The 7-Point AI Policy Checklist

You don't need a 40-page document. You need seven clear decisions, written down and shared with your team.

1. Approved Tools List

Name the specific AI tools your business approves for use. Everything else is off-limits until reviewed.

Write this: “The following AI tools are approved for business use: [list]. Any new AI tool must be approved by [person/role] before use.”

2. Data Classification Rules

Define what can and cannot go into AI tools. Most breaches happen when someone pastes confidential client data into a public AI model.

Write this: “Never input client-identifiable data, financial records, passwords, or proprietary business information into AI tools unless the tool has an enterprise agreement with data protection guarantees.”

3. Disclosure Standards

Decide when you tell clients and stakeholders that AI was involved. Transparency builds trust. Surprises destroy it.

Write this: “AI-assisted work must be disclosed to clients when [define your threshold — e.g., AI generates more than 50% of a deliverable, AI is used in decision-making that affects the client].”

4. Human Review Requirements

AI output should never go directly to a client without human review. Define who reviews what.

Write this: “All AI-generated content, recommendations, and analyses must be reviewed by a qualified team member before being shared externally. The reviewer is responsible for accuracy.”

5. Accountability & Ownership

When AI makes a mistake — and it will — who's responsible? The person who used the tool, not the tool itself.

Write this: “The team member who uses an AI tool is responsible for the output. 'The AI did it' is not an acceptable explanation for errors in client-facing work.”

6. Compliance Checkpoints

If you're in a regulated industry (finance, healthcare, legal, HR), you likely have additional obligations. Map them.

Write this: “Before using AI in [regulated areas — hiring, client assessment, financial advice], confirm compliance with [relevant regulations]. When in doubt, consult [legal contact].”

7. Review Cadence

AI moves fast. A policy written today may be outdated in six months. Set a review schedule.

Write this: “This policy will be reviewed and updated every [6 months / quarterly]. The next review is scheduled for [date].”

How to Implement This Today

1. Copy the seven sections above into a Google Doc or Notion page

2. Fill in the brackets with your specific tools, people, and thresholds

3. Share it at your next team meeting — 15 minutes is enough to walk through it

4. Pin it somewhere visible — Slack channel, shared drive, employee handbook

5. Set a calendar reminder for the first review date

That's it. No lawyer required for version one. You can always refine it later, but having something written down today puts you ahead of most small businesses.

The Cost of Waiting

The businesses that get burned by AI aren't the ones using it. They're the ones using it without guardrails.

One employee pasting client financials into a free AI tool. One automated email that says something your brand would never say. One hiring decision influenced by a biased model.

These aren't hypothetical scenarios. They're happening now, to businesses that thought they'd “get to it eventually.”

Your AI policy doesn't need to be perfect. It needs to exist.

Need help figuring out where AI fits in your business — and how to govern it properly? Book a free discovery call and we'll map it out together.