Establish organizational expectations

Key Points

Why Align AI Usage in Organizational Communication?

Different organizations have varying expectations, policies, and compliance guidelines for AI usage. Seeking alignment ensures consistency, quality, and adherence to organizational standards. Key areas to align include:

• Style guidelines to maintain a consistent tone and voice.
• Audience definitions to ensure messages reach the intended groups.
• Compliance and security to determine when AI should and should not be used.
• Prompt consistency to standardize AI-generated content across teams.

Key Areas to Align in AI Communication

1. Style and Quality Consistency

• A consistent tone and voice across teams prevents confusion.
• Teams should define formal vs. casual writing styles for different contexts.
• Example: A company decides all external communication should use a formal tone, while internal memos remain conversational.

2. Defining the Audience

• Organizations must clearly define their target audiences to ensure appropriate messaging.
• Example: A university team needs to specify whether they are addressing all students or just undergraduate students on the main campus.

3. When Not to Use Generative AI

• AI use should be restricted in areas involving compliance, privacy, or security risks.
• Organizations should define clear guidelines on when AI-generated content is not appropriate.
• Example: A healthcare company may prohibit AI from drafting patient-related documents to ensure compliance with privacy laws.

4. Standardizing AI Prompts

• Using consistent AI prompts ensures quality and efficiency across teams.
• Organizations can develop pre-approved templates to streamline AI-generated content.
• Example Prompt: "Generate a customer service email response using a friendly, professional tone."

5. Aligning AI Practices with Leadership

• Organizations should bring together leaders and teams to set clear AI usage standards.
• Regular discussions and training help refine best practices.
• Example: A marketing team might hold quarterly meetings to review and update AI-generated content guidelines.

Actionable Step

Meet with your team or organization to define expectations for AI-generated communication, ensuring consistency, security, and effectiveness.