AI Policy for Teams: What’s Allowed, Logged, and Reviewed

Artificial Intelligence (AI) is now part of everyday work. From writing emails to summarizing reports, AI helps teams move fast. But with great power comes… well, let’s not overdo it. Still, you need a clear policy for how teams use AI.

This is where an AI Usage Policy comes in. It helps teams know what’s okay, what’s not, and what gets tracked.

Why You Need an AI Policy

AI tools are super smart. But they don’t always get things right. Some copy text from unknown sources. Others keep what you type. That’s risky!

So why make a policy?

• Security: To protect private data and company info.
• Clarity: Everyone knows what they can do with AI.
• Trust: Clients know you’re using AI responsibly.

Your policy should make using AI feel safe, not scary.

What’s Allowed: The Good Stuff

Let’s start on the bright side. AI can do a lot of helpful things — if used correctly.

Here’s what’s usually okay:

• Drafting simple emails
• Coming up with ideas or outlines
• Turning messy notes into summaries
• Fixing grammar and spelling
• Creating sample code (that still needs review)

But even with these tasks, be careful. Don’t share secrets like passwords, future plans, or client data.

What’s Not Allowed: The Watch-Out List

Just because AI can do something doesn’t mean it should. Some areas are off-limits.

Here’s what to avoid:

• Sharing private or personal data
• Using AI to make legal or financial decisions
• Submitting AI-written content without review
• Letting AI write performance reviews or hiring notes
• Relying on AI to write final reports or contracts

Also, don’t let AI become your personal truth machine. It makes mistakes — and sometimes invents things (called “hallucinations”).

Knowing What Gets Logged

Most AI tools log input and output. That means what you type and what it gives back might be saved.

This info might be used to:

• Improve the AI tool
• Train future AIs
• Track usage in your company

This may sound creepy, but it’s common. The key is to stay alert. Some tools let you turn off logging or use private modes. Pick wisely!

Use AI like you’re talking in a crowded coffee shop. Don’t share anything sensitive. If you wouldn’t say it in public, don’t type it into AI.

Make It Easy to Follow

Don’t write a dry, 15-page policy. Keep your AI rules short and sweet. Use everyday words. Add real-life examples. Add visuals if you can.

A simple guide might say:

• You can: Ask AI to help write blog drafts.
• You can’t: Paste client data into the chat.
• Think before sharing: Ask yourself, “Is this private?”

Think of it like traffic lights:

• Green = Go: Brainstorming, editing
• Yellow = Caution: Sharing internal info
• Red = Stop: Legal, HR, or client data

Let’s Talk Reviews and Audits

It’s not just what’s allowed. It’s also what’s checked. Review matters.

Your team should:

• Spot-check how AI is used
• Keep logs of AI-based decisions
• Review final outputs created by AI

That way, if something goes wrong, you know what happened. And who did what.

Audits don’t have to be scary. They’re about learning and improving. Plus, they make managers and clients feel better.

Training: Don’t Skip It!

New tools need learning. Even if the AI tool seems simple, a quick training session helps.

Make sure teams know:

• What tools are approved
• Where to find the AI policy
• Who to ask if they’re unsure

Even 30 minutes of training can prevent big mistakes. And it helps people use AI with more confidence.

Examples of Dos and Don’ts

Here are a few examples to bring it to life:

Good Use:

Alice wants to write a blog post. She asks AI to help create a few titles. Then she picks one, writes the post, and checks it carefully. Great job!

Bad Use:

Bob copies contract info into AI and asks it to check the terms. Big mistake. That info is now out of the company’s control. Yikes!

So-So Use:

Camila uses AI to translate internal memos quickly but doesn’t review them before sending. The message goes out with funny errors. Embarrassing, but fixable.

Keep Things Updated

AI moves fast. Your policy should too.

Update your policy when:

• A new AI tool is approved
• There’s a data breach (hopefully not!)
• Regulations change

Once a year is a good minimum. Or more often if your company uses AI every day.

Wrapping It All Up

AI can be your smart sidekick. But it needs clear rules.

An AI policy should cover:

• What’s allowed – everyday tasks and helper jobs
• What’s not – sharing private stuff or making key decisions
• What’s logged – input/output data saved by tools
• What’s reviewed – audits, spot-checks, and best practices

Make your policy friendly, short, and simple. Train your team. And review often.

With a smart AI guide in place, your team can innovate freely – and safely.

Now go talk to your team and set those AI ground rules!