AI can be a powerful partner, but like any tool, it needs to be used wisely. This guide helps you stay smart, safe, and in control when using AI at work.
1. Keep Sensitive Info Out of Prompts
When in doubt, leave it out. Never include confidential or personal information like:
Passwords or financial data
Internal documents or customer records
Personally identifiable info (names, emails, addresses, etc.)
Tip: Even if a tool feels private, treat public AI platforms like they’re open. Anonymize real examples whenever you can.
2. Adjust Privacy Settings in AI Tools
Take a minute to check your settings. It makes a difference.
Turn off “Improve the model” or chat history features in tools like ChatGPT, Gemini, and Copilot. Go to Settings → Data Controls → Toggle off “Improve the model for everyone”
Opt out of data sharing if the tool allows
Review your chat history now and then, and delete anything you don’t need
Good habit: Make privacy settings part of your AI setup checklist.
3. Always Double-Check What AI Gives You
AI is helpful, but it’s not always right.
Fact-check any AI-generated info, especially data or links
Use human-in-the-loop review for anything that’s public-facing, client-related, or scaled
Remember: AI can support your thinking, but you’re still the decision-maker
4. Use Approved Tools Only
For work tasks, stick to what your company has vetted and approved.
Avoid using public or free-tier AI tools (like free ChatGPT or Gemini) for anything sensitive
Make sure tools are set up with multi-factor authentication (MFA)
Use a secure network or VPN whenever possible
Quick check: If you’re unsure if a tool is okay to use, ask your AI Council, IT or your team lead.
5. Know (And Follow) Your Company’s AI Policy
Every organization has its own rules. Make sure you're clear on yours.
Know what’s allowed, restricted, or off-limits in your org.
If unsure, consult your AI Council, IT or compliance before using AI tools at work.
Be transparent about your AI use. It builds trust and helps avoid ethical missteps
6. Build Your AI Know-How
The more you understand how AI works, the better you’ll use it.
Ensure you know how to cite AI properly and document its use in your workflow.
Help your team create a culture of safety, curiosity, and accountability
Pro tip: Encourage ongoing learning. AI is evolving fast, and so should your skills.
7. Be Open About AI’s Role in Your Work
It’s okay to use AI, just be clear when you do.
Let people know if AI helped create something, especially in client-facing or public work
Label AI-generated content and include sources where needed
Don’t use AI to generate misleading content (like fake citations or manipulated media)
Honesty protects both your reputation and your team’s.
Final Thought:
AI can speed up your work, spark new ideas, and save time. But you’re still the expert.