---
title: "Your team already uses AI without telling you: the three rules"
slug: tres-reglas-ia-a-escondidas
lang: en
situation: liderar
format: hoja
minutes: 5
video: 4
updated: 2026-10-19
---

# Your team already uses AI without telling you: the three rules

> For team leads who suspect (or know) that their people already use AI with no written rule and want to turn hidden use into visible use in a single meeting.

## When to use it

- You saw an email that was a little too polished and nobody said how it was written.
- Someone pasted a client's data into a chat and you found out afterwards.
- Your company responded by banning AI and you know they keep using it, only without telling you.

## The sheet

The three rules, as they get written in the meeting. Each one fits on a single line.

| # | Rule | What to write | Illustrative example |
|---|---|---|---|
| 1 | One approved tool, so nobody has to go looking for another | Name of the tool, which account it runs on and what kind of work it is for. | "ChatGPT on the company account, for internal drafts and summaries." |
| 2 | A short list of what never gets pasted | Types of information, five lines at most. | "Client data, internal numbers, contracts, passwords, anything you would not send to a supplier." |
| 3 | One person to ask when in doubt | A name and how to reach them. Not a committee. | "Daniel, by chat. Answers the same day." |

How to announce it without punishing anyone (read it as is in the meeting):

- "I know several of you already use AI. It is not bad intent: you want to work faster. That is fine."
- "What worries me is not that you use it. It is what gets pasted in there. From today, these three rules."
- "What happened before today is not reviewed. What happens from today on, is."
- "When something works for you, share it. I want to know what helps."

Rules agreed on: ________ · Person for rule 3: ____________ · Reviewed on: ________

## How to fill it in 5 minutes

1. Write rule 1 before the meeting. If there is no approved tool, pick one with IT that same week; in the meantime, name the one they already use.
2. Rule 2 is written by the team with you. They know better than you what they have been pasting.
3. For rule 3, write a name that is in the room. If the name sits on another floor, nobody will ask.
4. Read the four announcement lines as they are. The order matters: acknowledge first, then the rule, and the invitation to share last.
5. The most common mistake: turning the meeting into a list of prohibitions. A ban does not prevent use; it hides it. Three simple rules protect more and, on top of that, you find out what is working.

## The line that is almost always missing

The third announcement line: "what happened before today is not reviewed". Without it, nobody will admit what they used or what they pasted, and the three rules get written over a silence. With it, hidden use comes into the open the same day, which is the only thing that actually protects the data.

## If this becomes a big decision

If these rules are about to become a company-wide policy or touch regulated data, the free tools at vicsol.org/decision-clarity/ help you structure the decision. They do not replace a legal review.

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Vic Sol · Decision Desk · vicsol.org/resources/ · Free to use with attribution.
This sheet structures a conversation; it is not legal, financial or audit advice.