AI Policy for your workplace

Do you know how many of your employees are using Artificial Intelligence to assist with their work?

As the use of  AI and the number of platforms increases, employers need to consider what it means for their business, if and how employees should be allowed to use it and what the risks and benefits of using it might be.

Having an  AI policy is sensible even if it isn’t being used in your business yet, as far as you know, as it will help to set standards and expectations.

Currently there are no UK laws which govern the use of AI in the workplace, but by using it without any restrictions, your business risks breaching confidentiality clauses, equality law, privacy and data protection. Many employers will have some or all of these policies in place already, so it may be necessary to review all of them to include the use of  AI now or in the future.

An  AI policy should be very clear and specific about which tools employees are allowed to use and when and these should be checked and approved by your IT team or service provider. It needs to also be specific about which tasks can be completed using  AI and it will be helpful to give examples of what can and can’t be done. If you plan on banning any specific tools, then these should be listed.

The policy should also cover guidance for disclosing how  AI is used so work is not passed off as being original content. It is advisable to consult with employees to help to develop and update workplace policies especially on emerging technology such as  AI, as they might have helpful and useful suggestions.

At the moment  AI cannot be fully relied on to give accurate responses so there needs to be a procedure for quality control and checking for accuracy. If you are using  AI tools such as customer service chatbots then these should be checked regularly to ensure they are functioning as expected.

If you are or plan to use  AI to help with the recruitment process, you might be missing out on great candidates, or it may exacerbate issues of explicit or unconscious bias.  It is important to be transparent, so current and future employees understand how hiring decisions have been made.

All workplace policies need to be clear on the consequences of violating it. Be clear what the process for dealing with a violation of the  AI policy will be.  This may include informal, formal or written warnings, performance improvement plans, additional supervision or oversight, formal disciplinary procedures, demotion or ultimately dismissal.

If you would like to discuss integrating  AI into your existing workplace policies or need guidance drafting a policy, get in touch with our team.