We want to establish clear boundaries for how our team uses generative AI in their daily workflows, but we do not want to hand them a twenty page legal document they will never read. How do we write a practical, one-page AI usage policy that actually gets followed?

Question

Tyler Smith · Accepted Answer

Stop trying to write a technical handbook. Your team does not need a list of approved algorithms or a lecture on neural networks. To build an AI policy that actually gets followed, you must tie it directly to your core values and your Accountability Chart.

Start by creating a simple, one-page document that outlines three basic rules. First, any tool used must keep company and client data completely private; no pasting sensitive information into public models. Second, a human seat on your Accountability Chart must remain fully accountable for the final output of any AI-generated work. AI is an assistant, not a decision-maker. Third, any use of AI must improve operational efficiency and free up time for higher-value strategic work.

Keep the language direct and practical. Instead of policing every single browser extension your employees download, focus on the results. If a team member uses an AI tool to draft client emails, they are still one hundred percent responsible for the accuracy of those emails. If they make a mistake, it is an issue to be addressed in your Level 10 Meeting™ using the IDS® process.

When you frame the policy around personal accountability rather than technical restrictions, your team will feel empowered to innovate within safe boundaries. This approach keeps your company secure while driving the productivity gains you need to scale.