AI Policy Template for Small Teams
You do not need a twenty-page policy. You need clarity: what people may use, how they must treat data, and who owns updates.
Start here (5 minutes)
- New to governance? Read How to Build an AI Governance Framework for a Small Team.
- Want the rollout sequence + supporting templates? Use AI Policy Starter Kit for Small Teams.
- Need a one-page employee rule set? Copy the AI Acceptable Use Policy Template.
What to include (minimum)
- Purpose — Why the policy exists (risk reduction, consistency, trust).
- Approved tools — Named products or “IT-approved list only.”
- Data rules — No customer PII, credentials, or unreleased financials in unapproved tools unless approved workflow says otherwise.
- Human review — High-stakes decisions (legal, security, money, public statements) require a human sign-off.
- Ownership — One named policy owner and a weekly 15-minute review slot.
Sample policy skeleton (copy and edit)
Approved AI — Team members may use [list or link]. Other tools require manager approval.
Data — Do not paste confidential, personal, or regulated data into AI unless the workflow is explicitly approved. When in doubt, ask [role].
Outputs — Treat model output as draft; verify facts, calculations, and legal wording.
Incidents — Report suspected misuse or data exposure to [channel] within 24 hours.
Reviews — Policy owner reviews exceptions and incidents weekly; full text refresh quarterly.
How to roll it out
- Share the one-pager in your team channel.
- Pair it with a three-question self-check before pasting into any AI: Is this data allowed? Is the output verified? Is a human accountable?
- Revisit after the first real incident or near-miss — that is when the policy earns trust.
This template is intentionally small so you ship governance that people actually read.