Introducing Artificial intelligence (AI) tools without the right foundations can create new risks around data security, privacy, compliance and productivity. But, with the right preparation, AI can become a valuable tool that helps employees work more efficiently and supports wider organisational goals. In this blog we’ll explore what it means to be AI-ready.
Understand how AI could benefit your organisation
Before purchasing AI tools, you can start by considering where they could genuinely add value as AI can assist with a vast amount of tasks including administrative work, document creation, data analysis, customer communications, research, knowledge management or internal processes.
Speak to employees and teams about the tasks that take up significant amounts of their time. Look for repetitive activities, processes involving large amounts of information and areas where employees could benefit from additional support. This will help you identify practical use cases rather than introducing AI simply because it is becoming popular.
It’s also worth considering which AI capabilities are already available within software your organisation uses. Platforms such as Microsoft 365 increasingly include AI functionality, meaning you may already have access to tools that could support your employees without much extra cost or implementation.
Review your existing technology
AI works best when introduced into a reliable technology environment. Before rolling out new AI tools, review your existing IT infrastructure, applications and devices. Are your systems sufficiently up to date? Is your network reliable? Are employees using supported operating systems and software?
Cloud-based applications can make it easier to introduce new AI capabilities, but you will need to consider how different systems interact with each other. Your IT environment should also be properly managed and monitored. If your existing technology is fragmented or poorly maintained, adding AI may increase complexity rather than solve problems.
Consider your data
Data is at the centre of many AI applications, making data management one of the most important considerations when preparing for AI. Your organisation should understand what information employees are allowed to enter into AI tools and what information should remain confidential. This is particularly important for organisations handling personal, financial, customer, employee or commercially sensitive information.
Employees may not always understand the implications of copying information into an AI platform. Clear policies and training can help prevent accidental disclosure of sensitive data. AI adoption should form part of your wider data protection and information security strategy.
Before adopting an AI service, consider:
- What data does the tool process?
- Where is the data stored?
- How is it protected?
- Is information used to train the provider’s AI models?
- What privacy and security controls are available?
- Does the service meet your organisation’s regulatory and contractual requirements?
Put an AI policy in place
One of the simplest steps an organisation can take is to establish clear guidelines for AI use. Employees may already be experimenting with publicly available AI tools and without guidance, this can result in inconsistent practices and potentially introduce security or privacy risks. An AI policy should explain what employees can and cannot do with AI and should cover areas such as:
- Approved AI tools
- Prohibited uses
- Handling confidential information
- Personal and customer data
- Reviewing AI-generated content
- Accuracy and fact-checking
- Intellectual property
- Maintaining human oversight
- Reporting potential security or data protection issues
The policy should be practical and easy for employees to understand. It should also evolve as your organisation’s use of AI develops.
Make security a priority
AI introduces another consideration into your cyber security strategy. Employees may create accounts for AI services, connect applications to business systems or upload organisational information. Each of these activities needs to be considered from a security perspective.
Existing security controls remain important. Multi-factor authentication, strong identity management, endpoint protection, patching, secure backups and appropriate access controls all contribute to creating a safer environment for AI adoption.
It is also important to understand the permissions granted to AI tools. An application that can access large amounts of organisational data needs to be carefully controlled. AI should therefore be considered as part of your wider cyber security strategy rather than treated as a separate technology project.
Train your employees
Employees need to understand both the opportunities and limitations of AI. AI can produce inaccurate information, so employees should understand that its output needs to be thoroughly reviewed rather than automatically accepted. Training can help employees learn how to use AI effectively, write better prompts, check outputs and recognise situations where AI shouldn’t be used. It can also reduce the risk of employees using tools inappropriately simply because they haven’t been given clear guidance.
Importantly, AI training shouldn’t be limited to technical teams. Everyone who uses AI as part of their role should understand the organisation’s expectations.
Measure results
A small pilot project is likely the best way to introduce AI into your organisation. Choose a specific problem or process and test whether AI can improve it. Choose something simple like automating a repetitive administrative process and measure the results. Has the process become faster? Has productivity improved? Has quality been maintained? Are employees finding the technology useful? If the pilot is successful, you can consider expanding its use.
Starting small also makes it easier to identify security, data protection or operational issues before AI becomes embedded across the organisation.
Build AI into your IT strategy
Your organisation should regularly review its technology, security, data and AI policies as new tools and capabilities become available. An IT roadmap can help you identify where AI could support your organisation, what infrastructure needs to be updated and which security measures should be prioritised. Working with an experienced IT provider can also help you assess your existing environment and introduce new technology in a controlled way.
Are you ready for AI?
AI has significant potential, but successful adoption starts with good preparation. Organisations that take the time to understand their use cases, protect their data, strengthen their security, train employees and establish clear policies will be better positioned to take advantage of AI while managing its risks.
If you’re considering introducing AI into your organisation, Primary Technology can help you review your existing IT environment, security and cloud services and develop a technology strategy that supports your future plans. Speak with us to discuss how your organisation can prepare for AI.