Why Your Business Needs an AI Policy

Artificial Intelligence (AI) tools like ChatGPT, Gemini, and others are rapidly becoming part of daily work for employees across industries. From brainstorming and drafting emails to summarizing research, these tools can save time and spark ideas. But with their growing use comes new risks and responsibilities. That’s why more and more businesses, Total Solutions included, are adding AI policies to their employee handbooks.

Who Should Consider an AI Policy?

If your team is using, or even thinking about using, AI tools in their workflow, an AI policy is worth considering. This includes:

• Small businesses whose employees might use AI for efficiency in marketing, communications, or reporting.

• Professional services firms (law, finance, consulting) where confidentiality is critical.

• Creative and marketing teams that use AI for content ideas or first drafts.

• Any business that wants to stay proactive about setting clear expectations around new technologies.

The truth is, if your employees are curious, they’ve probably already experimented with AI. Setting clear guidelines is less about restricting innovation and more about giving them the confidence to use these tools responsibly.

Why Your Business Needs an AI Policy

AI can be an incredible asset—but without guardrails, it can create risks. A well-crafted policy helps:

• Protect sensitive information: Employees should never input confidential company, client, or employee data into AI platforms.

• Maintain quality and accuracy: AI-generated outputs aren’t perfect. Encouraging staff to review, edit, and apply judgment ensures the final product reflects your brand and standards.

• Clarify expectations: Employees know when and how AI can be used (whether for brainstorming, summarizing, or drafting) and when it should not replace human expertise.

• Stay ahead of compliance needs: As regulations around AI evolve, having a policy in place demonstrates responsibility and foresight.

Think of it this way: AI is like a power tool in your business toolbox! It can help you move faster, cut through challenges, and expand what’s possible, but only if everyone knows how to use it safely.

Total Solutions' Perspective

At Total Solutions, we recently added an AI policy to our own handbook. Our guidelines encourage employees to use AI for research, brainstorming, and content outlines, but with two clear expectations: review everything for accuracy, and protect sensitive information. It’s about balance; leveraging the efficiencies of AI while maintaining the human expertise our clients trust.

How We Can Help

Developing policies around new technologies can feel overwhelming, but you don’t have to do it alone! Total Solutions can help your business:

• Assess how your team is currently using AI tools.

• Identify the risks and opportunities specific to your industry.

• Draft a clear, practical AI policy that sets expectations and protects your business.

Ready to explore adding an AI policy to your handbook? Contact Total Solutions today! We’ll help you create guardrails that keep your business safe while embracing the future.