Contemporary generative AI is probably the most transformative workplace technology since desktop computers. When it hit the mainstream in 2022 through tools like Dall-E, Stable Diffusion, and ChatGPT, it became immediately clear that workplaces would never be the same. But as with any transformative technology, it will take some time before people figure out the best ways to wield AI.

Still, even as early as now, AI use has already resulted in remarkable shifts in efficiency across various industries. However, its integration into previously human-centred processes has also created challenges and ethical considerations. Workplaces have consequently found themselves adapting and readapting to find a balance that allows them to tap into AI’s potential while minimising the downsides of its use.

Whether you’re planning to integrate cutting-edge AI tools in your processes or already have done so, taking a systematic approach will be necessary to make AI usage focused and sustainable. Taking stock of these guidelines should allow your organisation to effectively harness advanced AI responsibly:

1. Set Clear Policies on AI Use

If a certain tool is going to be incorporated into daily processes, managers need to set defined policies on its use, regardless of whether or not this tool is enabled by AI. These policies need to outline the purposes for which AI will be employed, the databases the tool will draw from, and the ethical guidelines that must be followed. Setting these expectations early on can serve to prevent misuse while also streamlining the integration of AI into the organisations’ systems.

2. Upskill Workers in AI Use

Human users are the main barrier to the effective and ethical use of artificial intelligence. Organisations must not leave workers to their own devices when it comes to the use of AI tools, since this widens the potential for misuse. Even in instances where users are expected to be freer in their use of AI tools, training still needs to be provided so that they are better able to use the tools to their full potential. As a bonus, upskilling in AI may also help businesses ensure workers’ job security, even as the tools replace some of their capabilities.

3. Keep AI Use Goal-Based

Today, there’s immense pressure for businesses to integrate AI systems, even when there’s no predefined reason for doing so. As a result, AI is often used in a clumsy or performative way that does not help an organisation’s competitive edge.

Again, it must be emphasised that AI is just a tool. If a business fails to define a purpose for the tool, the utilisation of AI can become disorganised and misaligned with the business’s mission. Through a goal-based approach, organizations can avoid aimless experimentation with AI and drive meaningful results sooner.

4. Be Transparent with Clients and Other Stakeholders

Many people remain concerned about the increasing use of generative AI in business operations ,and many are not willing to engage with businesses that are not transparent about their AI usage. These concerns are valid, as there have been numerous cases of unethical AI use ever since AI tools became easily accessible.

With that in mind, organizations must openly communicate with clients and stakeholders about how they use AI, including the processes they use to mitigate the technology’s inherent limitations. This openness about AI usage can be used to not only develop stronger relationships with stakeholders but also to highlight organisations as ethical, forward-looking entities.

5. Be Aware of AI’s Limits

There’s a tendency in the wider public to exaggerate the capabilities of any transformative technology, and generative AI hasn’t been different in this regard. We’ve even seen intelligent people wield the technology in inappropriate ways because they failed to understand the basic mechanisms behind AI.

There is no doubt that developing an understanding of these limitations is the only way forward for today’s workplaces. As more and more positions leverage AI tools to enhance their productivity, managers must continuously emphasise AI literacy to prevent gaffes that could negatively affect the organisations’ image.

6. Practice Data Governance and Hygiene

This is related to the previous best practice, but it bears re-emphasising because of the role database quality has in producing good results with AI. Businesses and other organisations that use AI tools that draw from their own proprietary datasets must establish procedures to ensure that their databases are clean and up-to-date.

Maintaining adherence to proper data management can serve to mitigate the biases and inconsistencies generated by AI models, maximising the value derived from AI technology investments.

7. Provide Human Oversight

Despite the sophistication of AI algorithms, human oversight remains indispensable in ensuring ethical and responsible AI use. Systematic human oversight enables critical evaluation, accurate interpretation of AI-generated outputs, and intervention when necessary, safeguarding against potential harm and promoting trust in AI systems.

AI as a Tool for Your Organisation’s Success

As remarkable as it is, AI has specific use cases and limitations. Once an organisation develops a mature understanding of these limits, it will be much better placed to use AI in a way that boosts productivity without compromising its values. Artificial intelligence is already changing our lives. By encouraging AI literacy and responsible use in the workplace, we can ensure that it changes things for the better.

Guest writer.