Authored by: Bryan Lachapelle, President & CEO
ChatGPT and other generative AI tools like DALL·E can save time and improve operations. But without strong policies in place, they can cause more harm than good. Too many organizations jump in without a clear plan. That’s where things go sideways.
According to KPMG, only 5% of U.S. executives have a mature AI governance program. Nearly half say they will build one but haven’t started yet. That gap matters. It shows that while many leaders understand AI’s promise, most are not ready to manage the risks.
Here’s a simple guide to using AI tools like ChatGPT with confidence, control, and care.
The Upside: What AI Can Do for Business
AI can be a helpful teammate. It automates repetitive tasks, speeds up writing, and improves workflows. For example, ChatGPT can draft content, summarize reports, or help answer customer questions in seconds.
The National Institute of Standards and Technology (NIST) says tools like these can support better decision-making and spark innovation. The result is more time, smoother processes, and stronger outcomes.
But those results only happen when the right guardrails are in place.
Five Rules for Safe and Smart AI Use
These five rules help businesses protect their data, stay compliant, and get real value from AI.
Rule 1: Set Clear Boundaries
Decide where AI can be used and where it cannot. Without limits, teams may share private data or apply AI in ways that cause legal or reputational harm.
A good AI policy includes clear dos and don’ts. Employees should understand what’s allowed, what’s not, and why. These rules should be reviewed regularly, especially as business goals or regulations change.
Rule 2: Keep Humans in the Loop
AI can generate text that sounds confident but is often wrong. Human judgment is still the gold standard.
No AI-generated content should be used in public or internal decision-making without human review. This is not just about safety. It is also about legality. The U.S. Copyright Office says content made entirely by AI cannot be copyrighted. Human input matters for ownership and originality.
Rule 3: Document Everything
Transparency matters. Keep a clear record of AI use across the organization. This includes:
- What tools are being used
- Who used them
- What prompts were given
- When the tool was accessed
Logs help during audits and can uncover trends or errors over time. They also show leadership and accountability.
Rule 4: Protect Data and Intellectual Property
AI tools like ChatGPT do not operate in a closed box. If a prompt includes confidential details, that data may no longer be private.
An AI policy should make it clear what kind of information is off-limits. Staff should never type sensitive or client-specific details into public tools.
Rule 5: Treat AI Governance as Ongoing Work
AI is always changing. A one-time policy is not enough.
Build in regular reviews. Every quarter is a good rule of thumb. Look at how the tools are being used, what’s working, what’s not, and how rules or risks have shifted. This keeps governance aligned with reality instead of theory.
Why These Rules Matter More Than Ever
AI is no longer a future idea. It is already part of daily work in many settings. Clear guidelines help teams move forward without fear.
Strong governance brings more than safety. It builds trust, boosts productivity, and helps staff feel supported instead of overwhelmed. It also shows partners and clients that the organization takes responsibility seriously.
AI Governance as a Competitive Edge
Generative AI can fuel growth, creativity, and smarter systems. But only when it is used with care. The five rules above offer a way to bring AI into business without chaos or confusion.
With the right support, it is possible to turn AI from a risk into a long-term advantage.
Ready to Put These Rules into Action?
The pressure to modernize is real. So is the fear of getting it wrong. That’s why having a trusted partner makes all the difference.
Let’s build your AI Policy Playbook together - something tailored, practical, and built for the unique demands of long-term care.
Start with a free, no-pressure consultation to review your current use of AI and map out next steps that align with your compliance goals and care values.
📞 Call today or visit here to book your AI Governance Session. Care deserves clarity. Let’s protect both - together.
