Top Ten Tips for... Writing an AI Policy
AI is quickly becoming part of our everyday lives and changing the way we work, and a strong AI policy will ensure employees understand how to use these tools safely and effectively.
In this article, we are sharing our top tips to help you create a strong AI policy that helps protect your organisation and employees and supports safe use of AI in the workplace.
1. Start with the “Why?”
Clearly state the purpose of the policy and who it applies to. Emphasise that the aim is not to restrict, but to support reasonable and safe use of AI. Help people understand the risk vs reward: AI can improve productivity and decision making, but only when used thoughtfully and transparently.
2. Manage Licensing and Approved Tools
Outline which AI tools are approved and trusted for your organisations use, and under what conditions. Describe a simple approval process for new tools, and reinforce that unapproved tools may put data at risk.
3. Focus on Safe, Ethical Practice
Encourage staff to think critically and question outputs that may cause harm. Promote responsible AI principles such as…
- Transparency: Disclose when AI has been used
- Privacy: Respect personal and confidential information
- Intellectual property: Don’t assume AI generated content is free to reuse.
4. Offer Training and Awareness
Make training continuous and practical, not a one-off. Include things such as how the AI tools work, what data can and cannot be shared and how to review outputs safely. Ensure the training is accessible for all roles and skill levels. Share updates regularly as AI evolves and changes.
5. Set Clear Usage Boundaries
Give explicit guidance on what type of data is safe to input and what is not safe to input. Highlight that external AI providers may store, learn from or reuse data input. Remind staff that legal frameworks still apply (GDPR).
- Provide a quick ‘traffic light guide’
- Green = ok to share
- Amber = check first
- Red = not to be shared.
6. Encourage Documentation of AI Use
Ask staff to record where and how AI has been used in their work. This creates a clear audit trail, especially for decisions. Simple prompts like ‘what tool?’ or ‘what for?’ help track responsibility and ensures accountability.
7. Require Human Review
Explain that AI is a supporting tool and should not be used as a decision maker. All outputs should be checked for accuracy, adapted to organisational tones and values and verified against trusted sources before use. AI is not always 100% accurate and it is important that employees remain responsible for the final outcome.
8. Adapt as AI Evolves
Commit to reviewing the policy on a regular basis. It is crucial to update the policy when new legislation is introduced and when new risks or tools emerge. Involve employees in feedback so your policy remains useful and relevant rather than restrictive and outdated.
9. Provide Good Examples
Include clear guidance such as…
- Do use AI to generate ideas and brainstorm.
- Don’t upload client data or rely on it for legal advice.
Show real world scenarios and highlight common mistakes to avoid. Examples help employees to feel confident when using AI.
10. Include a Reference Guide
Create a one-page reference guide that employees can easily refer to when using AI in their work. This should be visually clear and practical, and can include things like…
- A simple compliance checklist
- Approved vs unapproved tools
- Disclosure guidance
- Escalation or support contacts
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