Artificial intelligence is rapidly becoming a part of our everyday lives. In the workplace, it’s being used in several ways to assist employees with day-to-day tasks, speed up processes, and, in many cases, improve efficiency.
In this article, the UK’s top-rated company formation agent, Rapid Formations, explores why you should create guidelines on AI usage for your team.
What is AI being used for in the workplace?
Employees are using AI to streamline tasks, enhance productivity, and navigate the demands of a fast-paced work environment.
Generative AI tools in particular are rising in popularity. This includes applications like ChatGPT, amongst others, which is an AI language model in the form of a chatbot that can generate responses to questions that sound just like us, within a matter of seconds. From formatting spreadsheets, and composing emails, to drafting basic legal documents and translating languages – the app’s usage in the workplace is becoming much more commonplace.
And while two thirds of UK organisations are attempting to ban it, more than half of workers are thought to be using it without oversight.
Whether or not you’re concerned about its use, the reality is that AI is already finding its way into your workplace. The prevalence of AI is only set to increase, making it important for businesses to proactively manage its integration rather than resist its adoption.
So, with that in mind, let’s take a look at some of the considerations you should make around AI usage so that you can create clear guidelines for your team, helping them to embrace the benefits while mitigating the potential risks in your workplace.
Legal compliance
As AI technology continues to advance, regulatory bodies are grappling with how to govern its use.
At present, in the UK there are no formal restrictions in place regarding AI. However, this may soon change according to a recent Government whitepaper that indicated guidance was being considered to help regulate the use of AI in support of innovation.
In the absence of official legislation, establishing guidelines for your team and taking preventative measures now can help safeguard your business ahead of future regulations.
Data security and privacy
One of the biggest concerns for companies when it comes to AI usage is the security and privacy of data. Generative AI apps rely on data input from the user to identify patterns and output new data or content.
Your employees may be uploading company information to generate specific details or gain fresh content. It’s therefore crucial that your team are reminded that they could inadvertently be sharing confidential or commercially sensitive data with external parties who are using the same AI application.
What’s more, AI systems like ChatGPT may be vulnerable to hacking and other cybercrime. Employees must be made aware of potential security threats including the risk of fake ChatGPT browser extensions.
Make sure you assess and understand how your employees are or might be intending to use AI tools and ensure that they comply with GDPR as well as your own internal privacy and confidentiality policies.
You should also consider measures to safeguard against unauthorized access and take steps to protect the data that are inputted into these applications throughout their lifecycle since these apps continuously learn and adapt based on the data they receive and store over some time.
Source: zdnet.com
Inaccuracies and errors
As mentioned, AI applications, including language models, operate based on patterns and details provided to them. Not only this, but they are not usually updated with the latest information or real-time data, meaning that there is plenty of scope for inaccuracies and factually incorrect outputs.
Users need to take extra care to verify and validate the results they receive, looking out for potential errors or inconsistencies.
AI, while powerful, lacks the nuanced understanding and context that human intelligence brings. You should encourage employees to always critically evaluate AI-generated outputs and exercise their judgment, especially in situations where the consequences of errors could be damaging. It’s also important to stay up to date and aware of any changes within your industry that could impact the accuracy of results generated through AI.
Ethical considerations
Addressing ethics in AI is another vital consideration when establishing guidelines for your team.
In some instances, apps like ChatGPT can produce stereotypes or prejudices that could be inappropriate for the intended audience or purpose. This could cause offense or harm to certain groups and individuals.
Employers need to be conscious of the social impact of any content their team generates through AI, carefully considering the potential ethical implications. This is a factor that should be prioritized as part of a robust content review process to prevent any reputational damage from occurring that could prove detrimental to your business.
Source: erp.today
Educate your team
Training is an essential part of using AI responsibly. You should offer clear guidelines to equip employees with a basic understanding and awareness of what AI is, how it works, and what its benefits and potential risks are.
Ensure that your team understands the type of data that can and cannot be used and how they should take measures to keep data secure.
Several online resources and webinars can help guide the responsible use of AI in the workplace. Be sure to regularly check in with your team to alert them of any changes or developments that could impact AI usage such as updates to the apps or emerging regulations so that your team remains informed and aligned with best practices.
Final thoughts
Establishing guidelines for your team not only promotes the responsible use of AI but also maximizes the benefits of these tools, fostering innovation and productivity within your business.
By ensuring that your team is aware of the potential risks involved and understands what they can do to mitigate them, you can optimize the results AI can deliver whilst safeguarding your company from any negative consequences.
Make sure to periodically review and update your AI guidelines so they remain relevant and at the forefront of employees’ minds.
