TEAM ENABLEMENT — POLICY & GOVERNANCE
Your staff already use AI tools, with no rules agreed.
Your staff are already pasting customer information into AI tools. That is true whether or not anybody has written a policy, and the exposure is already yours either way. This is the policy — the governance half of your AI strategy, sized for a company your size, not lifted from an enterprise template.
Free · 20 minutes · no commitment
WHO THIS IS FOR
Any business whose staff have a browser. That is genuinely the whole qualifying test.
THE PROBLEM
Two things usually stop a policy getting written. Enterprise templates are unusable at your size, and nobody wants to be the person who bans a tool the team likes. The result is no position at all, which is the worst of the available options: your people carry the risk personally, and if something goes wrong there is no record of anybody having decided anything.
WHAT IT LOOKS LIKE
AI policy · page 1 of 2
EXAMPLE DOCUMENTUsing AI tools at work
A PROPERTY MANAGER · 14 BUILDINGS, 9 STAFF · DRAFT FOR YOUR LAWYER’S REVIEW
The short version
Six of the nine of us already use AI tools for work, four of them on personal accounts. This page sets the rules for all of us.
- Use them to draft, summarise and check your writing.
- Never put in anything that identifies a tenant. If you are unsure whether it does, it does.
- Use the company account, never a personal one.
- Not sure? Ask Priya before you paste.
What may go into an outside AI tool
Tenant names, units, phone numbers and emails
- Allowed
- Never
- Why
- It identifies a person
Arrears, N4 notices and Landlord and Tenant Board files
- Allowed
- Never
- Why
- Legal and financial records
Building budgets and vendor quotes
- Allowed
- Ask Priya first
- Why
- The owners’ and vendors’ business
A maintenance request with name and unit removed
- Allowed
- Yes
- Why
- Nothing left points to anyone
Notices posted to a whole building
- Allowed
- Yes
- Why
- Already public in the lobby
| Information | Allowed | Why |
|---|---|---|
| Tenant names, units, phone numbers and emails | Never | It identifies a person |
| Arrears, N4 notices and Landlord and Tenant Board files | Never | Legal and financial records |
| Building budgets and vendor quotes | Ask Priya first | The owners’ and vendors’ business |
| A maintenance request with name and unit removed | Yes | Nothing left points to anyone |
| Notices posted to a whole building | Yes | Already public in the lobby |
Automated systems: what tenants hear, and who answers
After-hours maintenance line
Says first: “This is an automated assistant. A person reads every request by 8 am.”
Priya, operations
Rent reminder emails
Ends with: “Sent automatically. Reply, and a person answers.”
Sam, accounts
Work-order sorting
Internal only: tenants never see it
Dev, maintenance
A SYSTEM WITH NO NAME BESIDE IT IS SWITCHED OFF
An operating policy, not legal advice: your lawyer reviews it before you adopt it. It is not a compliance certification of any kind.
What you get.
- The policy itself, in plain language, at a length people will actually read.
- Rules on what may and may not go into third-party tools, with the customer-data line drawn explicitly.
- A disclosure position: where customers are told they are dealing with AI, and in what words.
- Named accountability per automated system, so no failure lands on nobody.
How it works.
Priced against the scope, after a Diagnostic that is small on purpose. The shape of the work we can tell you now.
- THE SHAPE
- One fixed-scope pass, ending in a document you adopt.
- WHAT WE NEED FROM YOU
- Half a day with whoever sets policy, and a plain account of what staff are already doing.
- WHAT YOU KEEP
- The policy, as a file you can edit as the tools change under you.
What this does not include.
Published because you should know before the call, not after the invoice.
- Legal advice. We write the operating policy; your counsel reviews it before adoption.
- Compliance certification of any kind. Nobody can sell you that here.
QUESTIONS
Is this legal advice?
No, and the document says so on its first page. It is an operating policy. Your own lawyer should read it before you adopt it.
We are six people. Is this overkill?
At six people it runs to about two pages, and it still prevents the most common incident: customer information pasted into a public tool by someone trying to be helpful.
What if something has already gone wrong?
Then the policy gets written around what happened, and its first section is what changes on Monday, not what should have been true last year.
MORE UNDER TEAM ENABLEMENT
WHERE THIS APPLIES
The industries whose page names Team Enablement as one of the places we would start. Each one is written for that trade, with its own numbers.
Bring us one bad week.
Book a pilot call. Tell us where the week goes wrong, and we’ll tell you what an Operations Diagnostic would map and measure.
The first paid step has a clear scope and an end date, and the pilot after it is one workflow — not a platform, and not an open-ended retainer.
Free · 20 minutes · no commitment