Are Your Teams Using New Tools Without a Plan?
The right plan doesn't have to be complicated and time-sucking. Start with these 5 simple steps.
Let's face it. The phrase “AI governance” sounds like corporate legal stuffiness and a lot of red tape. For small to mid-sized companies, it brings to mind rigid policies, heavy-handed control, and zero day-to-day meaningful or enjoyable work.
That was my first reaction when I read a LinkedIn post from a business tech attorney. His suggestion to form an AI governance team made sense, but it seemed impractical for many of us. But then I really thought about why he recommended it.
Why? Because AI tools introduce complexity and risk at a speed we haven’t experienced before. The impacts to our company and our customers are very real. No one reads providers' Terms of Service and that’s where the risks are buried. I published my recent email about ChatGPT’s Connectors as a LinkedIn newsletter.
An attorney immediately commented:
"Linda Rolf is right - read the fine print.
As I often (half-jokingly) say: if someone was paid good money to write it, you should take time to read it and try to understand it.
Clicking, signing, and/or connecting without fully grasping the potential ramifications and security issues can cause problems, not just for you, but for your organization as well.
Pause. Read. Question. Think. Inquire.
Then, if you're comfortable with the potential consequences, proceed.
What seems like a quick, convenient click today, could cost you hours and money to clean up later."
The Simple 5-Step AI Action Plan
We all need a simple plan to avoid data privacy and security pitfalls we don't see coming.
Step 1: Set the Tone With a Simple Statement
You don't need some big announcement or wasteful meeting. Try something like:
"We all know that AI tools are exciting and have amazing possibilities for all of us. But we also recognize that they create significant risks to our company and our customers when they aren’t used carefully. We’re going to start with some basic guardrails and go on from there. We’re not going to stifle innovation and curiosity. We’re just going to make sure we use AI tools wisely."
What you’ll gain from this step: You're setting the tone for your company's AI future and inviting everyone to participate.
Step 2: Find Out What's Really Going On
Ask yourself and your team these 3 questions:
What AI tools are currently being used (both approved and unapproved)? This isn’t to embarrass or single out anyone for experimenting with AI tools. Shadow IT and shadow AI are a fact of business life. That’s what you’re going to discover and benefit from.
What data is currently being uploaded and shared with these AI tools?
What problems are team members trying to solve with these AI tools? The opportunity to uncover day-to-day improvements is tremendous.
What you’ll gain from this step: You can’t manage what's happening every day until you know exactly what that is. Asking questions and involving everyone builds trust and sets the stage for the right decisions.
Step 3: Set the Non-Negotiables
Define clear guardrails:
What data should never be shared with any AI tools?
What decisions should never be made solely based on AI output or suggestions?
Who approves new tools before they are used by anyone?
What you’ll gain from this step: Everyone starts with the same ground rules and understands why they are important.
Step 4: Bring in the Right Expertise If You Don't Have it
You don't need a full-time AI expert. An outsourced fractional CIO or vCISO for a few hours each month will be invaluable in getting your AI action plan off the ground.
It's easy to tell your folks they need to be responsible AI users. Teaching them why it matters is where smart business leaders rise above the rest.
The right AI partner will help you create a practical knowledge-sharing program. Your team will learn the basics of AI. The more they're exposed to how AI works the more responsible and thoughtful they will become in its use.
What you'll gain from this step: The right team member will keep the momentum going. Creating a knowledgeable team is the difference between reactive doers and strategic thinkers.
Step 5: Choose an AI Point Person
You don't need a cumbersome committee that only slows things down. You have a business to run. You don’t need one more thing on your to-do list. Simply choose one skilled, collaborative person to keep the plan on track. Make them accountable for:
Monitoring AI tools in use
Coordinate requests for new tool evaluation and approval
Document and report concerns and possible risks discovered
Serve as the communicator between business and technology folks
What you'll gain from this step: The collaborative team member will ensure the right balance of oversight and strategy.
Putting It Together
AI has the potential to take us places we haven’t even imagined yet. But AI isn't just about tools. It's about sound decisions, data safeguards, and strategic leadership. It doesn't matter if you're a team of 1 or 10,000, creating and implementing a practical AI action plan is one of the smartest business moves you can make today.
Start with one step at a time. Small actions make momentum naturally happen.
What's your first step?
Thanks for reading, sharing, and commenting.
After more than 4 decades in the business technology world, I'm still excited every day about the changes and challenges company leaders face. I like technology, but I love business even more. At Quest Technology Group we never lose sight of the simple principle that technology's job is to serve your business, not the other way around.
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