AI at work: the rules on one page
A free, printable one-page summary of the rules for using artificial intelligence (AI) tools at work, a companion to our Learn page on the AI usage policy. Fill in the blanks, print it and put it where your team will see it. No sign-up needed.
This page is a reminder, not a full policy. For the full rules your staff read and sign, use the AI Policy Template.
| Business name | |
|---|---|
| Our approved AI tools | |
| Ask before using anything new | |
| Report AI mistakes to |
1. Go ahead, ask first, never
| Go ahead | Ask first | Never |
|---|---|---|
| Drafting emails and documents that you check before sending | Anything sent in our name for the first time | Putting anything in section 2 into an AI tool |
| Summarising public information | An AI note-taker in a meeting (everyone agrees first) | Making the final decision about a person |
| Brainstorming, and checking spelling and plain English | Images, audio or video for marketing | Creating reviews or testimonials |
2. Never put these into an AI tool
- Customers’ personal details
- Staff and job applicants’ details
- Confidential prices, plans and contracts
- Anything shared with us in confidence
- Passwords and security details
- Social Security or National Insurance numbers, card and bank details
3. Check before you send
- Facts and figures: against the original source, never against the AI
- Quotes and sources: open them and confirm they exist
- Claims about us: against our own records
- Translations: checked by a fluent speaker
- Once it is live: look at it again
You own whatever you send, with or without AI. Report a mistake quickly; a genuine mistake reported promptly never gets you into trouble.
Take it further
Plain Standards: plain-English ISO templates and unaccredited remote certification, built by a company director of over 30 years.
- AI Policy Template: the full staff rulebook in Word, with a traffic-light table, a checking table, a worked example and a sign-off sheet. plainstandards.com/products/ai-policy-template
- Employee Onboarding Checklist: brief every new starter on your AI rules in their first week. plainstandards.com/products/employee-onboarding-checklist
More free Learn pages and printables at plainstandards.com