Artificial intelligence tools have quickly become part of the everyday workflow. Employees use them to draft emails, summarize documents, and solve problems faster. Have you used this advanced technology for any of these purposes?

Tools like ChatGPT, Microsoft Copilot, and Google Gemini make it easy to get instant results. Whether that’s helping us draft emails or solve complex problems, the speed afforded us by AI helps us complete work faster…but it can also lead to unaffordable mistakes.

Before you press Enter, take five seconds to run through a quick mental checklist of best practices.

Is There Sensitive Data?

Most AI-related issues do not happen because someone intended to do something wrong. Often, mistakes occur because someone moved too quickly, pasted information into a prompt, and did not stop to think about the risk involved.

So you can start by looking at what you are about to enter into the AI tool. For instance, does it include anything that should not be shared outside your organization?

This may include:

  • Customer or client information
  • Financial data
  • Internal documents
  • Contracts or agreements
  • Login credentials

Even if the task seems harmless (like summarizing a document or improving an email) the content that you enter may still be sensitive.

Is This the Right Tool?

Not all AI tools follow the same standards for security and data handling. If the information is not meant to be public, it should not be entered into an AI tool unless that tool has been specifically approved for handling it.

Before using AI, consider whether the tool you are using has been reviewed and approved for workplace use. If your team doesn’t have any information about AI in its Acceptable Use Policy, then take the time to ask which programs your security team recommends.

Using an unapproved tool can introduce unnecessary risk, especially when company information is involved.

How to Verify the Output?

AI-generated responses can sound accurate and professional, even if they actually contain errors. That’s why you have to treat AI output as your starting point, and not a final answer.

Before using the result, take a moment to review it carefully. Look out for…

  • Incorrect or misleading information
  • Missing context
  • Statements that do not align with company processes
  • Specific data and statistics

You especially have to take care when you intend to share the output with clients, coworkers, or external business partners.

Small Habits Make a Big Difference

Using AI safely does not require complicated rules. It comes down to a simple habit: Pause before you press Enter.

Ask yourself:

  • Is there sensitive data?
  • Is this the right tool?
  • Will I verify the output?

This quick check may only take a few seconds, but it can help prevent data exposure, reduce errors, and protect your organization for a long time.

In short, AI is a powerful tool, and it can make work faster and more efficient. The key is to use it with awareness. Sometimes, a five-second pause is all it takes to avoid a much bigger problem.