Our staff is starting to use free AI tools for everyday tasks, but we need a simple, practical policy that prevents data leaks without introducing heavy bureaucracy. How do we document this AI policy in our EOS-run company?

Question

Tyler Smith · Accepted Answer

A practical AI policy does not need to be a thick, bureaucratic handbook that your team ignores. In an EOS run company, we keep things simple and integrate our technology guidelines directly into our documented core processes. Your primary goal is protecting proprietary client data and company intellectual property while keeping your team's Quick Start drive to innovate alive. Start by creating a simple one page AI policy that outlines three rules. First, define approved tools. List the specific platforms the company pays for and has secured enterprise data agreements with. Second, establish a strict data rule. Explicitly forbid pasting any client names, financial data, or proprietary source code into free, public AI engines. Third, define ownership. State that any output generated by an AI must be reviewed and signed off by a human before it is shared externally. Once this policy is drafted, do not just file it away. Share it during your next State of the Company address and build it into your onboarding process for new hires. By setting these clear operational boundaries, you empower your team to move fast and leverage new technology without exposing your business to security risks.