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Employee-AI-Guidelines-Quick-Reference

Updated June 2026

Short, practical do's/don'ts for any employee using AI tools at work.· Updated yesterday

EMPLOYEE QUICK REFERENCE

Using AI Tools at Work

What's okay, what's not, and who to ask

[Your Business Name]

Small Business AI Toolkit | Internal Use

Start here

This quick reference tells employees how to use AI without putting customers, coworkers, or the business at risk.

Use AI for drafts, ideas, and organizing work. Do not use it as a shortcut around privacy, accuracy, or manager approval.

IN PLAIN ENGLISH : The one thing to remember: AI can help you write the first draft, but you are responsible for the final work.

AI can save time. It can also create problems fast if you use it carelessly. Keep this page simple: protect company and customer information, check the work, and ask before you go too far.

The 3 Rules

Do not paste customer, employee, financial, health, password, or other private business information into a public AI tool unless your manager approved that exact tool and use.
Always review AI output before you send it, publish it, rely on it, or use it to make a decision for a customer, coworker, or applicant.
If you want to use a new AI tool for work, tell your manager first so the business can check cost, privacy, and account access.

Do This / Not This

Do This	Not This
Use AI to draft a customer reply, then edit it so it matches the real situation.	Do not copy and send an AI reply without checking names, facts, dates, or tone.
Ask AI to help brainstorm social posts or ad ideas from public information.	Do not paste your full customer list, sales numbers, or private campaign data into a public chatbot.
Use AI to clean up a job post or make it easier to read.	Do not let AI make the hiring decision or screen people without human review.
Ask AI to summarize a long contract or policy so you know what to review next.	Do not treat the summary as legal advice or skip reading the real document.
Use AI to suggest spreadsheet formulas or code, then test them on sample data first.	Do not run AI-written formulas, scripts, or automations on live data before testing.
Use AI to draft routine scheduling or reminder messages.	Do not promise dates, prices, refunds, or terms the business has not approved.
Use company-approved accounts when AI is part of your job.	Do not use a personal AI account for company work unless you were told it is okay.
Tell your manager if AI saves you time on a task so the team can reuse the idea.	Do not connect a new AI tool to company email, files, or calendars on your own.

If something goes wrong

Stop using the output if it looks wrong, misleading, biased, or unsafe.
Tell your manager right away if you pasted something private into the wrong tool or account.
Save the prompt, response, screenshot, or link if you can so the problem is easier to review.
If a customer was affected, do not try to hide it or fix it quietly on your own. Escalate it.

For example

Work task	Okay way to use AI
Replying to a common customer question	Ask AI for a friendly draft using no customer name, account number, or private details. Check the policy and edit before sending.
Writing a job post	Ask AI to make the draft clearer, then make sure the duties, pay, and requirements are true and fair.
Summarizing a long document	Use AI to make a reading checklist, not as a replacement for reading the real document.

FOR EXAMPLE : If the work affects a customer, applicant, coworker, price, refund, or promise, a person checks it before it leaves the business.

Words explained

Word	What it means
Public AI tool	An AI website or app your manager has not approved for company information.
Private information	Customer, employee, financial, health, password, contract, or business details that should not be shared openly.
AI output	The text, image, summary, formula, or suggestion an AI tool gives back to you.
Escalate	Tell your manager quickly instead of trying to fix a problem alone.

DISCLAIMER : This is general guidance, not legal, compliance, or HR advice. If your business handles regulated data or legal matters, check with a qualified professional for the rules that apply to your industry.

QUESTIONS : Questions? Ask [Owner/Manager Name]. If you are not sure whether something is okay, stop and ask before you paste, send, or connect anything.