A small team's AI policy should fit on one page and answer four questions. What can we use AI for? What information must never go into it? Who checks AI-made work before it goes out? Do we tell clients when AI was used? Write it in plain words, share it, and update it every six months.
Why you need one, even with five people
Your team already uses AI. Without a policy, each person makes up their own rules. One pastes a client contract into a chatbot. Another sends an AI draft with a made-up statistic. A one-page policy prevents both without banning anything useful.
The four questions
1. What can we use it for? Drafting, summarizing, brainstorming, editing, research starting points, code suggestions. Be generous here. The value is real.
2. What must never go in? Client confidential information, personal data about customers or staff, passwords and keys, unreleased financials. Name the tools that are approved, if any have business terms that protect your data.
3. Who checks AI-made work? The person who uses AI owns the result. They check facts, numbers, names, quotes and links before anyone else sees it. AI output is a draft, never a final.
4. Do we tell people? Decide for clients and for public content. Many teams say: "We use AI tools to help draft and edit. A person checks and approves everything."
The template
[Company] AI use policy · version 1 · [date] · owner [name]WE USE AI FOR- Drafting, editing, summarizing, brainstorming, code suggestionsAPPROVED TOOLS- [Tool] (business plan, data not used for training) [confirm with vendor]NEVER PUT INTO ANY AI TOOL- Client confidential documents or data- Personal data about customers or staff- Passwords, API keys, financial account details- Anything under NDABEFORE AI-MADE WORK GOES OUT- The person who used AI checks every fact, number, name, date, quote and link- Check it against the brief, not just for grammar- Client-facing work gets the normal reviewTELLING PEOPLE- Clients: [our standard line]- Public content: [disclose / no disclosure needed for editing help]QUESTIONS → [name]. We review this policy every 6 months.
Common mistakes
- Banning AI. People use it anyway, just without telling you.
- A 10-page policy. Nobody reads it.
- No owner. Tools change monthly. Someone needs to update it.
Check AI-made work like any other work
M-Tracker reviews finished work against its brief, whether a person or a chatbot wrote the first draft. It catches missing pieces and points out claims to verify before the work reaches the manager. No screenshots and no activity tracking.
Make the check easy
A policy only works if checking is fast. Give people a simple tool. The free AI work checker compares an AI draft with what was asked and lists what to verify before sending.
Try M-Tracker free14-day trial. No credit card. No employee surveillance.
Questions people ask
Do we need a lawyer?
For a basic internal policy, usually not. If you handle health, legal or financial data, get advice.
Should we track who uses AI?
No. Track whether the work is right. That is what matters.
Work you can trust, without redoing it.
Your team gets feedback before work reaches you, or your client.
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