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Communicating AI Usage: The Do’s & Don’ts, The Why & Why Not

Dafna Arad

External Contributor - Internal Communications Expert

July 3 2024

Unsure of how to go about communicating AI usage to your colleagues? Dafna's deep dive into the topic has you covered.

The most mind-blowing revolution is unfolding right now within your company’s communication gaps: Artificial Intelligence.

Just look around you and you’ll see it everywhere. Even if you can’t recall giving employees the green light to try it, most of your colleagues are already using AI extensively to get their work done. 78% of AI users are bringing their own AI tools to work, according to the latest Microsoft report, and “52% of people who use AI at work are reluctant to admit to using it for their most important tasks”.

Don’t panic, it’s a good thing! I'd be worried if they weren’t.

It’s also great that you’ve finally decided to learn how to communicate AI usage at your company. 

In this guide, I’m going to give you the basic do’s and don’ts, touch on the why and the why not, tell you who you need to collaborate with, and outline the best way to communicate on this subject.

I’m also going to empower you to use these tools yourself to elevate (and secure) your career.

It’s an article in the genre of change communication, but if you wait too long, we might be moving into the crisis communication genre.

So, what are we waiting for? Let’s do this!

Generative AI: The game changer

AI in the workplace is a hot topic. Gen AI is the shiny new toy everyone wants to play with, with 58% of knowledge workers wishing their employers were more open to AI implementation, especially those in the IT (80%) and technology (76%) sectors, according to the 2024 State of Business Communication report by Grammarly.

Does this mean it’s a must? Or should you listen to those voices forecasting that it’s bringing us closer to the end of work as we know it – or worse, that it poses an “extinction-level threat” on humanity? (Come on! It was just one report, nothing to worry about… right?!)

Generative AI stormed into our lives in November of 2022 with the launch of OpenAI’s ChatGPT. This wasn’t just tech news; it was a seismic shift. It had 1 million users in just five days. Within two months, it reached 100 million registered users, and suddenly it wasn't just for computer science researchers – it was for everyone.

75% of knowledge workers already use AI at work.

Users were amazed with its capabilities and quality of outputs from their first prompts. Generative AI can produce text, code, images, music, or video based on the vast amount of data it has been trained on. From ChatGPT to Midjourney, Gemini to Perplexity, there’s an AI tool for just about everything, and once you go AI, you can never go back.

With this powerful new tool comes significant risks and corporate concerns around IP, privacy, and accuracy. But you can’t stop progress.

Why banning AI usage is a bad idea

Did your company initially try to ban AI usage altogether?

You’re not alone. According to a Cisco survey, 27% of corporate policies banned Gen AI use, at least temporarily.

Which I think is both futile and unwise.

Please rethink this ban.

Banning Gen AI could drive it underground. Your employees are going to continue using it – without your consent and with their own accounts or devices, making it harder to control, manage, and regulate.

Remember this stat I shared with you? Let it sink in: 78% of AI users are bringing their own AI tools to work!

I believe orgs should equip their employees with the best tools available to do their work; there are simply too many benefits for this to be ignored.

Just set some ground rules first, establish a forward-thinking corporate policy on responsible AI usage – and communicate it clearly.

Communicating AI in the workplace: The do’s and don'ts 

The do’s

  • Responsible use: Explain the importance of ethical and responsible AI use. Communicate your company's commitment to using AI in ways that align with your values.
  • Involve employees: If you want employees (and execs) to get excited and engaged about using AI, involve them in the decision-making process. Create opportunities for open discussions and encourage employees to share their ideas.
  • Bust those myths: Not everyone on the team will embrace this change happily. Proactively address common fears and misconceptions about AI and clearly explain how their roles will or won’t be affected.
  • Provide resources: Communicate your company guidelines on how to use AI at work, and offer training and resources to keep your team updated on new AI tools and possibilities.

The don'ts

  • Overlook bias and discrimination: Don’t blindly trust AI outputs; encourage employees to question and check AI-generated information to prevent reinforcing stereotypes, discrimination, or disinformation.
  • Neglect privacy and data protection: Communicate laws and policies around data privacy clearly. Guide employees about how to protect your sensitive information, and what type of data they should never share in a prompt.
  • Engage in misuse: Make it clear that using AI for illegal activities is a big no-no! It’s against company policy and will have consequences. 
  • Ignore feedback and concerns: Don’t dismiss employee concerns about AI usage. Encourage open dialogue and address issues promptly to build trust.

Getting ready for an AI rollout

Now we’re getting serious.

Rolling out AI in an org requires collaboration across multiple departments.

You’ll need to work with your leadership and some key stakeholders you may not have met before.

Comms professionals, see this as your opportunity to grow and lead the future of work at your company.

This is your chance to secure your seat at the decision-making table, and become a trusted advisor on the subject.

1. First things first: get leadership buy-in 

Are they techno-optimists or pure pessimists? Microsoft says that “60% of leaders worry their organization’s leadership lacks a plan and vision to implement AI”. 

Understand their vision for AI,  and ask them to lead this internal AI revolution. Where do they stand? Do they want widespread AI usage? Do they want to integrate AI into products?

Do they want to highlight risks and enforce strict controls? Employees are eager to hear what they have to say.

Invite them all to a special Town Hall on this matter (+ Q&A), or announce this important shift with a special broadcast.

Let them navigate data privacy laws, intellectual property rights, and ethical considerations. They might want to invite all employees to attend their mandatory AI usage sessions; help them summarize their message, and communicate restrictions and legal issues clearly. 

Provide employees with a primary contact for reporting any IP or legal issues they might encounter (and they will!).

3. Work with your IT and procurement teams to vet and approve AI tools 

Procurement can identify top solutions and negotiate favorable terms with vendors, while IT ensures these tools meet your org’s security standards. Your role is to work with them to announce new tools to the right audience in the right channels. Things will move quickly from here; keep employees updated on AI tools used by various teams under the radar (no need to mention names!).

4. Work with HR and OD on consistent training 

Give employees and management opportunities to learn and grow. Invite them to creative workshops, courses, and webinars to keep them updated on AI tools and practices. 

Microsoft found that only 25% of companies are planning to offer training on generative AI this year.

Be the exception; support your team’s upskilling and invite them to collaborative hubs where ideas are exchanged and practical applications of AI are explored. 

Harnessing the power of AI

AI is here and it’s changing every aspect of work. Life. Content. Job titles. You name it.

Your mission is to nurture a forward-looking culture that embraces this change.

But you can do much more than simply announcing a new AI policy.

Your background might be in HR, PR, business or journalism, nothing too tech-y, but that doesn’t matter now.

Learn all about AI, become an expert and start prompt-engineering your way to success.

AI empowers you to solve deep problems and build special tools and solutions your company can benefit from, like never before.

All you need is to dare to make a difference.

Think of new ways you can empower your org. Get recognition. Change your status. Secure your position. Or create a new path for yourself and your company.

This is your chance to lead by example. With responsibility. Creativity. And your unique human intelligence.

Don’t miss it!

 

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