{"id":553,"date":"2026-10-05T00:05:00","date_gmt":"2026-10-05T00:05:00","guid":{"rendered":"https:\/\/www.yourtechupdates.com\/?p=4842"},"modified":"2026-10-05T00:05:00","modified_gmt":"2026-10-05T00:05:00","slug":"is-your-team-using-prohibited-ai-tools","status":"publish","type":"post","link":"https:\/\/nyetechnologysolutions.com\/?p=553","title":{"rendered":"Is your team using banned AI tools?"},"content":{"rendered":"<div style=\"padding:56.25% 0 0 0;position:relative;\"><iframe class=\"fitvidsignore\" src=\"https:\/\/player.vimeo.com\/video\/1211330368?badge=0&amp;autopause=0&amp;player_id=0&amp;app_id=58479\" frameborder=\"0\" allow=\"autoplay; fullscreen; picture-in-picture; clipboard-write; encrypted-media; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" style=\"position:absolute;top:0;left:0;width:100%;height:100%;\" title=\"USOct26 - Tech update video 1 ready to use\"><\/iframe><\/div>\n<p><script src=\"https:\/\/player.vimeo.com\/api\/player.js\"><\/script><\/p>\n<p class=\"wp-block-paragraph\">A conversation I\u2019m having more often with business owners goes something like this: \u201cWe don&#8217;t really use AI yet.\u201d<\/p>\n<p class=\"wp-block-paragraph\">A few questions later, it turns out somebody is using ChatGPT to help write emails.<\/p>\n<p class=\"wp-block-paragraph\">Someone else is summarizing meeting notes with an AI tool.<\/p>\n<p class=\"wp-block-paragraph\">Another person has found a browser extension that helps them create content faster.<\/p>\n<p class=\"wp-block-paragraph\">The business may not have formally adopted AI, but AI has arrived anyway.<\/p>\n<p class=\"wp-block-paragraph\">That&#8217;s not surprising.<\/p>\n<p class=\"wp-block-paragraph\">When people find a tool that helps them get through their work more quickly, they&#8217;re going to be curious about it. If it saves time, they&#8217;ll keep using it.<\/p>\n<p class=\"wp-block-paragraph\">The difficulty comes when nobody has stopped to agree where the boundaries are.<\/p>\n<p class=\"wp-block-paragraph\">Imagine a member of your team receives a long customer email and pastes it into a public AI tool to help draft a reply.<\/p>\n<p class=\"wp-block-paragraph\">The response comes back in seconds and saves them fifteen minutes of work.<\/p>\n<p class=\"wp-block-paragraph\">Tomorrow they do it again.<\/p>\n<p class=\"wp-block-paragraph\">A week later they upload a proposal because they want a summary.<\/p>\n<p class=\"wp-block-paragraph\">A month later somebody else is using a different AI tool to analyze a spreadsheet.<\/p>\n<p class=\"wp-block-paragraph\">At no point does anybody feel they&#8217;re doing something risky. They&#8217;re trying to work more efficiently.<\/p>\n<p class=\"wp-block-paragraph\">Yet customer information, financial data, internal documents, and business plans can end up being shared with systems that haven&#8217;t been reviewed or approved by the business.<\/p>\n<p class=\"wp-block-paragraph\">That can happen without any bad intentions.<\/p>\n<p class=\"wp-block-paragraph\">I&#8217;ve also noticed that AI spreads differently from other technologies.<\/p>\n<p class=\"wp-block-paragraph\">A new accounting package usually goes through a buying process. A new CRM gets discussed before it arrives. But AI tools are discovered by individuals during the working day and adopted immediately.<\/p>\n<p class=\"wp-block-paragraph\">By the time a business starts thinking about an AI policy, people may already have their favorite tools and workflows.<\/p>\n<p class=\"wp-block-paragraph\">That creates an awkward situation.<\/p>\n<p class=\"wp-block-paragraph\">If somebody believes a tool is helping them do their job better, they may not understand why they&#8217;re being told not to use it.<\/p>\n<p class=\"wp-block-paragraph\">Quite often, they feel they&#8217;re solving a problem rather than creating one.<\/p>\n<p class=\"wp-block-paragraph\">So, to get the most value from AI, have open conversations about it.<\/p>\n<p class=\"wp-block-paragraph\">Make sure your team all understand which tools are being used, where information is going, and what data should never be shared outside approved systems.<\/p>\n<p class=\"wp-block-paragraph\">That gives people enough freedom to benefit from the technology without accidentally creating risks for the business.<\/p>\n<p class=\"wp-block-paragraph\">If you&#8217;ve never asked your team which AI tools they&#8217;re using, the answers might surprise you.<\/p>\n<p class=\"wp-block-paragraph\">It\u2019s a good place to start.<\/p>\n<p class=\"wp-block-paragraph\">If you&#8217;d like help reviewing how AI is being used across your business, and making sure it&#8217;s helping rather than creating risk, get in touch.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>AI may not be the biggest risk in your business.<br \/>\nIt might be the fact that nobody&#8217;s talking about it.<br \/>\nA lot of business owners are surprised when they discover how quickly new tools find their way into everyday work.<br \/>\nAnd the risks that come with them\u2026<\/p>\n","protected":false},"author":1,"featured_media":554,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","_coblocks_attr":"","_coblocks_dimensions":"","_coblocks_responsive_height":"","_coblocks_accordion_ie_support":"","footnotes":""},"categories":[5],"tags":[],"class_list":["post-553","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-information"],"_links":{"self":[{"href":"https:\/\/nyetechnologysolutions.com\/index.php?rest_route=\/wp\/v2\/posts\/553","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/nyetechnologysolutions.com\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/nyetechnologysolutions.com\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/nyetechnologysolutions.com\/index.php?rest_route=\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/nyetechnologysolutions.com\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=553"}],"version-history":[{"count":1,"href":"https:\/\/nyetechnologysolutions.com\/index.php?rest_route=\/wp\/v2\/posts\/553\/revisions"}],"predecessor-version":[{"id":558,"href":"https:\/\/nyetechnologysolutions.com\/index.php?rest_route=\/wp\/v2\/posts\/553\/revisions\/558"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/nyetechnologysolutions.com\/index.php?rest_route=\/wp\/v2\/media\/554"}],"wp:attachment":[{"href":"https:\/\/nyetechnologysolutions.com\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=553"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/nyetechnologysolutions.com\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=553"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/nyetechnologysolutions.com\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=553"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}