The rapid rise of artificial intelligence (AI) has led many organizations and managers to begin incorporating AI systems into their daily operations. Given the speed of providing information and the dynamic nature of AI, it is a powerful tool businesses can leverage to make transformative changes. Despite these appealing benefits, AI also presents considerable challenges that must be navigated appropriately by managers and employees when implementing such software. 

When creating algorithms for AI applications, specific data is chosen for the training of the system. Oftentimes, this data can be biased and discriminatory against different groups of people or specific facts. These biases can lead to unfair outcomes when utilizing AI for hiring practices, promotions, and access to resources.  

Not only can this bias impact hiring practices, but the historical information AI is based upon can lead to inaccuracies and biased information when conducting research. When using AI as a search engine or source of inspiration, outdated information can cause employees to draw outdated conclusions, thus impacting the accuracy of their work. 

2. Privacy Concern

As a manager, there are dual responsibilities to support team needs as well company company-wide goals. While employees may feel compelled to utilize AI to complete minuscule daily tasks and expedite their processes, it’s important to ensure privacy measures are considered to protect important company information. AI collects and stores various personal data when interacting with it, which poses a threat when employees use the software for sensitive data. 

These dynamic AI systems can gather personal and sensitive company information. Without proper safeguards in place, these can lead to a myriad of privacy violations. It’s crucial to ensure that employees comply with data protection regulations, ensuring the safety of personal and company information. 

3. Ethical Usage 

Another important consideration is the ethical usage of AI and the potential to generate misleading information. The inability of AI to properly aggregate information or summarize important facts can lead employees to make inaccurate decisions. These slight errors can undermine the communication of information and the functionality of teams. 

Another concern regarding ethical usage is employees failing to disclose their AI usage. Employees may utilize AI to complete some or the entirety of a task, but fail to communicate the AI usage to their manager. This lack of disclosure can lead to inconsistencies in the quality of work produced as well as additional security vulnerabilities. 

While AI does present challenges with biased and outdated information, potential privacy concerns, and complex ethical usage concerns, the increased efficiency and productivity from the incorporation of AI can provide immense benefits for a team. It’s important for managers to develop effective strategies for how their team should utilize AI in order to ensure safe and productive use. 

If not already predetermined by the organization, develop and communicate clear AI usage policies to each member of the team. Ensure that the policy includes specific AI software that can be used and guidelines for what information can be handled with AI. Furthermore, address the ethical and legal concerns surrounding AI usage. 

2. Practice Regular Monitoring 

Implement regular check-ins to evaluate how team members are using AI. Evaluating how team members assess the quality of information provided by AI, what tasks AI is being used for, and looking for any discriminatory patterns manifesting from the usage of AI can help prevent problems from persisting. 

3. Incorporate Training Sessions 

Help equip the team with proper knowledge and skillsets for using AI through regular training sessions. Some team members may be incredibly familiar with AI, while others may have no background in it. Providing comprehensive training that discusses the basics of AI and best practices can help all team members feel comfortable with the software. Consider implementing additional periodic training sessions to expand on the team's AI capabilities and reinforce the ethical considerations associated with AI. 

4. Develop Response Plans 

An important tool when navigating AI in the workplace is the development of a response plan. Preparing for how to handle a potential data breach or other privacy concerns can help minimize the harm and prevent the escalation of the issue. Establish a clear protocol within the team for handling potential privacy concerns so all team members are prepared for issues they may encounter.

5. Encourage Cross-Functional Interactions 

Encourage the collaboration of cross-functional interactions when incorporating AI within the team. Collaborate with departments such as IT and legal to ensure cohesive and effective AI risk management strategies. Utilizing an approach that leverages the competencies of other departments can ensure optimal AI practices are utilized.

To mitigate potential concerns with leaking important customer or company information through AI, hold meetings or provide training sessions for employees on how to properly use AI within their role. 

Navigating unprecedented circumstances can be challenging as a manager who has various responsibilities to their team and the organization as a whole. For support in navigating such circumstances, it’s helpful to leverage horizontal mentorship to gain insights from peers in the same position. Sharing experiences and learning other strategies for best incorporating AI within the workplace can ensure a smoother transition. 

Another powerful way managers can utilize AI is by leveraging these tools to gather problem-solving insights. When managers use AI, it’s important to utilize industrial-organizational psychologist-reviewed prompts in order to ensure the accuracy of the solutions the AI provides. Management software such as AIM Insights utilizes industrial-organizational psychologist-reviewed prompts in order to provide tailored feedback, ensuring the implementation of effective management styles. AI management software can transform how managers manage. 

Artificial intelligence is a powerful tool that can positively impact team functions. Although AI does present new challenges to the workplace, they can be tackled with the implementation of clearly communicated strategies. AI is constantly adapting, and strong leaders can adapt with it.