By Jennifer Tanguay, PHR, SHRM-CP, Pacific Crest Group HR Consultant
Thank you for reading this post, don't forget to subscribe!Artificial intelligence (AI) is used in more places than we might imagine – healthcare, education, real estate, ChatGPT, internet searches, and technology companies. The leading internet browsers – Google Chrome, Microsoft Edge, Mozilla Firefox, and Apple’s Safari – use generative AI to summarize search information. Some also provide AI-assisted tools like translation, text composition, and integrated chatbots.
Whether or not you know it, AI is very likely used in your company every day. With no current comprehensive federal or California laws on the use of AI, and those that do exist primarily focus on research, development, and review of AI technology use in defense, aviation, and technology companies, employers need to protect their companies from unnecessary risks by developing AI policies and provide guidance on AI use in their company.
Like any new technology, AI has enormous potential for growth and efficiency. Your employees may already use AI to schedule meetings, set calendar reminders, take and summarize meeting notes, sort email, update to-do lists, generate reusable templates that improve processes, or even automate inventory restocking. These efficiencies allow employees to focus on strategic business goals, providing more meaningful work, development opportunities, and increasing engagement.
However, as the current frontrunner of disruptive technology, AI also brings increased risks. Employees may use AI to create work content, edit business text, photos, or videos, or draft a strategic initiative or project plan. They might also use a business’s original marketing content to develop product descriptions, generate and schedule social media posts, make variations for use on different sites, or develop content based on trending hashtags and topics. AI can write job postings and screen resumes, and external and internal candidates may use AI to write resumes or prepare requested interview materials.
- AI can introduce unforeseen risks like biased decision-making, false information, and unintended consequences from unverified information. A policy proactively helps identify and manage these risks.
- AI may utilize sensitive data without authorization, and a policy can establish guidelines to safeguard user (customer, client, and employee) information.
- AI can unintentionally be used to perpetuate biases in hiring, performance review summaries, rankings, and training information. A policy promotes the responsible development and deployment of AI systems and content.
- These risks of unethical use, including patent or copyright infringement, exposure of trade secrets, data privacy, hiring and promotion bias, create legal exposure that your business can’t afford.
An AI policy provides a framework for educating employees on appropriate use and potential issues. A clear policy outlines who is responsible for AI decisions within the company, increasing transparency and accountability. By demonstrating responsible AI practices, a company builds customer trust and gains a competitive edge. An AI policy can align and integrate AI initiatives with the company’s overall business goals and objectives and, more importantly, manage potential risks and legal and regulatory compliance.
To safeguard your company’s reputation and promote responsible use and innovation, if you haven’t already, now is the time to implement an AI policy. Our HR team at Pacific Crest Group is here to help you draft an AI policy and talk through best practices in your company.