Artificial intelligence, or AI, can help boost operational efficiencies and create competitive advantage. It can enhance the customer experience, improve productivity and spark creative ideas. However, risks exist along with the opportunities. It’s imperative for internal communication teams to help ensure AI is being used responsibly.
Do you know how AI is used in your organization?
If you are not sure how employees in your organization are using AI, you’re not alone. Forty-four percent of leaders don’t know how their teams are using AI, and 52% of employees “don’t want their bosses to know how they’re using it.”1 This begs the question of how much AI usage is flying under the radar.
The risks of unregulated AI use, or BYOAI
Unregulated AI use can cause security breaches, data privacy issues and compliance problems. What’s more, the impact of unregulated AI usage to an organization’s reputation and bottom line can be significant. Examples include an employee unintentionally sharing proprietary information externally or exposing the organization to malware or phishing attempts.
Those risks are especially troubling given the sheer number of employees leveraging AI tools. An estimated 75% of employees are currently using AI at work. Many are not disclosing the tools they are using or how they are using them.2 This phenomenon has been termed “bring your own AI to work,” or “BYOAI.” 2
Is your organization ready for AI?
The relatively rapid adoption of AI in the workplace has all the makings of a modern-day Wild, Wild West. Many organizations are charting a new AI landscape without clear rules or guidance. Only 26% of U.S. organizations report having a clear AI use policy in place. Another 23% call their policy a work in progress.3
And it’s not just how AI is being used at your organization that you need to be mindful of—it’s how your vendors and others are using it. Increasingly, AI is being baked into platform and software enhancements to introduce new features, functionality and performance improvements. While these things may be impressive, it’s important to understand how AI is being used by your vendors, the potential cybersecurity risks involved and the steps they are taking to ensure their platform is secure.
Our approach at JPL: responsible AI use
At JPL, we have been very intentional about our approach to AI. We realized early on that AI could be a competitive advantage, but also had potential risks. Our AI Pioneers group serves as an active forum where we explore and champion the responsible use of AI for our agency and our clients. We developed an acceptable use policy and maintain an approved technologies list, as well as provide ongoing education and knowledge sharing.
Within internal communications, we use AI to streamline data analysis, language translations and wireframe creation. The use cases for AI are many. All are backed by our promise to actively disclose the use of AI to our clients and ensure they are comfortable with the proposed use.
Why you need an AI policy now
If you don’t already have an acceptable use policy, now is the time to make that a priority.
Regardless of where you are in this journey of providing internal communications about AI, we can help you:
- Develop a responsible AI use policy
- Create AI use cases for your employees
- Develop an internal communications campaign to educate and engage employees on the proper use of AI
- Deliver AI use training
Take a measured approach to AI to maximize its value and minimize risks. This includes choosing the right tools and using them responsibly, cost-effectively and ethically. Communication and training will be key to the success of that policy in governing behaviors and mitigating risks.
Don’t leave AI governance to chance. Our consultants are ready to help you create a plan that maximizes the benefits of AI while minimizing the risks. Let us help you unlock the full potential of AI in your internal communications.
Sources:
1 2024 Work Trends Index Annual Report from Microsoft and LinkedIn, May 8, 2024
2 Why You Need an AI Policy, Articulate, August 23, 2024
3 Majority of US Workers Are Already Using Generative AI Tools—But Company Policies Trail Behind, The Conference Board, September 13, 2023
