What should a small business do NOW to adopt AI safely?
Learn how small organizations & businesses can audit AI use, understand customer attitudes, and create safe policies to leverage AI effectively.
AI Usage Policy Guide for Small Organizations
Audit your organization and customers, then create simple AI usage policies
Healthy cultures experiment and try new things, and this is the time to do so. But you need to govern and oversee how these AI tools are being used, and create a simple set of policies and guidelines first. That starts with assessing your ‘current state’ of AI use for your small organization or business.
Audit your team first, then create a simple policy on AI usage
A little policy goes a long way to helping you and your team know where the limits are in using AI. Conduct a quick survey of your team, make it anonymous so they won’t feel threatened. The goal is to set the tone, make sure they understand that you are exploring AI and its current use, so you can help shape strategic and safe use. It should be clear that there are no wrong answers, just an assessment of the current state.
Sample questions for your staff:
- To your knowledge, what software tools (e.g., current AMS, CMS, LMS, etc.) are already using AI?
- How often are you using AI in your daily routine? (Never, Several times per day, At least once per hour, As much as possible!)
- How are you currently using AI in your work?
- What are you most excited about with the potential of AI as it relates to your work?
- What are you most worried about?
- What are you hearing from other contacts/colleagues in similar roles or organizations about AI use?
After your initial review, compile the results and create a simple report that outlines:
- Your current tech stack and how AI is being deployed and used.
- Tools being used internally by individuals or small teams.
- How AI is being used (e.g., image generation, writing emails, research, etc.)
Audit your industry and customers about AI perceptions and use
Every business and organization is different. A lot may depend on your industry, as perceptions on AI differ across cultures and industries.
Healthcare
Privacy and legality are of the utmost importance. Determining liability when an AI system makes an error in diagnosis adds a complex legal layer. Mental health advocates are also worried about the impact on vulnerable populations like teens.
Retail
This industry moves at light speed. Companies move fast for competitive edges, which can sometimes outpace guardrails, leading to brand reputation damage.
Environmental
Rapid growth is concerning to environmentally-focused industries. They may demand that companies prioritize sustainability principles in their AI development.
Customer culture and community
For a small local business, losing customer trust due to a data breach associated with a new AI tool can be catastrophic. Customers want to know if their personal data is being used for hyper-targeting outside of their local relationship.
Create a simple AI policy for your small staff team
Start small and focus on clarity.
Acceptable Use of AI
- Recording and transcribing: Define when meetings should be recorded (e.g., internal vs. board meetings).
- Syncing internal data: Clarify when emails should be synced to shared systems like an AMS.
- Image generation: Guidelines on bias and errors. AI-generated images are convenient but often contain mistakes and may reflect societal biases regarding race, gender, and identity.
Unacceptable Use of AI
- Data security and privacy: Be explicit about what data (PII, names, mobile numbers) is NOT authorized for AI tools.
- Accuracy and quality: Outline consistent double-checks. All content must have a human touch at the end of the process.
- Proprietary information: Be cautious with upcoming product launches, patents, or new features.
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