An AI Usage Policy Is Four Decisions, Not Forty Pages

An AI usage policy doesn't need to be forty pages of legal jargon. For most businesses, it's four clear decisions, written in plain language, and shared with the team.

Decision 1, Which tools are approved?

ChatGPT, Claude, Copilot, Gemini, or something else? Be specific, and where it matters, name the tier. A business or enterprise tier behaves very differently from a free consumer account when it comes to your data.

Decision 2, What data can go into those tools?

Anything? Client data? Financial information? None of the above? This is the decision that protects your IP and your clients. The rule of thumb worth giving your team: if you wouldn't write it on a whiteboard in a public café, don't put it into an AI tool.

Decision 3, Who reviews AI output before it goes external?

Does someone check it, or does it go out as-is? AI can sound confident and be completely wrong. Human review isn't about secrecy, it's about quality and accountability.

Decision 4, How does someone report a problem?

If a staff member isn't sure, or thinks they've made a mistake, who do they tell, and will they get in trouble for it? The answer should make honesty the easy choice. Silence is the real risk, not the occasional mistake.

That's it

The value isn't in making it complicated. It's in having enough clarity that your team knows what to do without asking every time. Once you've made those four decisions, you're ahead of most businesses.

The hard part isn't writing the policy. It's having the conversation, and then keeping it current as the tools change.

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NXT Innings turns those four decisions into a customised policy, a manager rollout guide, and a staff quick-reference, delivered in 2–3 days. See the AI Usage Policy Package or start a conversation.