In the rush to adopt AI tools like Copilot and ChatGPT, many organisations overlook a critical step: setting clear, strategic guidelines for responsible use.
An effective AI policy doesn’t stifle innovation but rather provides the framework for safe, ethical, and confident adoption. It defines what’s acceptable, what’s off-limits, and who remains accountable when AI contributes to workplace writing.
What Should an AI Writing Policy Cover?
A robust policy should:
– Define approved use cases such as internal drafts, tone adjustments and brainstorming as well as clarify restricted areas like legal advice, medical documentation, or client-sensitive material.
– Set clear rules for data input by specifying that no personally identifiable, health, financial, or confidential data should be entered into AI platforms unless securely integrated.
– Establish human oversight by requiring review and final sign-off on AI-assisted documents, especially those sent externally or involving complex decision-making.
– Clarify authorship and transparency by detailing when and how to disclose AI involvement in writing.
– Encourage consistency across departments to avoid siloed adoption and maintain professional standards.
How to Develop a Policy That Works
Most organisations can draft a usable first version in 4–6 weeks to allow time for consultation, feedback and revision. Writing an AI policy is a collaborative process that should be co-created by:
– Legal and compliance teams – to address regulatory and confidentiality risks
– IT and data security teams – to assess tool integration and data handling
– Communications or content leads – to align with tone, voice, and writing standards
– HR or learning teams – to support implementation and training
How to Communicate AI Policy to staff
Once approved, a policy is only as useful as it is understood and applied.
Consider:
– A short explainer video or Q&A session with team leads
– Live or recorded training sessions showing how to use AI within policy limits
– A cheat sheet or internal FAQ for daily reference
– Encouraging champions across departments to model responsible use
An AI writing policy shouldn’t feel like red tape — it’s the guardrail that keeps your team creative, compliant, and cohesive.
Want help drafting or rolling out an AI communication policy across your organisation?
We offer tailored consulting and training workshops to support safe and strategic AI adoption.