Share your vision

Artificial intelligence works best when people understand what it means for their work. Clear communication can reduce uncertainty and help staff adjust as tools, workflows and expectations change.

Regular updates can reduce uncertainty, especially when tools, policies or ways of working are evolving. They can also help staff feel steady and supported.

As your organisation starts to use AI more, keep communication regular and predictable. Capture questions and feedback to give your team a voice.

Clear expectations help people use AI consistently at work. A well-documented AI policy gives staff a reliable reference point when they’re unsure whether a certain use of AI is appropriate. Learn how to create an AI policy.

Consider talking about the following topics with your team.

Why and where AI is used

Explain the problem you’re trying to solve or the opportunity you’re exploring. This helps people understand the reason behind changes, not just the technology.

Be clear about which tools or processes involve AI and which don’t. This helps reduce confusion about how work is changing.

What people can expect

Explain how AI is intended to support work, not replace accountability. Clarify what stays the same and what may change in day‑to‑day tasks.

Share examples or principles that show appropriate and responsible AI use in your organisation. This helps improve confidence for staff.

Rules, safeguards and support

Clearly communicate any limits on AI use, including what not to do with AI tools, what needs approval, and where staff can find your AI use policy.

Let staff know how to raise concerns, report issues, or ask for help if AI outputs seem incorrect, unfair or unclear.

• Use familiar channels – share updates through approaches or tools your team already uses. 
• Keep updates short and regular – check in about AI as part of everyday work to reduce extra effort.
• Be open about uncertainty – note what needs testing or decisions to build trust over time.
• Invite questions and feedback – encourage staff input when introducing new tools or processes.
• Close the loop – report back on how staff input has helped shape decisions.

Clear communication about AI helps people feel informed, confident and included.

When people know how AI is being used, uncertainty reduces and questions come earlier. When people understand the value of AI and what’s changing, they’re more likely to support the change. When expectations are clear, the risk of harm is lower and responsible practice is easier.

Use team exercises and discussions to build trust and shared ways of working. Start with these activities or explore all activities for teams