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AI & Innovation Datadriven Data

2 minutes read

AI in the workplace: faster than policy can keep up

AI is no longer future music. It is a daily reality in the workplace. Yet more than half of Dutch organizations lack a clear AI strategy (Integron, 2025). While executives are still looking for frameworks, employees are taking the initiative. They are experimenting with tools like ChatGPT and Microsoft Copilot to do their work faster, smarter and more creatively. Good news, you might think. But in practice, this creates an elusive situation where AI use occurs without direction, supervision or support.

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AI is quietly exploding
In the workplace, the use of AI is growing at lightning speed - even under the radar. According to research by Microsoft and LinkedIn (2024), more than half of users are deliberately keeping their AI use quiet. The reason? Uncertainty. About what the implications are for their own jobs, what is and isn't allowed and how it fits within existing processes. The result is an atmosphere of complacency. Nearly 80% of intensive AI users work with self-selected tools, far out of sight of their managers. Bring Your Own AI (BYOAI) is the new normal. But this very form of shadow IT is now leading to a fragmented and insecure AI landscape.

No strategy? Then you're vulnerable
At the other end of the spectrum are organizations, often without a clear strategy. Which AI tools are allowed? How is data protected? What do we mean by responsible use? In the absence of such guidelines, ad hoc practices arise . Some departments experiment enthusiastically with AI, while others remain wait-and-see. Especially when AI is applied in the primary process, where consistency and control are crucial, organizations without frameworks run significant risks. At the same time, the need for direction is growing. Cybersecurity and data privacy are the biggest concerns of today's leaders. And precisely these themes come under pressure when a clear and supported AI policy is lacking.

Leadership lags behind, employees lead the way
The real bottleneck? A mismatch between adoption and leadership. Employees often get ahead of policy. Not because they like to bypass rules, but because they simply aren't there yet. Without policies, employees don't know where they stand. Without openness, managers don't know what's happening on the shop floor. And without direction, a gray area is created where innovation is not driven, but just happens. That's risky.
The reality is that AI has long been part of our work. If not from strategy, then from curiosity or necessity. And the gap between the laggards and the frontrunners is rapidly widening. According to Microsoft and LinkedIn (2024), you will find the real AI power users in companies where leaders do not stand on the sidelines, but actively participate. Where change is encouraged and employees are trained accordingly. There, AI is not used secretly, but rather consciously and strategically deployed.

AI requires direction, not restriction
Want to structure the use of AI in the workplace? These five steps are important:

  • Make AI negotiable. Encourage open conversations about the tools employees are using and why. Openness is the first step to safety.

  • Establish workable guidelines. Not comprehensive policy documents, but practical principles. Start small. What is allowed, what is not?

  • Offer secure alternatives. Reduce shadow IT and BYOAI. Offer reliable AI solutions that fit within IT and security frameworks.

  • Invest in AI skills. Provide training that goes beyond technology. Also focus on ethical and strategic AI use and creative thinking.

  • Acknowledge informal use. See informal use not as a threat, but as a starting point for innovation. Employees who embraced AI early on are pioneers; involve them in your strategy.

Finally: don't slow down, but tune in
AI is already here. Employees are using it. Customers expect it. But without vision, policy and leadership, the potential remains underutilized and the risks increase. What can you do? Instead of wanting to control what you don't see, make visible what is already happening and actively manage it.

How open is your organization about AI? And who is taking the lead?

June 11, 2025

Sianie van Kouwen

Specializing in communications, I create clear, engaging content that resonates with both internal teams and external audiences. As a bilingual native, translation and localization come naturally to me. I have successfully — and with great enjoyment —helped global brands maintain an authentic and strong message across languages, and markets. My work is defined by attention to detail. Whether shaping a communication strategy, refining tone, or embracing my inner grammar enthusiast, I never compromise on quality. Ultimately, my goal is to create content that matters. Let's simplify where necessary, add an extra spark where it counts, and always look for ways to maximize the value and impact of each piece!

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