Our team wants clear guidelines on when it is acceptable to use AI for internal deliverables. How do we draft a simple, one-page AI usage policy that defines boundaries without killing operational speed?

Question

Tyler Smith · Accepted Answer

Do not draft a fifty-page compliance document that your team will ignore. Instead, create a simple, one-page rules of engagement document that keeps everyone on the Same Page. This policy must outline exactly where AI is encouraged and where it is strictly forbidden. Start with three clear guidelines.

- First, never paste proprietary client data, financial records, or pending contract terms into public AI models.
- Second, every AI-generated output must be reviewed, edited, and approved by a human holding the corresponding seat on your Accountability Chart. The human is always accountable for the final work product, regardless of how it was generated.
- Third, clearly define which workflows require mandatory human eyes. This includes any external marketing collateral, client-facing reports, and employee reviews.

Place this policy directly on your V/TO under your core processes. Review this document with your leadership team during your quarterly planning sessions and roll it out to your departments. By giving your team clear boundaries, you foster a culture of responsible experimentation. They will move faster knowing exactly where the guardrails are, and you will sleep better knowing your company secrets are protected.