Your People are Using AI Every Day – How Can You Control and Empower Them?

Whether they admit to it or not, most of your people will be using AI tools in the workspace. By taking practical steps you can empower them to derive the maximum value from these AI tools – while applying guiderails that will protect both them and your business.

Following the initial hurricane of excitement and trepidation around artificial Intelligence (AI) tools like ChatGPT, many business users have settled into a regular pattern of engagement with the technology. Whether their businesses are familiar with these patterns, however, is another matter.

Shadow AI – the business use of AI without the knowledge or permission of IT or security teams – is on the rise, as users refuse to wait for their businesses to catch up with them when it comes to harnessing the power of AI tools.

This creates a complex challenge to IT and business leaders – how can you empower your people to derive the maximum value from AI tools, while applying guiderails that will protect both them and your business?

In this article we’ll take you through seven steps that will enable your business to strike the optimal balance between empowerment and control.

1. Establish Clear AI Usage Policies

Why It’s Important: Clear guidelines help prevent misuse and ensure compliance with legal and ethical standards.

Action Steps:

• Draft Comprehensive Policies. Create policies that outline acceptable and unacceptable uses of AI, data privacy considerations, and compliance with relevant regulations.
• Regular Updates. AI technology evolves rapidly, so regularly update your policies to reflect new tools, risks, and regulatory changes.
• Training and Awareness. Ensure all employees are aware of these policies through regular training sessions and accessible documentation.

2. Implement Robust Security Measures

Why It’s Important: Protecting sensitive data and maintaining the integrity of AI systems are paramount to organisational security.

Action Steps:

• Access Controls. Use role-based access control (RBAC) to ensure only authorised personnel can access certain AI tools and data.
• Data Encryption. Encrypt data both at rest and in transit to protect it from unauthorised access.
• Regular Audits. Conduct regular security audits of AI systems to identify and address vulnerabilities.

3. Foster a Culture of Ethical AI Use

Why It’s Important: Ethical considerations in AI usage can prevent biases, ensure fairness, and enhance trust in AI systems.

Action Steps:

• Ethics Training. Provide training on ethical AI use, emphasising the importance of fairness, accountability, and transparency.
• Bias Detection Tools. Implement tools that can detect and mitigate biases in AI algorithms.
• Feedback Mechanisms. Create channels for employees to report ethical concerns or biases they observe in AI tools.

4. Empower Employees with AI Education

Why It’s Important: Employees need to understand how to use AI tools effectively to maximise productivity and innovation.

Action Steps:

• Skill Development Programs. Offer training programs that cover the basics of AI, data analysis, and specific tools used within the organisation.
• Certification and Courses. Encourage employees to pursue certifications and courses related to AI and data science.
• Hands-On Workshops. Conduct workshops that provide hands-on experience with AI tools, fostering practical knowledge and confidence.

5. Encourage Responsible Innovation

Why It’s Important: Empowering employees to innovate with AI can drive significant business value while maintaining control.

Action Steps:

• Innovation Labs. Set up dedicated spaces where employees can experiment with AI tools and collaborate on innovative projects.
• Mentorship Programs. Pair employees with AI experts or mentors who can guide their innovation efforts.
• Recognition and Rewards. Recognise and reward innovative uses of AI that bring value to the organisation while adhering to guidelines.

6. Monitor and Analyse AI Usage

Why It’s Important: Continuous monitoring ensures that AI tools are used appropriately and effectively.

Action Steps:

• Usage Analytics. Implement analytics to monitor how AI tools are used across the organisation, identifying trends and potential issues.
• Performance Metrics. Develop metrics to evaluate the effectiveness and impact of AI tools on business processes.
• Regular Reviews. Conduct regular reviews of AI tool usage to ensure compliance with policies and identify areas for improvement.

7. Collaborate with AI Experts

Why It’s Important: External expertise can provide insights and guidance that enhance your AI strategy.

Action Steps:

• Consultations. Engage AI consultants to review your AI strategy, policies, and security measures.
• Partnerships. Partner with academic institutions or AI-focused organisations to stay abreast of the latest advancements and best practices.
• Community Engagement. Participate in AI forums and communities to exchange knowledge and experiences with other professionals.

Control and Empower Your Users with AI

Balancing control and empowerment in the use of AI tools is crucial for protecting your business and maximising the benefits of AI. By establishing clear policies, implementing robust security measures, fostering a culture of ethical AI use, empowering employees through education, encouraging responsible innovation, monitoring AI usage, and collaborating with experts, you can create an environment where AI not only enhances productivity and innovation but also aligns with your organisation’s values and objectives.

Remember, to get the most from AI your organisation must ensure it has the stable foundations of usable, optimised data – AI is only ever as good as the data it has to work with. Speak to one of our experts about how your organisation can take steps towards building AI into its go-forward strategy.