We wrote an AI policy, but new tools are coming out every week and our team is constantly asking for permission to try them. How do we create a dynamic system to evaluate and approve these tools without slowing our operations down or drowning our leadership team in tech requests?

Question

Tyler Smith · Accepted Answer

A static PDF policy is obsolete the moment you publish it. Instead of trying to write rules for every new software program that launches, build a dynamic review process into your existing EOS® operational rhythm. This keeps your company agile while maintaining strict guardrails.

Start by creating a simple, shared spreadsheet called your approved AI tool registry. Group tools into three clear categories: approved for general use, strictly prohibited, and under evaluation. When an employee wants to use a new tool, they must submit a simple request detailing what operational bottleneck the tool will solve, what data it will access, and how it complies with your client confidentiality agreements.

Instead of reviewing these requests ad hoc, route them to your weekly Level 10 Meeting™. Put the evaluation registry on your leadership team issues list, and use the IDS® process to review new submissions once a month or as needed. This ensures you make collective, rational decisions rather than letting individual departments download unvetted software.

By using your existing meeting structure, you prevent bottlenecks, maintain security, and keep your operational team focused on tools that actually improve efficiency rather than chasing shiny technology trends.