The Do’s and Don’ts of Using AI at Work
AI is a helpful tool that can save you time and money, spark creativity, streamline processes, and so much more—and many local companies are already doing so. But with any new technology, it raises questions of cybersecurity and ethics. As of right now, no federal regulation laws or legislation around AI exist yet
To help you get started with using AI at work, we’ll dive into some common security concerns and how you can mitigate the risks. But first, it’s worth noting that AI-generated content is not copyright or trademark protected.
Currently, it is legal for AI to be trained using copyrighted material scraped from the internet without permission from the original creator. It’s something to be aware of if you plan to use AI-generated content in your business. If you’d like more information, check out the U.S. Copyright Office’s policy guidance.
The Do’s—AI best practices
Do fact check AI outputs and do your own research
AI-generated content uses machine learning to create new content from a large amount of data. Some models scrape the internet for data to train their AI, and some use other large data sets. This means that what the AI creates is only as reliable and accurate as the data that goes into the AI program.
AI can also experience hallucinations, which means it produces incorrect information and predictions, sometimes even going as far as making up its own facts and citations. The internet is rife with misinformation, so it’s a good idea to fact check any text or AI-generated content before using it in your work.
Do check with your IT team about any use of AI programs and integrations
AI is a highly capable tool that can do a lot to help individual employee productivity. Companies can also choose to use enterprise AI platforms across their entire company that integrate with existing systems and tools, like Slack, Salesforce, Microsoft Office, and many others.
As with any new technology, whether using it as an individual employee or on a larger, company-wide scale, it’s important to make sure it’s safe and has its own security measures in place. Coordinating with IT is a good first step, as is creating internal guidelines for using AI at your company.
Do make sure the AI program is compliant with data security regulations
Before using AI in your business, evaluate the service’s security practices to make sure they meet your organization's standards. Read any privacy policies and terms of use to fully understand how the AI programs are secured, what their policies are, how your data will be used, and who your data is shared with. Running it by your IT or legal teams would also be a good safety net.
Do stay up to date with the latest cybersecurity threats
While generative AI is useful for creating content, writing code, and automating processes, there are also downsides to it. Hackers can use it to create and spread malware and phishing scams.
Keeping your systems updated, working with cybersecurity experts, and holding staff security training can help to mitigate the risks. Cybersecurity certifications, like the one from the Cyber Readiness Institute, are a great way to help everyone at your company feel secure and rooted in their understanding of today’s technology.
The Don’ts—things to avoid when it comes to AI usage
Don’t publish AI content as is
AI can be a great starting place to get the creative juices flowing. For example, if you’re writing an article about the top 5 tips for attracting more diverse candidates for job applications, ChatGPT can provide a great research starting point and more areas to look into. It’s also a good idea to edit any AI-generated text to be in your company’s brand voice so that it sounds more natural and has a human touch.
It’s easy to tell when written content is created by AI because it doesn’t use natural language and it tends to repeat the same words or phrases. It can also get jargony or use fancy vocabulary more than the average person would. In short, it sounds like a robot wrote it.
The same goes for AI-generated images and videos. Sometimes, they can look a bit distorted or unnatural, especially when it comes to human faces and hands. Blurry or abnormal backgrounds, warped objects or ones that cut off randomly, and unintelligible text are also giveaways that the images are AI-generated.
Using AI-generated content as inspiration, rather than a finished product, is a good way to avoid these pitfalls.
Don’t input sensitive or confidential company information into AI platforms
Even if the AI platform has been approved for use by your IT team, avoid inputting sensitive company information into programs like ChatGPT. Many generative AI programs will take whatever users enter into it and use it to train their AI models, or that information could possibly appear in responses to other users. So if you type it into the platform, it’s safe to assume that it can and will be seen and used by others.
Don’t fall for AI-generated content scams
Hackers and scammers have access to the exact same AI technology that employees use to aid in everyday work tasks. This means that email phishing and phone call scams will be more realistic and believable than ever. Stay vigilant and always vet any suspicious emails, calls, or videos you receive. When in doubt, don’t click the link.
Ready to get started?
AI technology and generative AI are powerful tools that can enhance your productivity and creativity. But remember, these programs will never be able to replace humans—which is a good thing! A human touch will always be needed, especially in the HR world. Want to learn more about how to use AI in your business? Check out AI Beyond the Buzzwords: Unlocking Efficiency and Creativity or 7 AI helpers to add to your HR toolkit.
About ProService Hawaii
ProService Hawaii is the state’s leader in HR consulting and management. The company gives employers access to benefits, payroll, HR and risk support that make it easier to hire, manage and grow their teams. With over 3,000 client employers and 50,000 employees statewide, ProService Hawaii impacts nearly 10% of the state’s private employment market, making it the largest and most trusted provider for HR services in Hawaii since 1994. As an industry leader, ProService combines the power of passionate local experts with innovative products to build and transform the workplace in Hawaii. ProService is headquartered on Oahu at 6600 Kalanianaole Hwy., Ste. 200, Honolulu HI 96825. Additional offices are located in Kona, Kahului, Kapaa and Downtown Honolulu. Telephone: (808) 394-3100.
