From the book · Unleash Your Business With AI
Chapter 24: Rules for your team
The 2 prompts from Chapter 24, ready to copy, with the chapter's mistakes to avoid and three tasks for this week.
Tailor the page to your business
I am going to give you my company's draft AI use policy. It has blanks in [square brackets]. Help me fill them in for my business. About my business: [what we sell, team size by role, which AI tools we use today, where customer data lives, e.g. "Tally, Excel, WhatsApp Business"] Step 1. Ask me up to eight short questions, one at a time, to fill the blanks: approved tools and what each is for, who the AI owner is, what our own red data is, which messages need a second approval, and how staff should report a mistake. Wait for each answer. Step 2. Give me the policy with the blanks filled in from my answers only. Keep every rule that is already in the draft. Do not soften or remove any rule. Keep it to one page. Step 3. List anything you were unsure about under "Owner to decide". Rules: Do not add legal requirements, section numbers or penalties. Do not tell me the policy makes us legally compliant. I will have a lawyer review it. Do not invent names, tools or amounts. Draft policy: [paste the policy from the end of this chapter]
What you should get back: a few questions, then your one-page policy with the brackets filled, and a short "Owner to decide" list.
Check: read it against the original line by line. If any rule has gone missing or become weaker, put the original wording back. Then send it to your lawyer. The template is a practical starting point, not legal advice. Laws on data protection, advertising and consumer rights apply to your business, and a lawyer should look at the page if you handle sensitive data, work in a regulated sector or are unsure about any rule.
That's the first one
Open the rest, free
Enter your email once and every prompt page and guide on this site opens.
- Roll it out in one meeting
- Mistakes to avoid
- Do this week
Roll it out in one meeting
Below is my company's AI use policy. Write a 10-question quiz for my staff based only on this policy. Each question is a realistic situation from a [type of business] office, for example a colleague about to paste something or send something. Give three answer choices, one correct. After each question, give the correct answer and the line of the policy it comes from. Use simple English. Use made-up names and no real customer details. Do not add any rule that is not in the policy. If the policy does not answer a situation, do not ask about it. Policy: [paste your filled-in policy]
What you should get back: ten situations with answers, each tied to a line of your policy.
Check: read every answer against the policy before you use the quiz. Wrong answers in a training quiz teach the wrong rule.
Mistakes to avoid
- Writing ten pages. Nobody reads them. One page that is read out beats a manual that is filed.
- Banning AI outright. The use moves to personal phones and free apps, where you cannot see it.
- Choosing the AI owner for technical skill alone. Choose for being organised and trusted. The job is rules and follow-up, not software.
- Collecting signatures without a meeting. A signed page that was never explained protects nobody.
- Punishing the first honest report. You will not get a second one.
- Never updating it. A new tool arrives, the approved list stays the same, and the policy quietly stops describing your business.
Do this week
- Name your AI owner and tell the team who it is, today.
- Fill in the brackets of the one-page policy and send it to your lawyer for a read.
- Read the policy out in a twenty-minute team meeting, collect signatures, and open a mistakes register with the four columns.