Your AI Ops Policies Need Updated
Written by: Jules Flesner
No business can run safely or effectively without modernized Standard Operating Procedures (SOPs) and employee HR manuals. Industries like healthcare, finance, and property management face even stricter rules on personal and sensitive data.
Siri, ChatGPT, website chatbots, Google Ads smart bidding, Grammarly in your email drafts… these AI-powered tools and more have already snuck into your daily business life. Are they accounted for in your company’s SOPs and HR policies?
Why AI Ops Policy & Process Documentation Matters
Legal Protection
Without clear rules, staff may use AI in ways that create liability. For example, sensitive industries like property management and healthcare, staff must never run private data through public tools like ChatGPT or Gemini.
Consistency
“I didn’t know!!!!!” — said every employee who never got a clear policy and got caught copy/pasting obvious, emoji-filled ChatGPT outputs into customer-facing communications without realizing the damage it does to the company’s brand
Training & Trust
User-friendly documentation speeds onboarding timeframes and builds employee confidence in new tools. (Confidence = better customer service.)
Updates You Probably Need If You’re a Small to Mid-Size Business
AI Usage Guidelines: When and how staff should (and shouldn’t) use tools like ChatGPT, Google Image Search, or BetterBot.
User Management Policies: Who gets access, how accounts are monitored, and how permissions are changed.
Non-Disclosure Agreements: Most NDAs don’t yet cover AI, data sharing, or generated content.
Employee Training Manuals: Step-by-step instructions for safe, effective AI use.
Next Steps
If your policies haven’t been touched in a while (or don’t exist), this is your sign to act. Here’s where to start:
Audit existing SOPs and manuals. Flag what’s outdated, incomplete, or missing.
Create or update AI usage guidelines. Keep them simple and accessible as a hyperlink-embedded PDF on your shared company server.
Loop in legal + HR. Update NDAs and employee handbooks to address AI use.
Schedule hands-on, small group (or one-on-one) practical training sessions that fit into optimal times of your team’s workday or month.
Set calendar reminders to review policies regularly! AI tools change quickly. Your policies (with fresh employee sign-offs) should, too.
<<Cue the Shameless Plug>>
Are your AI SOPs or HR manuals outdated or missing altogether? Let’s fix that. Request an intro call to get started. Pricing is tailored to company size and project scope, finalized after the initial call.
Disclaimer: This post is for informational purposes only and does not constitute legal advice. Always, always, always consult qualified legal counsel for guidance specific to your business. Although I do often work with attorneys, I am not one myself.