AI in the Workplace: Are your Handbook & Policies up to date?
By Sam Tews, Director of Human Resources, and Amanda Magnus, Human Resource Generalist
In our fast-paced world of technological advancements, Artificial Intelligence (AI) in the workplace has become inevitable. Whether you are actively using it, or cautiously checking it out, it’s likely your employees are just as curious about AI and are already using it or will be soon. With new, modern technology comes the need for new, modern policies.
The below article is intended to educate you on the need for an AI Policy and best practices to consider with drafting and developing your organization’s policies.
Why are AI policies important?
AI involves the use of algorithms and patterns within information to create. The Algorithms reference large sets of data to determine the best answer or solution to an ask. When used in the workplace, AI can have a significant impact on productivity, idea generation, and much more!
However, with all rewards come risk. A few AI risks include:
- Disinformation or incorrect information.
- Patterns of bias and discrimination that occur in the workplace, also occur in the data.
- Sharing of confidential or sensitive information.
- Surveillance of people and information.
AI policies provide clear guidance on what is/is not acceptable behavior and provide a safeguard to the company from potential risk and liability. By having an appropriate policy in place, you are putting up some necessary guardrails on a widely complex and comprehensive tool.
What to consider when drafting & developing your organization’s AI policy:
There isn’t a one-size-fits-all AI policy. It’s important that when it comes time to develop your AI policy, you do so in a way that aligns with your organization’s compliance (national and regional law considerations, employment law considerations, etc.) and culture.
In addition to compliance and culture, below are some key items to consider when developing your policy.
Clear definition of who can use AI tools?
Identify your audience - is it the entire organization, specific departments, or only certain roles? For example, not everyone may need to use social media at work, similarly, not everyone may need to use AI at work.
Clear definition of how AI tools can be used?
Identify how your jobs can leverage the use of AI, and then identify the employee’s responsibility in the process. Identify parameters, specific to do/not to do actions, and so forth. A few examples to share:
- Double check information for accuracy and honesty. This goes back to the wise words, “Do not believe everything you read on the internet.” If you are using AI to generate a letter to a client, ensure the content is 100% correct.
- Being aware of cultural biases and discrimination. HR may use AI to assist with filtering candidates through an ATS, but the HR team has ensured the filtering of candidates is based on specific, nondiscriminatory job requirements, such as “Can you meet the required hours for the job? (Y/N).”
- If you simply accept and take information word-for-word you may be infringing on other’s intellectual property. Follow the copyright laws. If you are using AI to assist with writing a Thought Leadership article, it’s still important to cite sources of information.
Alignment of your AI policy with your confidentiality expectations.
If an employee enters personal, proprietary, or client information into the AI chatbot, that information is now stored within the AI system and could be given to others. It’s important to set clear guidelines to protect sensitive and private information.
Gather input.
Getting feedback and perspective from other leaders across the organization is necessary. It might not be clear to the policy developer how AI may impact all the roles and job duties. Engage leaders in the discussion and decision. And as always, seeking legal counsel is critical. Do not skip this step when developing your own AI policy.
Review regularly.
For a policy to be effective within your organization, it needs to be relevant. And, as we know, AI is moving fast! Consider reviewing this information more regularly to ensure it is compliant, culturally appropriate, and aligned with your business goals.
Inform & educate.
After your policy is drafted, educate your people. A thorough communication strategy is important to ensure your policy framework is being understood and adapted by your people.
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