🔆 Future-Proofing the Present: AI Usage Policies

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🗞️ Issue 28 // ⏱️ Read Time: 6 min

Hello 👋

In this week's newsletter, Team Lumiera draws on our extensive experience in AI governance to guide you through the world of AI Usage Policies. As AI becomes ubiquitous in business operations, these policies are no longer optional—they're essential safeguards that drive innovation.

What is an AI usage policy?

With AI becoming more widely used in our organisations, the new normal is to operate in an ever-changing environment and for employees to solve problems as they arise. These solutions are often inconsistent and imprecise because they lack goals and guidance. It can also lead to scenarios where risks are overlooked or the response to the problem is too slow.

An AI usage policy is a set of guidelines and rules created by an organisation to streamline how artificial intelligence technologies are used within the company. It provides a framework for employees, managers, and other stakeholders to understand the appropriate and responsible use of AI tools and systems. It provides clarity and helps ensure that AI is used in a way that aligns with the organisation's values and objectives.

Why AI Usage Policies Matter

Recent reports indicate that only 15% of businesses have established AI usage policies, and many more are considering adopting policies for responsible AI use. Wherever your organisation stands, our team is here to help you take the next steps in navigating the use of AI in your company.

🔆 Competitive Edge: Capture emerging opportunities by quickly and confidently adopting AI with clear guidelines.

🛡️ Risk Mitigation: Protect your organisation from legal, ethical, and reputational risks.

🤝 Trust Building: Cultivate confidence among stakeholders by demonstrating your commitment to responsible AI.

⚡️ Innovation Enablement: Equip your team with a responsible AI framework that boosts productivity, optimizes workflows, and sparks creative solutions to old (and new!) problems.

How to get started

Drawing from our work with diverse organisations, Team Lumiera has put together a guide for creating robust AI policies. Whether you're just beginning to explore AI usage policies or are well into their implementation, this offers valuable insights to enhance your approach:

1. Define Scope and Objectives

   • Clearly outline which AI technologies and applications are covered

   • Establish goals for AI use aligned with organisational values and strategy

2. Embrace Imperfection and Accessibility

   • Start with a policy that doesn't have to be perfect from day one

   • Use plain language and focus on top-level points

   • Make the policy easy to find, such as within existing frameworks

3. Provide Guardrails, Not Roadblocks

   • Recognise that employees will likely use AI regardless of policy

   • Balance clear directives with language that fosters innovation

   • Make sure that the policy speaks to all the different parts and roles of your organisation

4. Implement Robust Security and Ethics Protocols

   • Develop strong safeguards for AI systems

   • Address fairness, transparency, and accountability

   • Create incident response plans for potential AI-related issues

5. Involve the Right Stakeholders

   • Engage diverse experts: technologists, ethicists, legal experts, and end-users

   • Let teams share how they use AI and explain their understanding of business value

6. Address Key Risk Areas

   • Focus on data protection, especially regarding training data usage and unintended exposure of sensitive information

   • Implement privacy-by-design principles

   • Consider sector-specific approaches to data input and usage

7. Plan for Continuous Evaluation and Training

   • Regularly review and update the policy as AI evolves

   • Design ongoing AI literacy programs for all levels of employees

   • Stay agile to adapt as new challenges emerge

Ready to develop or improve your organisation's AI usage policy? Contact us here for a personalised consultation with our expert team.

Until next time.
On behalf of Team Lumiera

Emma - Business Strategist
Sarah - Policy Specialist
Allegra - Data Specialist

Lumiera has gathered the brightest people from the technology and policy sectors to give you top-quality advice so you can navigate the new AI Era.

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