By Brian Greenberg, CIO at RHR International. This article first appears on Forbes on 10/11/2024.
AI is everywhere, and integrating AI into your business can help boost efficiency, spark creativity and improve decision-making. With AI tools from major players like Google, Microsoft, Apple, OpenAI, Zoom and more, you can streamline processes, collaborate better and get more done.
However, as with any new technology, adopting AI comes with risks—especially regarding data security and privacy. You don’t want to accidentally “feed the beast” by giving these tools access to sensitive company data.
Here’s how to safely integrate AI tools from vendors while protecting your data and preparing your team for a smooth transition.
Knowing The Benefits Of AI Tools
AI tools are incredibly powerful and offer a range of benefits for your business. Understanding what some of these benefits entail and determining what you need for your organizational needs is a good place to start.
When it comes to repetitive tasks, for example, AI can manage data entry, scheduling and customer service responses. AI-driven analytics can help uncover patterns and insights that might have otherwise been missed.
Furthermore, chatbots and personalized recommendations can make interactions smoother and more engaging, enhancing the overall customer experience. Tools like Microsoft Copilot and Zoom’s AI integrations can summarize meetings, generate reports and automate follow-up actions to help boost collaboration. These tools can make a huge difference in productivity, but they need to be used wisely.
Watching Out For Risks: Don’t Feed The Beast
One major concern when using AI tools is how they handle your company’s data. Many AI systems learn from the data they’re exposed to, which can become an issue if sensitive or proprietary information is unintentionally shared. Here’s how you can protect your data:
Understand the tool’s data policy.
Different AI tools process data in different ways. Some retain it to improve their algorithms, while others keep it private. Make sure you know exactly how your vendor uses and stores data.
Be careful what you share.
Ensure your team avoids sharing sensitive information unless you’re sure it won’t be stored or used for the AI’s ongoing development.
Check compliance with regulations.
If you operate in regions with strict data privacy laws (like Europe’s GDPR), make sure the AI tools you use comply with these regulations. The vendor should offer transparency and allow you to opt out of certain data-sharing practices.
Use private and secure options.
Some vendors offer enterprise-level AI solutions that give you more control over data, including on-premise options that keep everything within your company’s network.
Verifying Vendor Security: How Secure Is Their AI?
Before adopting any AI tool, it’s essential to ensure the vendor has strong security measures in place. Start by asking how your data will be stored and protected. Does the vendor encrypt data at all stages? Are there regular security audits and updates?
Next, look for certifications. Vendors that adhere to standards like ISO 27001 or SOC 2 tend to have stronger security practices. Also, many large vendors publish transparency reports outlining how they collect, process and protect your data. Reviewing these can give you confidence in the tool’s security.
If possible, be sure to run the tool in a sandbox environment to see how it interacts with your systems without risking real data.
Preparing Your Workforce
Rolling out AI isn’t just about getting the right technology; it’s also about preparing your team. Here’s how to help them adapt:
Offer training.
Make sure your employees know how the AI tools work, what data they use and how they can be used safely and effectively. Address common concerns such as whether AI will replace jobs or how it might impact privacy.
Set clear guidelines.
Create a companywide AI policy that outlines best practices for using AI tools, including what data can and can’t be shared. Update these guidelines regularly as AI tools evolve.
Encourage skepticism.
AI is powerful but not perfect. Encourage your employees to double-check AI-generated outputs and use their judgment, especially for critical decisions.
Keep communication open.
Provide a space where employees can ask questions, voice concerns or share insights about the AI tools. This can help them feel more comfortable and engaged with the technology.
Introducing AI Gradually
AI adoption doesn’t have to happen all at once. Start small and build from there. Identify one or two areas where AI can make an immediate impact, such as automating routine emails or helping with data analysis. At that point, you can monitor and adjust, keeping an eye on how the AI performs. Is it helping your team? Is it meeting your expectations? Use this feedback to fine-tune its usage before expanding further.
AI is evolving fast, so be ready to adapt. You might need to scale back in some areas or explore new features as they become available.
Keeping An Eye On AI’s Future
Vendors are constantly updating their AI tools with new features and capabilities. Stay proactive by regularly checking for new features or enhancements that might be useful to your business. Some vendors may even offer early access to new AI tools through beta programs, allowing you to test out cutting-edge features before they’re widely available.
Another key thing to keep in mind is the importance of staying connected. Participate in AI forums, webinars or vendor-led communities to stay informed about trends and best practices.
Embracing AI Responsibly
AI can be a game changer for you and your company, but it’s essential to adopt it thoughtfully. By choosing the right vendors, understanding data privacy risks and educating your workforce, you can use AI to supercharge your business without putting your data at risk.
The future is AI-driven. With the right tools, safeguards and strategies, you can lead your company into this new era with confidence.
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