A useful AI policy helps people make ordinary work decisions. It should answer which tools are approved, what information can be used, who reviews the output, and what to do when something goes wrong. A policy that only says “use AI responsibly” leaves the hard decisions unresolved.
For a marketing team, begin with the actual workflow: research, drafting, image creation, reporting, and customer communication. The rules for a public campaign outline may differ from those for a spreadsheet containing customer information.
Define approved uses and tools
List the tools or environments the business has approved and the types of work permitted in each. Assign an owner who can review changes to settings, terms, and access. Avoid treating approval of one use case as permission for every possible task.
Give employees concrete examples. Drafting headline options from a public service description might be allowed. Uploading a complete customer export to an unreviewed tool should require a different assessment and authorization.
Classify the information
Use a simple classification that the team can apply: public information, internal business information, confidential customer or commercial information, and restricted sensitive material. State where each category may be used and who can answer questions about borderline cases.
Reduce the amount of information shared to what the task actually needs. A request to suggest campaign themes rarely requires full contact details, account credentials, or private conversation histories.
Assign publishing responsibility
- Name the person or role responsible for final approval.
- Require verification of factual and product claims.
- Check image rights and avoid invented testimonials.
- Review customer-facing messages before they create commitments.
- Decide when AI assistance should be disclosed to the audience.
The approved output should meet the same accuracy and brand standards as other work. Keep a record of the source materials and the final version when that supports accountability.
Provide a response path
If someone shares information with the wrong tool or discovers an inaccurate published claim, they need a clear reporting route. Identify who can pause a workflow, correct content, assess exposure, and communicate with affected people when appropriate. Encourage prompt reporting rather than silent improvisation.
NIST’s AI Risk Management Framework offers a broader voluntary resource for organizations considering AI risks. A team policy should be adapted to the actual business and reviewed by the people responsible for its data and operations.
Keep the policy usable
Test the policy against a few real scenarios in a short team session. If reasonable people reach different answers, improve the examples. Review the policy when tools, business processes, or information needs change.
For a practical starting point, write a one-page version with four headings: approved tools, permitted information, required review, and help. Talk with AGM about aligning your content and digital workflows.
Prepared with AI assistance for AGM Insights. Examples are illustrative and are not reported client results.
