How Organizations Can Educate Employees on AI Use and AI Governance

Artificial Intelligence (AI) is revolutionizing industries by improving processes, increasing efficiency, and driving innovation. As Generative AI (Gen AI) continues to evolve, organizations are presented with exciting opportunities to automate tasks, improve decision-making, and enhance customer experiences. However, alongside these advancements, there is a pressing need to educate employees on not only how to use AI but also how to govern it responsibly.

Educating employees about both the use and governance of AI is essential for ensuring that AI tools are used effectively and ethically. By providing the right training on AI use and clear guidelines on AI governance, organizations can foster a culture of responsible AI adoption and minimize risks related to bias, privacy violations, and non-compliance with regulations.

This blog explores actionable steps organizations can take to educate employees on both AI use and AI governance, ensuring they can utilize AI tools effectively while adhering to ethical standards and regulatory requirements.

The Disconnect: Employees and Leadership in AI Use and AI Governance

AI adoption is rapidly increasing, but a significant gap exists between the way employees and leaders understand and use AI. A Gallup study found that while 70% of employees rarely or never use AI in their work, only 10% use AI tools regularly. At the same time, 44% of leaders admit they are unaware of how often their teams use AI. This disconnect creates a situation where AI tools are underutilized, and leadership may impose unnecessary restrictions due to a lack of understanding.

When it comes to AI governance, this gap can also lead to confusion about how AI tools should be governed within the organization. Governance frameworks—such as those addressing ethics, compliance, and accountability—are critical to ensure AI tools are used responsibly. Without proper governance education, organizations risk violating legal regulations and ethical standards, potentially leading to issues like bias, data misuse, and privacy violations.

Organizations need to bridge this gap by educating employees not only on how to use AI tools but also on how to follow governance guidelines that promote ethical AI use.

Why Education on AI Use and AI Governance is Essential for Employees

Educating employees on both AI use and AI governance is essential for a number of reasons:

1. Ethical AI use: Employees must understand the ethical implications of using AI tools, such as bias prevention, data privacy, and ensuring transparency in decision-making. Without proper education on governance, employees may unknowingly contribute to unethical AI outcomes. 
2. Regulatory compliance: AI is regulated by various laws and guidelines (e.g., EU AI Act, GDPR, etc.). It’s important that employees are aware of these regulations to ensure that AI tools are used in a compliant manner. 
3. Risk mitigation: Education on AI use and governance helps reduce the risk of misuse, non-compliance, and AI failures, thereby protecting the organization from potential legal, reputational, and financial risks. 
4. Trust and accountability: Clear governance structures help establish transparency, accountability, and trust in AI systems. Educated employees will be better equipped to use AI tools responsibly, making ethical decisions and being mindful of privacy concerns. 

By educating employees on both AI use and governance, organizations create a culture of accountability, innovation, and responsible AI use that drives long-term success.

How to Educate Employees on AI Use and AI Governance

Here’s how organizations can effectively educate their employees on both AI use and AI governance:

1. Provide Comprehensive AI Training Programs

AI literacy is essential for helping employees understand both the technical aspects of AI tools and the ethical guidelines for their use. AI training programs should focus on:

• How AI works: Offer a simple explanation of how AI tools operate, including machine learning models, decision-making processes, and the role of data in training AI systems. 
• Ethical implications of AI: It's crucial to cover the ethical implications of AI use, including potential risks of bias, privacy violations, and how to ensure AI transparency. Employees should understand how AI systems can unintentionally spread bias or make unfair decisions, and what steps they can take to avoid these issues. 
• AI governance principles: Training should also cover AI governance principles, such as accountability, transparency, and compliance with regulations like the EU AI Act. Employees should understand the importance of adhering to organizational policies and regulatory requirements to ensure AI tools are used ethically and responsibly. 

2. Role-Specific Training for Different Teams

AI tools are used differently across departments, so it’s important to tailor training to meet the specific needs of each team. Tailored training ensures that employees understand how AI applies to their roles and how to use it most effectively.

Role-specific training examples:

• Sales teams: Provide training on AI-powered CRM tools that help manage leads, track customer interactions, and recommend opportunities. Include guidance on ethical AI use, such as ensuring customer data is handled responsibly, avoiding biased recommendations, and understanding how AI suggestions are generated to maintain fairness and transparency.
• HR teams: Offer training on AI tools used in recruitment, such as resume screening software that identifies qualified candidates based on predefined criteria. Employees should also learn about the ethical considerations in AI recruitment, such as avoiding bias in hiring decisions. 
• Marketing teams: Train marketing professionals on AI-driven tools for personalized marketing, including targeting ads and optimizing campaigns. Incorporate AI governance lessons, such as respecting customer privacy, avoiding manipulative content, and checking that AI-generated recommendations do not unintentionally discriminate against any group.
• IT and data teams: These teams should receive in-depth training on AI governance, including how to monitor AI models for fairness, ensure compliance with data protection laws, and identify potential vulnerabilities in AI systems. 

Tailoring training ensures employees gain the skills and knowledge they need to maximize AI’s potential in their specific roles.

3. Promote AI Governance and Ethics Across the Organization

AI education should not only focus on how to use AI tools but also on the governance surrounding them. Employees need to understand the importance of ethical AI use and how to follow governance frameworks that ensure transparency, fairness, and compliance.

Key topics in AI governance training should include:

• Bias prevention: Teaching employees how AI systems can be biased and how to recognize these biases so they can be careful and mindful of them when making decisions.
• Transparency: A key part of AI governance training is teaching employees how AI systems make decisions. By understanding how AI arrives at its conclusions, employees can better recognize whether the decisions are fair and reasonable. When AI decisions affect people’s jobs, rights, or opportunities, transparency ensures those decisions can be trusted and questioned if needed. Employees should also learn how to ask for clear explanations about AI decisions, so any mistakes or unfair outcomes can be identified and corrected. This kind of accountability helps ensure AI is used responsibly and ethically.
• Accountability: Educating employees on their responsibility to monitor AI systems and escalate any issues related to AI misuse or unethical behavior.AI governance frameworks should ensure that there are proper channels for addressing concerns. 

4. Periodically Update Employees on AI Regulations and Policies

AI is heavily regulated in many regions, including the EU, where laws like the EU AI Act are continually evolving. Organizations need to provide periodic updates on changes to AI regulations and internal policies regarding AI use. Keeping employees informed ensures compliance and reduces the risk of legal violations.

Key aspects of regulations and policy updates:

• Periodic AI legal briefings: Provide updates on new AI regulations (e.g., the EU AI Act) and how they impact the organization. Employees should be briefed on changes to law that govern AI use. 
• Internal AI policies: Ensure that all employees are familiar with internal AI policies, including guidelines on privacy, data security, and ethical AI use. Policies should also outline the consequences of non-compliance with AI governance frameworks. 

By periodically updating employees on AI regulations and company policies, organizations can ensure that AI is used in a compliant and responsible manner.

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Building a Responsible AI Culture

For organizations to fully benefit from AI, it’s crucial not only to teach employees how to use AI tools but also how to govern them responsibly. By offering clear training on AI governance, focusing on ethical use, and keeping everyone informed about the latest regulations, businesses can create a culture where AI is used properly. When employees understand the broader impact of AI and the principles of AI governance, they can make better decisions that benefit both the company and its customers.

Educated employees are better equipped to boost productivity, drive innovation, and stay compliant with laws. With proper AI governance in place, companies can reduce risks, build trust, and ensure they are following the rules. As businesses continue to integrate AI into their operations, those who prioritize responsible AI governance will lead in innovation and create a strong foundation for long-term success.