Artificial Intelligence in the Workplace: Its role within your organisation and the importance of a clear policy
Joanna Rose · Posted on: June 30th 2025 · read
For those operating outside of the technology sector, the extent to which artificial intelligence (AI) has already become embedded in everyday operations may not be immediately apparent. For example, when a bank contacts a customer in relation to suspected fraudulent activity, it is often AI that has detected the anomaly in the first place.
Over recent years, AI has been increasingly utilised by organisations to streamline recruitment processes, analyse onboarding data, and automate repetitive tasks that do not require creative or critical thinking. Understandably, this evolution has prompted concerns around job security and the broader implications for employment and skills across the UK.
In 2021, a report estimated that approximately 7% of existing UK jobs faced a high probability (over 70%) of automation within five years. This figure is projected to rise to 18% over a ten-year period and just under 30% over twenty years.
However, the report also highlighted that AI is expected to generate a significant number of new roles, primarily in sectors less susceptible to automation, such as health and personal care, owing to increased economic productivity and real income growth.
What does this mean for the labour market and for employers more broadly?
The majority of organisations are not yet engaging with highly advanced autonomous technologies. Rather, the current trend involves more accessible platforms, such as ChatGPT and the WalkMe Digital Adoption Platform (DAP). ChatGPT, for instance, has quickly become widely used due to its ability to generate coherent, human-like written content in response to user prompts. It has the potential to reduce time and effort spent on tasks such as summarising documents, drafting job descriptions, preparing interview materials, and generating ideas for social media content. Nevertheless, this also raises questions about the future of roles that have traditionally centred around these activities.
Whilst the use of AI may raise concerns for employers, it also presents significant opportunities. As AI takes over routine tasks, it opens the door for the creation of roles that prioritise human-centric skills such as empathy, collaboration, teamwork, and effective communication.
It is essential that employers seeking to adopt tools such as ChatGPT do so with a full understanding of their limitations and with appropriate safeguards in place. This includes developing clear internal standards and guidance to ensure responsible use. A key consideration is data protection: sensitive or personal data should not be entered into AI systems, as it cannot be guaranteed to remain confidential. Existing policies, including those covering data protection and privacy notices, may require review and amendment to reflect the use of AI tools.
If your organisation is considering introducing an AI policy, the first step should be to identify which tools may be of practical benefit. Once a thorough assessment of potential advantages and risks has been conducted, a decision can be made on whether to permit the use of such tools in the workplace. If AI use is to be restricted, this too should be clearly documented in your organisation’s policies. A dedicated AI policy—particularly in relation to chatbot usage—can provide clarity, establish consistent standards, and help mitigate legal, ethical, and reputational risks.
"Given the rapid pace of AI development and its increasing integration into business processes, implementing a formal AI policy is a prudent and necessary step. Such a policy not only protects your organisation against potential pitfalls, including breaches of confidentiality and misuse of intellectual property, but also positions your workforce to harness the operational efficiencies and strategic advantages that AI can offer."
HR Solutions at MHA can assist you in reviewing your current policy framework, drafting AI-specific policies, and advising on their implementation to ensure alignment with your organisational goals and regulatory obligations.
