The Small Business Owner's Guide to Responsible AI Use in the Workplace

There's no question about it: AI is on the rise fast, and it doesn't seem like it'll be slowing down any time soon. From Copilot to ChatGPT to the little box that pops up when you make a Google search, this new technology is already integrated into almost all aspects of our current digital landscape. As with all new technology, however, this brings up a question for small business owners: How can I make sure my employees are using this responsibly?

With the rapid evolution of user friendly AI, it may be something you haven't even had time to think about. That's why in this blog, we'll break down the most simple and effective ways you can approach this topic with your team. With a few easy guidelines, your team can take advantage of AI while simultaneously protecting your sensitive business information.

The Potential Risk

Over the past few months, we've seen a boom in employees using AI to aid in their daily work tasks. If used carefully, this can be a great way to increase productivity. However, when employees begin to feed sensitive client data or company information into generative AI tools, this can become a huge risk to the company.

Its starting to happen to companies all over: employees need help with a particular task and, without thinking, feed sensitive information into an AI chatbot without realizing they are violating privacy policies. Violation of such policies can result in serious legal and reputational repercussions.

What Information Shouldn't Be Fed Into AI?

Before entering any information into any AI platform, employees should ask themselves: "would I be comfortable sharing this information publicly?" If the answer is no, it likely should NOT be put into a public AI tool.

Examples of information that should never be entered into AI systems include:

• Customer personal information

• Financial records

• Employee HR data

• Passwords or login credentials

• Confidential contracts

• Proprietary business records

• Internal network details

• Protected healthcare or legal information

Once information is entered into an AI tool, you often lose visibility into how that information is stored, processed, and used. Erring on the side of caution is a good way to make sure confidential and sensitive information is not leaked or stored in systems they shouldn't be in.

Establishing Usage Guidelines for Employees

Many businesses have "acceptable use" policies for things like email and internet browsing. Its a good idea to do the same for AI.

We recommend creating a simple policy that addresses:

• What AI tools can be used

• What types of data cannot be entered

• Which tasks AI tools can be used for

• Requirements for reviewing AI generated content

• Security and compliance expectations

• Procedures for reporting any concerns

Having clear and outlined expectations can help employees feel confident in their AI use while also eliminating potential risks.

Business Approved AI Solutions

Its important to understand that not all AI platforms offer the same security features. Whenever possible, businesses should look to business-grade AI solutions that provide:

• Enterprise security controls

• Administrative oversight

• Data protection features

• Compliance capabilities

• User access management

Consumer AI tools often do not offer the same protections as enterprise versions.

Training Employees on AI Use

With rapid technological advancement, employee awareness and understanding is one of the biggest defenses you have against potential risks.

Regular training can help employees understand:

• What data is considered sensitive

• Common AI-related security risks

• Company AI policies

• Best practices for safe AI usage

When employees understand the associated risks, they are much more likely to use AI responsibly.

Final Thoughts:

AI is here to stay and when it is used safely, it can be an awesome tool that promotes productivity within your organization. The key is making sure your employees are approaching this new technology with care.

By creating clear guidelines, protecting sensitive information, and providing ongoing training, companies can feel comfortable reaping the benefits of AI without creating security risks

If you're unsure whether your organization has the right safeguards in place, now is a great time to evaluate your AI policies and security practices before a simple mistake becomes a costly data exposure.

If you have any questions about AI, feel free to reach out. We can help you better understand how your team should be approaching AI use and set you up with some AI tools that will be safest for your business.