Managing the Use of AI in the Workplace
AI has well and truly made its way into our lives - at home, in business, in school (according to my teens….) and everything in between.
Whether you're using it to brainstorm ideas, shortcut admin tasks, or (let’s be honest) figure out what to cook for dinner, artificial intelligence is changing the way we work.
But here’s the thing: while AI tools like ChatGPT can be powerful and downright fabulous, they also bring a new set of challenges for business owners.
From privacy concerns to reluctant team members and questionable content quality, the use of AI in the workplace is something that needs real thought.
So, how do you actually manage AI use across your team, keep things ethical and efficient, and avoid heading into the wild west of automation chaos? Let’s unpack it.
AI Is Everywhere (Whether You Like It or Not)
If you’re not using AI in your business yet, chances are your team is, or your competitors definitely are.
From writing job ads and internal comms to generating reports and streamlining recruitment processes, AI is creeping into everyday workflows in big and small ways.
Some business owners are diving in headfirst, creating custom GPTs to automate repetitive tasks and save their team hours each week. Others are taking a more cautious approach. Either way, this stuff isn’t going anywhere, and it’s no longer a case of if your business uses AI, but how.
The Real-World Snapshot: What’s Actually Happening
Here’s what’s playing out behind the scenes in small businesses right now:
- Team members are using AI to write reports and emails – often without saying so.
- Job seekers are submitting AI-generated applications, and sometimes forgetting to remove placeholder text like [INSERT COMPANY NAME HERE].
- Business owners are frustrated when staff submit work that’s clearly been whipped up in ChatGPT without context or clarity.
- Privacy concerns are rising, especially in industries like healthcare, legal, or finance.
- Some clients are actively prohibiting the use of AI in supplier agreements.
There’s a mix of excitement and nervousness. On one hand, AI has the power to slash admin time and increase productivity. On the other, it can create risk, inconsistency, and questions about job security.
What’s Holding Teams Back?
Not everyone’s embracing AI with open arms. In fact, you might be surprised by how much resistance some team members are showing.
Here’s what could be behind it:
- Fear of being replaced
Let’s be honest, AI makes some people nervous. If a tool can do in seconds what used to take them an hour, it’s natural for employees to worry that their role will become obsolete. Reassurance and communication are key here.
- Change resistance
Some people just hate change. Whether it’s AI, a new CRM, or moving desks, they dig their heels in. If this is your team, it’ll take some patience, a clear process, and strong leadership to bring them along for the ride.
How to Use AI Effectively With Your Team
There’s no one-size-fits-all answer, but here are a few strategies that are working really well in the real world:
- Create Custom GPTs for Repetitive Tasks
If your team needs to produce the same type of document, report, or note repeatedly, a custom GPT can save heaps of time. Think:
- Post-session notes
- Internal meeting summaries
- HR admin templates
- Job ad creation (yes, there’s a GPT for that too)
You get consistency, structure, and a serious time-saving boost, without losing the human touch.
- Use Built-in AI in Your Existing Tech
Most software platforms now come with some level of AI built-in. Microsoft Copilot is a good example. It can help draft documents, summarise emails, or build basic trackers in Excel. If you’re already paying for it, get your money’s worth.
- Automate SOP Creation
Need to document step-by-step processes? There are browser extensions that use AI to record your actions and turn them into easy-to-follow standard operating procedures (SOPs). Super handy if your team keeps everything in their heads and not in docs.
What You Need to Watch Out For
While AI can be incredibly useful, it’s not without risks. Here’s what to keep on your radar:
- Privacy and Confidentiality
Never let your team input sensitive client or business information into open platforms like ChatGPT. Even with privacy settings switched on, you need to treat these tools as public.
Set clear guidelines about what’s acceptable and what’s not.
- Accuracy and Oversight
AI makes mistakes. Sometimes weird ones. You still need someone reviewing AI-generated content to ensure it is correct, appropriate, and aligned with your business.
No tool can replace human judgement (yet).
- Quality Control
If your team starts relying too heavily on AI, the quality of their work can drop. Encourage your team to use AI as a starting point, not the final output.
Teach them to edit, contextualise, and make the work their own.
Addressing the Elephant in the Room: Your Policy
If you haven’t created an AI use policy yet, now’s the time. It doesn’t need to be pages long or overly formal, but it should cover:
- Where and how AI can be used in your business
- What tasks are off-limits
- How to protect sensitive information
- What level of human oversight is required
- What “quality” looks like in your business
Once your policy is in place, train your team on it. Set expectations clearly, and be open to feedback, especially from those who are hesitant to adopt new tech.
The Role of the AI Champion
Not everyone on your team needs to be a tech whiz, but it can help to nominate someone as your AI champion. This person:
- Explores new tools
- Stays across changes
- Tests what’s worth using (and what’s not)
- Brings ideas back to the team
It keeps things manageable, encourages innovation, and prevents you from going down endless tech rabbit holes.
The Bottom Line: Use AI With Intention
AI is not a magic fix for broken processes or unclear expectations. It’s a tool - one that can enhance your team’s productivity, creativity, and confidence if it’s used wisely.
Take the time to:
- Train your team
- Set clear boundaries
- Monitor quality
- Keep an eye on privacy and ethics
- Communicate the why behind your approach
It’s not about jumping on every new trend. It’s about finding the tools that actually make sense for your business—and using them to make work easier, not messier.
An invitation to join a thriving business community:
If you’d like to connect with other business owners, leaders and managers who also struggle with tackling tough conversations with their teams, I’d love you to join us inside our Facebook Group: HR Support for Australian Businesses. Can’t wait to meet you inside the group: https://www.facebook.com/groups/hrsupportaustralia
