Practice position
AI assists. People decide.
Use approved systems, minimise information, check important output and keep accountable professional judgement human-led.
Understand why it happens
Staff may use personal tools because they face workload pressure, want clearer writing or believe no organisational option exists. Begin by mapping real tasks and uncertainty rather than assuming irresponsible intent.
Create a usable route
Publish clear approved, prohibited and discuss-first examples. Identify supported tools and account types, provide prompt and verification training, and give staff a simple way to propose a use case or report a concern.
Govern behaviour and systems
Policy should connect with technical controls, procurement, supervision, incident learning and leadership behaviour. Monitor without creating a punitive culture that discourages honest reporting of mistakes.
Practical checklist
- Map actual staff use and needs
- Publish plain boundaries
- Provide approved alternatives
- Create an advice and reporting route
- Review policy as tools and practice change
Written by Tony D’Agostino / TD Consultancy. Reviewed . This page provides general professional education, not legal or clinical advice.