As generative AI tools continue to gain popularity in the workplace, it has become increasingly evident that automotive suppliers need to consider establishing a corporate policy that governs their employees’ use of these tools.
While employees may already be utilizing AI tools like ChatGPT informally – or with management approval – for solving problems, summarizing reports and more, a formal policy can address issues, mitigate risks and provide guidelines for responsible usage.
Let’s explore the importance of developing a corporate policy for employee use of AI tools and our suggestions, as well as a template, for crafting an effective policy.
5 Reasons Why Automotive Suppliers Need an AI Policy
Developing and Implementing an AI Policy
It’s advisable to start the process with a cross-functional team that at minimum includes human resources, legal, IT, communications and operations department representatives providing input.
To begin, you’ll want to define the specific purposes for which employees can use generative AI tools, for example drafting emails, creating documents, generating reports and conducting research, etc. Some companies will want to limit the use of AI tools to conducting research or analyzing data. Others may want to allow the use of AI tools to draft documents, content and communication.
You’ll also want to consider the requirements for the different teams and functions throughout your company and tailor your AI policy accordingly, perhaps even identifying which AI tools should and should not be used.
Then, you’ll want to establish clear protocols for handling sensitive information with AI tools. Specify guidelines for sharing sensitive information – or prohibit sharing of any sensitive, confidential or proprietary data altogether. And be sure that these new AI guidelines align with existing IT security guidelines and policies.
To help you get started, we offer the following template that is based on our research of current best practices:
[Automotive Supplier Name] AI Policy
This AI policy aims to establish guidelines and best practices for the responsible and ethical use of Artificial Intelligence within [Automotive Supplier Name].
It ensures that our employees are using AI tools in a manner that aligns with the company’s values, adheres to legal and regulatory standards, and promotes the safety and well-being of our stakeholders.
This policy applies to all employees, contractors and partners of [Automotive Supplier Name] who use or interact with AI tools.
This policy is effective as of [Date].
You may also wish to add a section about implementing and ongoing monitoring of your AI policy.
Once your AI policy is developed, you will want to communicate the policy effectively and provide training. This will help ensure employees understand the guidelines and responsibilities associated with generative tools, as well as offer practical tips for responsible usage.
As with any policy, you’ll want to monitor employee usage of AI tools to ensure adherence to the policy.
Encourage employees to inform colleagues when AI-generated work is used to ensure proper validation or vetting. And you may want to implement an auditing process to review AI-generated content and employee interactions.
Finally, as the technology is advancing rapidly, you’ll want to review and update your AI policy periodically to address new developments and potential risks associated with evolving AI tools. Some companies designate a responsible team or individual for such ongoing policy review.
In summary, AI tools like ChatGPT can certainly present both opportunities and challenges in the workplace. By developing and implementing a comprehensive corporate AI tool use policy, automotive suppliers can take advantage of the power of these tools, while mitigating potential risks.
Author: Jessica Muzik
Jessica is vice president – account service at Bianchi PR with more than 26 years of PR experience across the corporate, industrial and community perspectives.
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