Dear HR Manager | Shaping More Thoughtful Use of AI
How do I stop managers from misusing AI tools?
We encouraged managers to utilize AI platforms to support tasks such as outlining emails, drafting project plans, and conducting preliminary research. However, I’m now seeing managers use them for everything—from performance reviews to disciplinary notes. Some are even pasting sensitive data into public-facing chat tools.
I want to encourage innovation, but we need boundaries. How do I establish guardrails without coming across as overly controlling or micro-managing?
– Concerned, Not Controlling
Dear Concerned,
You’re asking the right question—and at the right time.
When AI tools first rolled out, people often swung between overusing them and being afraid to try them at all. Your job now is to reset the middle.
Start With Purpose
AI should help people work smarter, not dodge responsibility. Make it clear which tasks AI can support (like brainstorming or outlining) versus where human care and judgment are required (like coaching, discipline, or anything involving sensitive data).
Offer examples. What’s okay? What’s not okay? And when in doubt, remind teams that anything confidential or personal still deserves a human touch.
Establish Red Zones
There’s no need to create 50 new policies—but a short list of AI red zones can help. Things like performance evaluations, private employee issues, or anything legally sensitive should be off-limits for automated tools. Even if the tool is secure, the perception matters.
AI tools are trained on extensive datasets and may not always accurately reflect your voice, tone, or values. It’s better to use them as a starting point, not the final say.
Invite Feedback and Curiosity
The goal is to build a culture where people feel comfortable experimenting and asking for help when they’re unsure. Host a short lunch-and-learn. Collect stories of what’s worked (and what hasn’t). Curiosity and caution should coexist.
You don’t need to control how every tool gets used. But you can help shape the habits that lead to better, more thoughtful use.
– HR Manager
Originally featured in UBA’s June 2025 HR Elements Newsletter.
