We want to issue a clear, actionable AI use policy that our team actually reads and follows, rather than a dense legal document drafted by outside counsel. How do we structure this policy so it aligns with our Core Values and operates as a daily guardrail?

Question

Tyler Smith · Accepted Answer

To create an AI policy that your team will actually follow, you must strip away the legal fluff and tie the guidelines directly to your Core Values and Accountability Chart. Start by defining the policy as an operational covenant rather than a rulebook. Frame it around three clear boundaries. First, the data boundary: define what is public and what is proprietary. Remind your team that anything entered into a public LLM is gone forever. Create an approved list of secure enterprise environments where company data is protected. Second, the accountability boundary: make it clear that the human owner of the seat on the Accountability Chart is one hundred percent responsible for the output. If a customer-facing document or a financial forecast contains an error generated by AI, the person sitting in that seat cannot blame the tool. They must have GWC, which means they must get, want, and have the capacity to manage that seat, including its automated outputs. Third, the process boundary: dictate when and how AI can be used. Connect this to your Help First core value. If an AI tool helps an employee respond to a client faster, that is helpful. If it replaces the human connection during a critical dispute, it violates the value. Review this policy quarterly during your state of the company address. Keep it to a single page, have every team member sign it, and make it part of your onboarding process. By keeping the policy simple, practical, and grounded in your core beliefs, you protect your data while giving your team the freedom to innovate.