Practical Team Guidelines for Using AI
Mohamad Charafeddine — mohamadcharafeddine.com/en/resources/team-ai-guidelines/
========================================

── AI use guidelines — [organisation name] ──

AI use guidelines at [organisation name]
Version: [1.0] | Adopted: [ ] | Next review: [in 6 months]
Owner of these guidelines: [name/role]

These are internal working guidelines, not legal advice or a compliance certificate.

1. Purpose and scope
They apply to everyone working with [organisation]: staff, contractors, volunteers.
They cover chat tools, image, video and voice generation, and assistants inside work apps.

2. Approved tools
Tools allowed for work: [tool, plan/account, for which use]
Using an unlisted tool for work needs approval from: [role]
Work accounts are kept separate from personal accounts wherever possible.

3. Allowed data
Green (allowed): [examples from your work]
Amber (after anonymising): [examples]
Red (not allowed in public tools): [examples]
When in doubt: treat it as red and ask [role].

4. Human review
Every output that reaches a customer, partner or audience is reviewed by a person first.
Extra review by [role] is required for: [contracts, medical/financial content, official
statements...]

5. Responsibility
Whoever uses an output is responsible for it as if they had written it.
A mistake in sent work is never blamed on the tool: review is part of the job.

6. Checking facts and sources
Every number, name, date and reference is checked against an original source before use.
Sensitive information needs two independent sources.
We never cite a reference we have not opened and read.

7. Disclosure
We disclose AI use when: [the audience expects it / the client asks / a platform or
authority requires it / an image or voice could be mistaken for reality]
Approved disclosure wording: [e.g. "Prepared with the help of AI tools and reviewed
by our team"]

8. Images, voices and ownership
We do not generate a real person's face or voice without their written consent.
We do not imitate others' logos or brands, or a named artist's style.
Generated product images must match the real product.

9. Where we do not use AI
[hiring or dismissal decisions, diagnosis, final legal advice,
replies to sensitive complaints without review, ...]

10. Reporting and escalation
If red data was pasted, a wrong output was published, or a customer complained:
tell [name/role] within [24 hours] via [channel].
Early reporting is never penalised. Hiding it is the problem.

11. Learning and review
A short briefing on these guidelines for every new member: [who gives it]
The guidelines are reviewed every [6 months] or after a tool change or incident.

I have read these guidelines: [name] [date]