Preparing Your Workplace for AI: A Practical Employer’s Guide

As artificial intelligence (AI) becomes increasingly embedded in everyday workplace tools, employers are facing new questions about how — and when — AI should be used on the job. From email and document drafting to research and task management, AI is no longer optional or hypothetical, but a growing part of how work gets done.

In this Workplace Update, Paige McAllister of The Workplace Advisors breaks down what employers need to know about using AI thoughtfully and responsibly. The article outlines practical ways AI can support productivity while also highlighting its limitations, legal considerations, and the importance of clear policies, training, and oversight to protect both employees and organizations.

First, a quick disclaimer: I am an HR professional, not an IT expert. When it comes to the technical aspects of your computer infrastructure, including integrating AI, please consult with people knowledgeable with that technology and who you trust to help you determine what is right for you.

Artificial intelligence is everywhere whether you want it to be or not. In the short time AI has been part of the public domain, its uses and access have increased exponentially. A large number of software programs and platforms automatically offer their users some sort of AI assistance. During the course of writing this article, my email offered to draft my reply to the request to write it, my internet browser summarized its findings from my search inquiry before listing some of the links for me to read myself, and my word processing program offered to draft the whole article for me based on whatever prompts I entered in (good news, bad news — I opted to write it all myself). All of this was available to me without my downloading or accessing any AI-specific programs; these functions are just part of the programs I have been using for years.

Since the issue is no longer if you want AI to be part of your day, you need to assess when and how the people in your company will use it. In most cases, AI does not replace people. Instead, when done right, AI allows employees to work smarter by eliminating mindless, repetitive tasks and improving their performance by supporting them with their job tasks.

AI can be used in management, operations, finance, IT, HR, marketing, administration, and research. There are very few jobs that could not recognize a benefit from using AI. Therefore, I recommend every company include an initiative in their 2026 planning to explore AI implementation and usage.

However, it is critical to realize AI’s limitations and know it is just one tool in your toolbox. For example, we have researched and experimented with how AI can help with various HR functions, including drafting a handbook, doing research, and screening candidates with the following results:

• Handbooks: After entering specific criteria we use to develop handbooks, the AI-developed handbook did not include all recommended policies or required state laws and was written in a way that would be hard for many employees to understand.
• Research: While gathering information on a topic, the AI-generated summary conflicted with the actual state law, even though it provided it as a reference.
• Screening: After inputting a job description, the results of the AI-based screening of applicants eliminated some very qualified candidates and included some that did not meet the basic criteria. Additionally, when used to select candidates, any AI tool must be properly vetted and tested to ensure it is not generating discriminatory results.

How to use AI: Here are just a few of the unlimited examples of how AI can help your employees — and therefore your company — perform better.

Productivity: Help employees use their work time more constructively, freeing them up to focus on more strategic and profitable responsibilities. 

• Task management: Pull action items from emails, virtual meetings, and recorded meetings and track their progress.
• Time management: Plan the time it takes to complete tasks or projects while planning an optimized workday to get everything done.
• Team coordination: Develop team boards for better collaboration and communication.

Caution: Every employee has different ways they work, so make sure all tools support, not restrict, how they work best.

Writing: Help employees, especially those having issues, draft better communication.

• Save time: Create an initial draft using basic information and parameters.
• Improve readability: Polish up an employee’s first draft and make it suitable for the target audience.
• Correct grammar: Clean up tricky formatting, such as citations, to avoid plagiarism.

Caution: Be sure to review and refine any AI-drafted communication to ensure it is accurate, on message, and has a personal tone and style.

Research: Help employees find improved topics and sources and to better understand the content.

• Brainstorming: Generate new ideas and refine topics from broad concepts to determine your next course of action.
• Find more sources: Find different and more on-target resources for material.
• Analysis: Have complex documents summarized or specific information extracted to match a topic.

Caution: Verify all sources before relying on the information and be sure all references are properly cited.

How to get started: Regardless of how you plan to use AI in your company, you should include the following steps in your implementation plan.

• Determine how you want or may want AI used to meet the needs of applicable departments, positions, and/or employees.
• Designate a person or, preferably, a team with IT, operational, legal, and financial responsibilities to investigate valid options which will perform the tasks needed at the budgeted price without compromising network security.
• Research the laws and regulations in your state, if applicable, to ensure you are using AI properly and compliantly. More states are passing such legislation, so stay up-to-date on any changes.
• Ensure your options protect the confidentiality of private and proprietary information.
• Assess the skill and aptitude of the individuals who will be using AI to ensure they can use the selected tools. Do not make assumptions based on protected groups (i.e., age, gender, national origin, disability) as to who will and will not be able to use AI effectively.
• Explain what AI is meant to do (i.e., save time by reducing repetitive tasks) and not do (i.e., replace your human capital).
• Find opportunities to train employees in how they can and are expected to use AI in their jobs, and then have them relay what they learn to others.
• Encourage employees to safely experiment with AI to find other ways to improve productivity, clarity, and profitability.

How to protect yourself: When implementing a new structure in the workplace, especially an emerging technology, it is critical to create a solid foundation which includes the following:

• Until you have a defined company-approved usage, issue a clear policy to all employees prohibiting them to use AI without specific management approval.
• Set guidelines for what tools can and cannot be used and who can use them for what tasks.
• Draft and publish policies and procedures covering tools that are and are not selected by the company.
• Monitor employee use and consistently enforce your policies to ensure proper usage but, more importantly, to ensure confidentiality is not violated.
• Experiment safely using a well-trained group to determine what works before rolling out to everyone.
• Keep communication open so employees know they can ask questions.
• Reassure employees that AI is being used as a tool to enhance their performance, not to replace them.
• Keep your other protocols since AI is not perfect. Check for mistakes, do your own research, proofread the document, and ensure the message is what you want and tone is personal, not artificial.

While AI can seem intimidating, every company needs to accept that AI is impacting every aspect of our lives in some way. Companies that refuse to address how AI can help them will be outpaced by their competitors who do.

The Workplace Advisors can help you move from AI curiosity to AI clarity. We offer a customizable “Use of AI” policy template to help you set guardrails, protect your organization, and give employees clear guidance. Email us at hello@theworkplaceadvisors.com to request a copy.