yet been updated to address its impact. For example, intellectual property becomes blurred when AI generates content, which can lead to copyright infringement. In addition, a flawed data set could lead to results that expose the company legally. A clear AI policy helps to comply with privacy and data protection regulations, such as the new regulations in the EUavoiding legal risks as laws evolve.

Your first AI tool should be an AI policy.your first AI tool should be an AI policy.

Crafting a solid AI policy will take time, but there’s no better time than now to get started. Here’s how four key steps to start creating your corporate AI policy:

1. Define the purpose and objectives

To develop an effective IA policy, start by bringing stakeholders together and clearly stating its purpose and objectives. Ask yourself: how will you ensure secure and effective systems? As mentioned, the main goal of an IA policy is to ensure consistent and aligned behavior among all partners involved. Reflect on the need for this policy: how will it benefit those affected? For example, it can serve to clarify which tools are approved and which use cases are allowed. In addition, it is critical to include guidelines on ethical and responsible practices, ensuring that expectations are clear to all involved.

2. Explain the scope and communication

Next, it is critical to delineate the scope of the AI policy. Consider the following questions:

• Who does the policy cover? You must include employees, suppliers, contractors, temporary workers and consultants.
• How does it affect the work model? Evaluates whether the policy should be adapted to remote, hybrid or face-to-face work environments.
• What is the impact of local and international regulations? The location of customers and employees can influence compliance with laws and regulations.
• What AI tools will the company use? Define what solutions will be required, the use cases allowed and the equipment involved.
• How will the policy be communicated and updated? Establish a plan to disseminate information and keep the policy current.

These questions are key to developing comprehensive and well-structured guidelines.

3.Establish specific guidelines for the use of AI.

Each organization must define its own rules for AI use. Some key areas to consider include:

• Data privacy and security
• Impartiality and bias mitigation
• Transparency and accountability
• Quality assurance and performance monitoring

If necessary, detail how each department will use AI in a specialized way.

4. Define the management and governance of the policy.

The success of an IA policy depends on its effective management. Specify:

• Who administers the policy and oversees compliance.
• How changes are processed and communicated within the organization.
• What measures will be taken in the event of misuse of the of AI.

Leaving these aspects well defined will guarantee their correct implementation and updating.

Building an AI policy for a successful future

Even if your organization is not yet using AI, having a well-structured policy will prepare you for the future. This initiative sets clear objectives, defines expectations and guides the behavior of employees and partners.

Not having an AI policy increases the risk of inaccuracies, security vulnerabilities and potential legal implications.

Do you have any questions or need help to get started? Contact us and we will advise you.