27.11.2024 | News AI Wild West in the office: everyone uses what they want

Answering questions, translating texts, summarizing documents, formulating emails, creating presentations: in many companies, employees are now using generative AI tools on their own initiative. ‘Bring your own AI’ is the name of this trend - and it is putting companies in a real dilemma. If there are no official AI tools or regulations on how to use them, this can lead to uncontrollable uncontrolled growth, which is fraught with major risks.

Providers of free GenAI tools, often use user input to train their AI models. As a result, personal data and sensitive company information can flow to the providers. In the worst case, they may even appear in the responses of other users or competitors. In addition, many tools are cloud-based and store data in countries that do not comply with EU data protection standards. Companies risk violating laws such as the GDPR and losing intellectual property if employees are not sensitized to this, not to mention compliance with the AI Regulation.

Furthermore, not every employee has the necessary technical affinity to obtain AI tools themselves and use them correctly. This can lead to a two-tier society within the company. The arrival of Generation Z in companies is further exacerbating this effect. Members of this generation use AI tools natively, and this naturally includes their workplace. On the one hand, there may be employees who are extremely productive and efficient - and on the other, those who feel left behind or are effectively left behind.

Sometimes it is not just individual employees who use generative AI on their own initiative, but entire departments. Once they realize that generative AI in combination with the organization’s own data offers great added value - for example with chatbots - they start their own projects and build their own solutions independently of one another. Especially in large organizations, this can lead to a situation where several similar projects and applications are created. These are often not thought through to the end, nor is this approach cost-conscious or efficient.

However, the employees' own initiative also has a good side. When colleagues get involved with generative AI and try it out, they develop ideas for the most useful applications. And when they exchange ideas with each other, everyone benefits from their different previous knowledge, their affinity to technology and their experience obtained with AI. Companies can build on this expertise to take the initiative when it comes to generative AI and provide suitable AI tools themselves, for example for knowledge management.

Where can generative AI be used to optimize processes? Which applications bring a maximum of benefits for as many employees as possible? Which use cases are particularly well suited to be supported with generative AI? Companies can clarify these questions with the departments and then procure appropriate tools or find ready-to-use tools for frequent use cases. Central IT can evaluate these tools for data protection and security and instruct employees in their use.

Employees want and need AI tools because they will undoubtedly become more productive as a result. Companies should therefore take this issue into their own hands and ensure that these tools are used in a planned and coordinated manner. This will make them more competitive, save costs, protect their data and ensure that all employees benefit.