Most AI policies fail for the same reason: they are written to protect the company on paper, not to guide people at their desks. A useful policy is short, specific and tied to real tasks.
Start with how people already use AI
Before writing anything, find out which AI tools your team uses today and what for. A short anonymous survey usually reveals more use than leaders expect. Your policy has to work with that reality, not pretend it does not exist.
Answer the questions people actually ask
- Which tools are approved? Name them, and explain how to request a new one.
- What data must never go in? Be specific: client data, personal data, financial records, unreleased plans.
- When must a person check the output? For example, anything sent to a client, published, or used in a decision about a person.
- When should AI use be disclosed? Internally and to clients, wherever it matters.
Keep it short
Aim for something people can read in five minutes, with detail in a separate guide. A one-page summary pinned where people work does more than a long document nobody opens.
People follow rules they understand. Write for the desk, not the filing cabinet.
Give it an owner and a review date
AI tools change quickly. Name someone responsible for the policy, set a date to review it, and make it easy for people to ask questions or flag problems.
Train with real examples
Walk teams through examples from their own work. People are more likely to follow a policy, and to report mistakes, when it feels practical rather than punitive.
Key takeaways
- Base the policy on how your team really uses AI.
- Be specific about tools, data and human review.
- Keep it short, owned and regularly reviewed.
Written by the ThinkInstantAI team
Practical guidance on AI, automation and search for business leaders.