Since the dawn of time, people have used tools to help them get work done.
That is why shadow AI is unlikely to disappear simply because an organisation tells people not to use unapproved systems.
Employees will simply find another way if AI is difficult to access or poorly understood. Therefore, from a governance viewpoint the challenge is therefore more complicated than blocking websites or publishing a policy. Organisations need to understand why employees are turning to unsanctioned AI in the first place.
- Are they trying to solve a legitimate workplace problem?
- Do they know which tools are approved?
- Do they understand what information is safe to enter?
- Is the approved system meeting their needs?
A blanket ban can sometimes create the illusion of control while pushing AI use underground where it is even more difficult to manage. A better approach is to create safe pathways by:
- Giving employees useful approved tools.
- Explaining the boundaries in practical language.
- Providing examples of what can and cannot be entered.
- Making it easy to ask questions.
- Reviewing policies as technology changes.
- Involving employees in identifying the AI applications they actually need.
Governance works better when people understand the reason behind the rule.
Be AI-Wise
The goal should not be to eliminate experimentation but to make safe experimentation easier than unsafe experimentation. If employees feel they need to hide their AI use, organisations lose visibility into both the risks and the opportunities.
Leadership question:
If an employee finds an AI tool that could save them hours each week, do they know how to get it assessed and approved?
GAPS Professional Writing helps organisations build practical AI capability, strengthen workplace writing and redesign workflows for effective human-AI collaboration. Visit www.gapswriting.com.