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Draft notes for an AI usage policy

Having a policy for AI usage in the workplace is important. Below are some gathered notes, a sketch of a first draft of a policy.

Table of contents

Decide when to use it

  • Start with the problem rather than AI as the solution.
  • Decide where on the spectrum of “never use AI for this task” to “always use AI for this task” this task falls.
    • Consider whether the task requires thinking, evaluation, experience.
  • Be able to articulate why we’re using it for this task.
  • Use it to learn and explore rather than to provide answers.

Use it thoughtfully

  • Do a quick pros/cons analysis of using it for this task.
    • Is the trade-off acceptable, and why?
  • Be clear on what’s being automated, the inputs, and the outputs.
  • Have a hypothesis, an expected outcome, success criteria.

Review the output

  • Recognise the potential for bias and errors.
    • Errors and confabulation are particularly likely around details and specifics, and for niche topics.
    • Check for relevance, accuracy and consistency, errors and omissions.
    • Be particularly wary of plausible nonsense.
  • Use a verification checklist.
  • Measure the outcome to see whether using AI made a material improvement to the task.

Be a considerate coworker

  • Share respectfully and thoughtfully.
    • Only share things we’ve reviewed thoroughly.
    • Share a distilled summary or a link, not raw LLM output.
    • Watch for effort asymmetry, and share it only when requested.
  • Realise that the responsibility, accountability, and reputation risk remains with us, not the AI.
  • Share how we used it for task.
    • The facts, not opinions and predictions.
    • Include our context and our intended outcome.
  • Treat questions and concerns with respect, kindness, and dignity.
    • A friendly, non-judgemental, approach.

An incomplete reading list