Reality Check: AI Is Already in Your Office
Newsflash: AI Usage in the workplace is already happening – right now, today. Whether it’s approved or not, AI is lurking its way into workflows faster and faster. So, the real question isn’t if your company should adopt AI; it’s how you can take control of it before it controls you.
Let’s break it down.
How Your Employees Are Using AI (Without Telling You)
Your team isn’t waiting for a company-wide AI strategy. They’re already knee-deep in ChatGPT, Grok (X’s AI tool), Microsoft Copilot, and who-knows-what-else.
What are they using it for?
- Automate the boring stuff: Think email drafting, meeting summaries, and spreadsheet wrangling.
- Write content faster: Blogs, RFP responses, and customer emails are getting the AI assist.
- Analyze data like a boss: AI-powered tools are crunching numbers and predicting market trends faster than Bob in accounting.
- Solve problems instantly: Instead of asking a colleague, they’re asking AI how to fix that stubborn Excel formula (and honestly, can you blame them?).
The problem is that they are putting business data into public AI. Is this a risk for you? AI usage in the workplace is making their jobs easier – and if used wisely, it can make your entire business more efficient. But if left unchecked, it can also introduce security risks, compliance headaches, and a whole lot of “oops” and “Uh oh” moments.
How to Identify AI Usage in Your Organization
If AI use at your company is like a teenager’s internet browsing history – mysterious and slightly concerning – it’s time to dig in. You can’t manage what you don’t measure so start by getting visibility into what’s already happening.
Here’s how to get a clearer picture:
- Promote responsible use and innovation: The last thing you want to do is discourage your team, so create positivity around the topic of AI. Don’t stifle their innovation.
- Conduct an internal audit: Find out what AI tools employees are using (officially or unofficially).
- Check for red flags: Sudden spikes in productivity, weirdly polished emails, or eerily insightful reports might be clues.
- Use monitoring tools: Track software usage and data flow to see where AI is sneaking in.
Put Some Guardrails Around AI (Before It Goes Off the Rails)
Once you know how AI usage in the workplace is being consumed, it’s time to put some governance in place. Otherwise, you risk everything from accidental data leaks to employees making critical decisions based on AI-generated nonsense. AI isn’t the Wild West it just feels that way without clear policies.
- Create an AI policy: Define the AI tools you want to allow and what’s not allowed. Define how data privacy and security are handled.
- Set approval guidelines: Identify which AI tools are safe for work and which should stay in the “absolutely not” category.
- Educate your team: If you don’t want employees pasting confidential info into ChatGPT, make sure they know the risks.
Give Employees AI Tools They Can Use (Without the Risk)
Want to stop rogue AI usage? Give your employees approved AI tools that meet security and compliance standards. Our recommendation: Microsoft Copilot: Works seamlessly with 365 apps and has enterprise-grade security – the only one in the market that we trust. Pair these tools with training and support so employees actually want to use them instead of sneaking around with random AI apps. Your line of business application has likely created AI your employees will find useful.
The AI “Gotchas” You Need to Watch Out For
Employees might accidentally expose sensitive company data—think salaries, trade secrets, or customer information.
- AI models can store and learn from inputs, which means private data might not stay private.
- AI isn’t always right and bad decisions can be made from bad AI advice.
- Cybercriminals are using AI too. They might clone identities, eavesdrop on sensitive communications, or find new ways to breach your systems. Keep your eyes ready, and implement security awareness training (like a KnowB4) to help.
You can help mitigate these risks by implementing multi-factor authentication, regular security audits, and employee training on data privacy best practices.
Final Thoughts
Your team is already using it, and it’s time for you to take charge. Identify what tools are in play. Establish governance and security measures while offering approved AI tools that keep the data safe. And please, educate your employees on how to use AI safely, effectively and efficiently. By getting ahead of AI now, you’ll not only reduce risks but can also be great for your business. The alternative? Playing whack-a-mole every time someone pastes sensitive data into ChatGPT – not a fun game – so get your cybersecurity team involved.
Be smart about AI. It’s here to stay, so use it wisely.
