Do I need everyone's agreement on the rules?

No. Get input from representative team members, but the final rules are a management decision. Feedback improves the rules, but consensus is not required.

What if some employees already use AI heavily?

That is good information. Their experience can inform practical rules. Ask them what works, what risks they see, and what guidelines would help.

Should contractors follow the same rules?

Yes. Anyone handling company data should follow your AI rules. Include AI guidelines in contractor agreements.

Quick answer

Survey your team's current AI use, draft simple rules covering approved tools and data limits, get team feedback, finalize and distribute, then train everyone. The whole process takes about two weeks.

Updated June 2026 · MmowW AI Compliance

How to Create AI Rules for a 20-Person Company

Week 1: Discovery and Drafting

Start by understanding how your team currently uses AI. Send a quick survey asking what AI tools people use, what tasks they use them for, and what concerns they have about AI at work. This takes one day and gives you the foundation for practical rules.

Based on survey results, draft your AI rules. Keep them to one or two pages. Cover five areas: which tools are approved, what data can be shared with AI, how to review AI output, when to disclose AI use, and what happens if rules are broken.

Week 1: Get Feedback

Share the draft with three or four team members from different roles. Ask them whether the rules are clear, whether they can follow them in their daily work, and what scenarios the rules do not cover. Incorporate their feedback into a revised draft.

Week 2: Finalize and Launch

Finalize the rules based on feedback. Create a one-page summary with the key points. Schedule a 30-minute team meeting to walk through the rules, explain the reasoning behind each one, and answer questions.

During the meeting, use real examples relevant to your company. Instead of saying do not share confidential data, say do not paste customer order details or pricing spreadsheets into ChatGPT. Specific examples make rules easier to follow.

After Launch: Training and Support

Have each team member sign an acknowledgment that they have read and understood the rules. Designate someone, probably yourself, as the go-to person for AI questions. Create a shared FAQ document that grows as new questions come up.

Month 2 and Beyond: Review

Check in with your team after one month. Are the rules working? Are there common questions or situations the rules do not cover? Update the rules based on real experience. Schedule a formal review every six months to keep rules current with changing technology and regulations.

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This article is for informational purposes only and does not constitute legal advice. Regulatory requirements change frequently — verify current rules with official sources. Built by Sawai Gyoseishoshi Office, Hiroshima, Japan.