Creating a shared vision (activity)

Ongoing, with regular check-ins | Leader-led, with team participation | Moderate effort

Use this activity to keep your team informed as AI tools, workflows and expectations change. Start with regular updates. Then create shared resources and review them over time.

This activity supports our guidance on bringing your people along as you begin to use AI. 

Clear communication helps people understand what’s changing.  

It helps your team know:

• what AI means for their work
• what they need to do as it is rolled out
• where to get support
• what safe use looks like.

Regular updates also build trust and confidence in your organisation.

Work through each stage to build strong communication habits.  

Start with team updates on:

• how you’re rolling out AI across the organisation
• what changes are coming and how staff can help
• tools, policies and expectations.

Then create clear resources and review them over time.

Stage 1: Getting started

The first stage is about keeping your team informed. Add a regular AI update to your team meeting agenda. Use this time to inform people about AI use, practices, expectations and impacts.

Updates can be informal but are an opportunity to keep people updated as AI uptake grows.  

This is also a good time to answer questions such as:

• how AI may affect roles and tasks
• how people should use AI at work
• why your organisation is using AI
• how risks are managed
• what support is available  
• what recent trials have shown.  

The aim is to keep people updated and address uncertainty.

Stage 2: Building momentum

Create simple resources that set clear expectations for AI use. This includes an AI systems register and AI use policy.

These resources should explain:

• which AI tools are approved and what they are used for
• roles and responsibilities
• what good use looks like.

When you’re ready to build an AI strategy, document the new process in redesign your workflow.

Walk through these resources with your team. Ask for feedback so the guidance stays clear and useful.

Stage 3: Creating results that last

Review your AI policy and guidance regularly in consultation with your team.

You can use this review to:

• remind your team what the policy covers
• check guidance still matches current tools and work
• hear from your team on what’s still unclear
• update expectations where needed
• reinforce good practice.

When you’re ready to plan updates, use the Communicate about AI with your team downloadable companion.