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How to create an AI policy

The use of AI offers great efficiency and competitive opportunities that can increase productivity across your organisation. However, the technology also poses several challenges and risks related to security, ethics, sustainability, and legal compliance. That's why it's crucial to have a clear AI policy in place when implementing AI tools in your organisation.

Understand the technology 

AI is a technology that enables computers to automate tasks that previously required human intervention and intelligence. It creates systems that can learn, adapt and make decisions based on data. This includes data collection, pattern recognition, decision-making and continuous learning by analysing new data and results.

In this way, AI can be used to automate tasks, improve business models and simplify processes for finance and HR, as well as in the supply chain and IT department. Understanding the technology is the first step to safely and responsibly harnessing the benefits that AI can bring to your organisation.

 

“Understanding the technology is the first step towards safe and responsible utilisation of the benefits AI can bring to your business

 

Develop an AI policy 

The next step is to develop an AI policy that governs how your organisation uses AI with a focus on ensuring ethical standards, privacy, security and fairness. This involves: 

Identifying the needs and goals of the business. What is your company's overall strategy, what goals do you want to achieve - and how can the use of AI support this? Conducting workshops with key stakeholders to identify the uses and expected outcomes of an AI implementation. 

Involving relevant stakeholders in policy development. A cross-functional working group with representatives from, for example, IT, HR, legal and other relevant business units give you access to different perspectives and expertise within your organisation. 

Define ethical guidelines and principles. A policy ensures that AI is used in a responsible, fair, transparent way. Define how AI decisions will be made and monitored to avoid bias and discrimination. 

Security measures and risk management. Develop a security strategy to minimise risks and protect data. You do this by identifying risks, developing security protocols, implementing data protection measures, and establishing processes for monitoring and updating security procedures. 

Legal compliance. Make sure you are aware of relevant laws and regulations that need to be followed, such as the GDPR, industry-specific regulations and upcoming AI legislation. Establish a process for continuous policy review to ensure compliance even as legislation evolves. 

A clear AI policy strengthens trust with customers and employees by clarifying responsibilities and creating guidelines for violations. In addition, including sustainability goals in the policy that give you climate benefits and reduce environmental impact can further strengthen trust. 

 

“What does the company's overall strategy look like, which goals do you aim to achieve – and how can the use of AI support this?”

 

Implementation and follow-up 

The AI policy is in place, what happens next? The first step is to embed it in your organisation. Create awareness and train employees by explaining what the AI policy contains and why it is important. Make sure everyone understands the benefits of responsible AI use and the risks you face if the policy is not followed.

Tailor the training depending on the department, role and prior knowledge. The IT department may need more insight into data protection and privacy, while other departments need to focus more on usage and ethics. Technology is also evolving rapidly. Therefore, it is wise to implement regular updates, training and policy reviews.

 

“Ensure everyone understands the benefits of responsible AI use and the risks you face if guidelines are not followed”

 

As with any change, especially when it comes to security and user behaviour, it is important that management actively supports and communicates the importance of following the guidelines set out in the AI policy. Leaders who lead by example increase the likelihood of employees adhering to the guidelines and minimise the risks of violating the policy, for example by uploading sensitive company data to AI models that are not approved under the company's AI policy. It's also helpful to have a resource bank and clear points of contact so employees know where to turn if they have questions. 

Next steps

An AI policy governs how your organisation uses AI responsibly, with a focus on ethics, privacy, security and fairness. Technology is evolving rapidly, and it is important to continuously review and update your policy to adapt to new challenges and technologies. It's also important to ensure that you take the whole organisation along for the ride and continue to train your staff to avoid your AI policy becoming a forgotten desktop product. Only then can you realise the efficiencies and competitive advantages that the smart use of AI would bring to your business. 

Don’t have the expertise in-house? We are happy to help you! 

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