Write AI usage guidelines for your team

Manager · Time: 20 min · Productivity

Tools that fit this task

• ChatGPT $20/mo
• Claude $20/mo
• Gemini in Google Docs $14/mo
• Synthesia $29/mo

Prompt

Role: you are a manager writing AI usage rules for your team in plain language.
Context: the team is {{department and what it does}}, it uses {{list of services and account types}}. Data the team works with: {{list of data types}}. Especially sensitive: {{what exactly}}.
Task: write a one-page guide: 1) what can be given to AI, 2) what is forbidden, with three examples from our work, 3) how to anonymize data before pasting, with a before and after example, 4) how to turn off training on our data in our services, 5) whom to ask when in doubt, 6) what to do if sensitive data has already gone into a service.
Format: up to 350 words, short sentences, no long dashes, no generic phrases. Every point starts with an action.

Steps

1. List the AI services the team uses and on which accounts: personal free, personal paid, corporate
2. List the data that must never go into public services, with examples from your own work
3. Give the assistant these facts with a prompt for a one-page guide
4. Get the guide: what is allowed, what is forbidden with examples, how to anonymize, how to turn off training on your data, whom to ask when in doubt
5. Check the settings instructions against the current versions of the services
6. Approve the guide, send it out and repeat it at every new hire's onboarding

How to check the result

The guide fits on one page, every prohibition has an example from your work, employees know whom to ask when in doubt, and the settings instructions are verified

Pitfalls

• The model writes generic phrases about "confidentiality" without examples: demand examples from your specific function
• Settings instructions go stale within months, so check them in the live interface

Data that stays out of public AI tools

• Meeting recordings that discuss salaries, dismissals and deals: anonymize the transcript before uploading it to a public service
• Plans, prices and terms for specific clients: a trade secret, refer to the client as [Client]
• Ratings and feedback for specific people: personal data, into the prompt as [Employee 1]

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AI tools for managers · Prompt: Write AI usage guidelines for your team