Starter AI Use Guidelines

A plain-language, editable starting point for your team's rules on AI tools at work, covering privacy, confidential information, review of output, disclosure and approved uses, with guidance on every choice.

Who it is for

• Business owners and managers whose staff already use AI tools, or soon will, and who need clear rules in writing.

• Office and operations managers asked to "put something together" on AI use.

• HR, training and compliance professionals who want a short, readable starting point to adapt.

• Supervisors and team leads who need to answer staff questions about what is and is not allowed.

The problem it solves

Staff are using AI tools at work with or without rules. Without guidelines, private customer and employee information gets pasted into tools, confident but wrong answers reach customers, and careful staff avoid useful tools while others take risks. Large-company policies are long and written for teams a small business does not have. This kit gives you an eleven-section starter in plain language, explains the five decisions every business must make, and shows a finished example. It names no AI products, so it stays valid when tools change.

What is inside

Starter AI Use Guidelines (PDF, 18 pages)

• Copyright and License, contents and how to use the kit (2 pages)

• Why a small business needs AI guidelines, and what makes them work (1 page)

• Adapting the starter in six steps (1 page)

• The five decisions: tools and accounts; what AI may be used for, with examples from six workplace settings; privacy and confidential information, with a before-and-after example; reviewing AI output; disclosure, with sample wording (5 pages)

• The starter guidelines: eleven sections with highlighted choices and a "how to adapt it" note for each (3 pages)

• Filled-in example from a bookkeeping office (1 page)

• Staff quick-reference card (1 page)

• Approved tools register and staff acknowledgment (1 page)

• Rollout: your first 30 days, a 30-minute launch session and answers to common staff questions (1 page)

• Common mistakes and a six-month review checklist (1 page)

Starter AI Use Guidelines (Word, 10 pages): the full guidelines with highlighted choices to replace and guidance notes to delete, the quick-reference card, the approved tools register and the acknowledgment form.

How to use it

1. Read the guide pages and make the five decisions.

2. Edit the Word guidelines, replacing every highlighted choice.

3. Review the finished guidelines with your leadership and legal advisor; this is not legal advice.

4. Launch with a 30-minute session, the quick-reference card and signed acknowledgments, then review every six months.

Formats and file types

• PDF (US Letter, print or screen), 18 pages

• Word document (.docx), 10 pages, opens in most word processors

• Licensed for use within your organization

• A starting point to review with your leadership and legal advisor; this is not legal advice.

Frequently asked questions