Team operations

Simple AI usage policy for small teams

A short AI usage policy gives a growing team a shared default without slowing down useful experimentation. It should be readable, practical, and reviewed whenever your tools or client obligations change.

1. Name approved tools and owners

Keep a short list of approved AI tools, the person responsible for each account, and the intended use. This avoids duplicate purchases and gives teammates a clear route for requesting a new tool.

2. Define sensitive information

State what should not be pasted into a public or unapproved AI service. Common examples include customer records, passwords, private financial information, unreleased product plans, and confidential contracts. When in doubt, remove identifying details or ask the account owner.

3. Require human review

AI output can be useful for drafts, summaries, research prompts, and internal workflows. A responsible person should still check facts, tone, rights, calculations, and any message sent to customers or published publicly.

4. Set spending rules

Decide who may start a paid trial, add a seat, enable usage-based billing, or buy an annual plan. Record every active subscription and its renewal date so costs have an owner before they become recurring.

5. Review the policy regularly

Schedule a quarterly review with your AI cost audit. Update the approved-tools list, remove tools no longer used, and share any policy changes with the whole team.