AI as Your Assistant, Not Your Replacement: Best Practices for Ethical AI Use

Artificial intelligence (AI) can feel overwhelming at first, but it doesn’t have to be. In fact, AI can be a powerful assistant to support the important work you’re doing—whether it’s in academia, nonprofit leadership, or communications. With the right approach, AI can make your work more efficient without taking away what makes it yours: your expertise, creativity, and personal touch.

But as we bring AI into the mix, we need to do it thoughtfully. That’s where an AI policy comes in. By creating a clear and ethical AI policy, you can ensure transparency, build trust, and safeguard confidentiality, all while responsibly harnessing the power of AI. Here’s how to create your own AI policy—one that works for you, your team, and the people you serve.

Why You Need an AI Policy

AI is incredibly useful, but like any tool, it needs boundaries. In fields like academia and the nonprofit sector, where trust and integrity are the foundation of everything you do, it’s essential to show how AI fits into your process. A well-crafted AI policy will help you:

• Build trust with clients, collaborators, and stakeholders.
• Be transparent about how AI is used in your work.
• Protect confidential and proprietary information.
• Clearly define what’s done by you (the human) and what’s assisted by AI.

Steps to Creating Your AI Policy

1. Define Your Work and Core Values

Start by thinking about what’s at the heart of your work. What are your guiding principles? Whether it’s originality, accuracy, or maintaining research integrity, your AI policy should reflect these core values. For example, if ensuring unbiased research or protecting intellectual property is key to your work, make sure your AI policy addresses these priorities.

Example: "My work focuses on creating original, evidence-based content that drives meaningful change. My AI policy reflects my commitment to maintaining the accuracy and integrity of my work, while responsibly using AI to enhance my process."

2. Clarify How AI Will Be Used

Think of AI as a helper that supports your expertise. Consider the specific tasks where AI can add value. Will it help organize research, summarize transcripts, or assist with brainstorming? Be clear about how AI fits into your workflow, and make sure you emphasize that AI isn’t doing the heavy lifting—it’s just helping you out.

Example:

• Summarizing research papers or transcripts to make them more digestible.
• Conducting high-level analysis to fine-tune communication strategies.
• Offering new perspectives during brainstorming sessions.
• Simulating audience feedback to anticipate questions or concerns.

Remember to highlight that AI is a tool—your strategy and final output are human-driven. This distinction helps reinforce trust in your expertise.

3. Address Confidentiality and Data Privacy

Confidentiality is key in academic and nonprofit work. Your AI policy should outline how you handle sensitive information, making it clear that proprietary data is protected.

Example: "Any proprietary or confidential information will be anonymized before being input into AI models. I will not submit sensitive data without prior written approval. Protecting the privacy of my clients and collaborators is a top priority."

4. Highlight Your Human Expertise

AI can do a lot, but it doesn’t have your knowledge, creativity, or strategic insight. Make sure your policy highlights that while AI might help you streamline tasks, you’re still the expert in the room. Your judgment, experience, and critical thinking are what make your work truly valuable.

Example: "AI provides valuable support in organizing data and offering alternative perspectives, but I am the primary creator and strategist. Every deliverable—whether it’s a research report, communication strategy, or nonprofit campaign—is shaped by my expertise to meet the unique needs of each project."

5. Guarantee Originality

While AI can assist with generating ideas, it’s important to reassure your clients and collaborators that the final product is always original and uniquely tailored to their needs. This is particularly important in sectors like academia and nonprofit work, where authenticity and originality are essential.

Example: "All deliverables will be original and crafted specifically to meet the objectives of the project. AI may assist in the background, but the finished work draws from years of experience, with AI acting only as a supportive tool."

6. Keep It Simple and Accessible

Your AI policy should be clear and easy to understand. Avoid complicated jargon and focus on transparency. This builds trust and helps your clients feel confident that you’re using AI ethically and responsibly.

Final Thoughts: Building a Smarter AI Framework

AI is here to stay, and for academics, nonprofits, and communicators, it’s an exciting tool when used wisely. A well-thought-out AI policy helps you harness the power of AI while staying true to your values. Whether you're using AI to organize research, enhance your communication strategies, or brainstorm new ideas, a clear and ethical policy ensures you’re using AI transparently and responsibly.

Let’s Work Together

If you’re ready to develop an AI policy that fits your academic or nonprofit needs, I’d love to help. We can create a policy that protects your data, aligns with your mission, and ensures your work stays at the forefront.

I also offer AI training for researchers and nonprofit leaders, guiding you on how to ethically and effectively integrate AI into your daily work. Let’s chat about how AI can support your goals while maintaining integrity. Reach out to explore how we can collaborate!