The importance of having an organisational AI policy and what it needs to cover.
As AI tools become more common in the workplace, having a shared approach to their use is increasingly important. An AI policy doesn't need to be long or complex - for a small not-for-profit or community organisation, even a one-page document agreed to by your team is a valuable starting point. At its core, a policy is simply an agreed way of working: a framework that sets out who can use AI tools, in what contexts, and how.
A good policy makes clear that AI is there to assist, not replace, the expertise and lived experience of your people. Skills like developing strategy, building relationships, and making decisions about your community must remain in human hands. Embedding this principle in your policy helps protect the role of human creativity and judgement in your mahi, and keeps your organisation aligned with ethical approaches to AI.
With the pace of AI development and change, an AI policy should be continuously evaluated to determine best practices and define the boundaries for you.
What to cover
The New Zealand Institute of Management and Leadership has produced a good overview of the importance of creating an AI policy. They set out the following core components for an organisational policy.
This should include:
- Purpose and scope statement – the goals of using AI, what you hope to accomplish and the tasks it covers.
- Acceptable use guidelines – who is authorised to use AI, what tools and in what way. Define forbidden actions, such as inputting confidential company data.
- Ethical considerations and safeguards – define standards to ensure AI usage does not conflict with your organisations values (such as transparency and limitations around data use).
- Training and accountability – what training and other support will be provided to ensure proper AI use.
- Oversight and mentoring – who is the designated person responsible for supervising AI use and addressing any potential issues.
- Feedback mechanism - consider how you might implement a way for staff to give feedback on how AI is impacting their work or suggest areas where adjustments might be needed to make the policy flexible and practical.
Consultancy firm Allen + Clarke has developed a free template for writing an AI policy. Not all aspects will apply to a not-for-profit context, but it is a good starting point that covers the key considerations. Access the template and an associated webinar.
Developing an AI position statement
A position statement is a short public declaration of your organisation's approach to AI - what you use it for, what you won't use it for, and the values that guide you. It can be shared on your website, included in funding applications, or provided to partners on request. It signals transparency and accountability, which increasingly matters to funders and communities alike. The example by communications consultancy Heft is a useful model to adapt.