One sanctioned AI assistant for every employee (L1)
Give everyone a licensed enterprise assistant so work stops happening in personal accounts. ChatGPT Enterprise, Microsoft Copilot, or Google Gemini for Workspace. This is the cheapest way to reduce shadow AI risk.
The steps
- 01
Pick the assistant that matches your identity stack
Tool: Okta
Choose the one that supports single sign-on and offboarding in your identity provider. Feature comparisons matter less than clean access control. Owner: IT plus security. DoD: the assistant is provisioned through single sign-on for all staff.
- 02
Publish a one-page acceptable use policy
Tool: Manual
What data may be pasted, what may not, and who to ask. One page, plain language, no legal appendix. Owner: legal plus IT. Pitfall: a twelve-page policy nobody finishes. Shadow use continues. DoD: every employee has acknowledged the page.
- 03
Seed ten prompts per function
Tool: Manual
Adoption follows usefulness. Give each team ten prompts that solve real weekly tasks rather than a generic training session. Owner: function leads. DoD: a shared prompt page exists per function.
- 04
Measure weekly active use, not licenses issued
Tool: Manual
Licenses issued is a vanity number. Track weekly active users by team and follow up where use is near zero. Owner: IT plus operations. DoD: a monthly usage report by team.
Tools in this playbook
- Okta
- Manual
Next playbooks
Unfamiliar terms are defined in the AI and Revenue Dictionary. Related frameworks live in the framework library.