The AI elephant in the room: Why banning it might not work and what to do instead

There’s a quiet revolution happening in your office.

No, not a planned coup over your choice of venue for the summer party. Nor a departmental civil war, with employees armed with slingshots fashioned from rubber bands. Instead, we’re talking about artificial intelligence (AI), more specifically, how and why your staff are using it secretly behind your back.

From ChatGPT-written emails to AI-generated reports, employees are quietly streamlining their workloads, whether you’ve approved it or not. We’re officially in the era of “bring your own AI to work day”, but it’s every day, and nearly one in three of us are doing it in secret.

And if you’re thinking of a company-wide ban on AI tools, you should think again. The horse has well and truly bolted. Blocking AI tools in the workplace is a bit like trying to stop the morning tide with a sponge. Noble, yes, but soggy and ineffective nevertheless.

AI isn’t going anywhere

The reality is that AI is here to stay. Not only did we learn this week that the share of GenAI jobs has tripled since 2024 in Ireland. According to OpenAI’s CEO, while older generations are treating ChatGPT like a smarter Google, younger workers are using it as an all-knowing sidekick.

For an increasing share of your workforce, they’re using AI in everything they do to be better, faster, and more productive. While concerns about ethics, infosec, productivity, and wage standpoint are valid, it’s important to recognise the huge benefits of thoughtful implementation. Artificial intelligence has the potential to streamline processes, reduce administrative burdens, and free up teams to focus on more strategic, people-led work.

That’s a win-win if ever we saw one! If it’s done correctly.

How can my business use AI correctly?

Clearly, you can’t let AI run riot. After all, historically AI has been prone to errors, misuse, and has led to some very high profile blunders. Including falsely accusing NBA stars of vandalism, hallucinating entire court cases, and displaying widespread misogyny during Amazon’s recruitment process due to a misinterpretation of historical data.

So, here’s what you can do as an employer:

Train staff in responsible use

If you don’t show your workforce how to use it safely, someone on Reddit might. And that’s less than ideal.

Offer training that covers how AI can help in your business. Ask what tools might be appropriate, and what problems need to be solved via employee surveys.

The big one: what not to do. For example, feeding confidential client data into a free chatbot? Big no-no. Using AI to polish a job ad? Go for it!

Training should also encourage critical thinking. AI can often sound very convinced of itself, but it’s not always correct. Make sure your managers know what constitutes appropriate use or not via e-learning tools that safeguard your business.

Ask the right questions

Before hiring, ask: “Can AI do this task better, faster, or cheaper?” Shopify famously introduced this as a rule before taking on new staff.

We’d advise caution though, as many are fiercely critical of policies that put AI before humans. Such as backlash against Duolingo’s recent “AI first company” comments, it can yield benefits for your business if applied fairly.

AI isn’t about replacing staff, but it is about distributing staff time to areas that AI can’t touch, like people management, decision-making, and emotional intelligence.

Set clear policies

AI needs boundaries. A sensible, well-written AI policy helps your team know where they stand and protects your business from risk.

Include rules on data privacy, plagiarism, decision-making, and transparency. If you need a hand, check out BrightAdvice, where our experts can give you advice on what your policy should include, and how you can protect your business.

Protect your business with BrightHR

Yes, AI is a powerful tool. And yes, it does come with risks. But banning AI at work is like banning calculators in your finance department. The answer isn’t fear, but framework.

If you want to know how the correct policies and e-learning can safeguard your business and train your staff in taking advantage of AI, book a free demo with our friendly experts. We’ll show you all that and more!