Let’s talk about something many of us are already using in our daily work activities often without even realising it.
What Is Generative AI?
Generative AI refers to tools that create content based on what you ask.
You type a question or instruction, and the tool generates a response such as text, summaries, emails, images, or code.
In simple terms:
If a tool helps you write, generate, or create content from your input, it is generative AI.
Common Examples You May Already Use
Many everyday tools now include generative AI features, such as:
- ChatGPT
- Microsoft Copilot
- Google Gemini
If you’ve ever asked a tool to draft an email, summarize a document, or rephrase a message, then you’ve likely used generative AI.
Why This Matters
To get useful results, you provide information.
That information may include:
- emails
- documents
- reports
- ideas
- internal discussions
Once entered, that information leaves your immediate control.
Understanding the Risk
Generative AI tools process your input on systems outside your organisation.
The information you enter is:
- processed externally
- stored and logged by the service
- retained in line with the provider’s internal policies
Depending on the tool and configuration, this data can also be used to improve the service.
This creates a risk of unintentional information exposure.
Also remember:
- AI responses are not always accurate
- outputs may sound correct but contain errors
- generated content must be reviewed before use
Bringing This Into Your Daily Work
Be mindful of entering:
- internal emails or conversations
- customer or employee information
- financial or operational data
- system details or configurations
- any non-public organisational information
If it is not meant for public visibility, it should not be entered into external tools.
Using AI Without Losing Efficiency
AI can improve productivity when used correctly.
Use it to:
- draft general content
- improve wording or structure
- generate ideas or outlines
- simplify non-sensitive information
Avoid:
- relying on AI without review
- copying outputs directly into work without validation
- using it for sensitive or restricted data
Efficiency should not come at the cost of accuracy or exposure.
How to Use AI Responsibly
- keep inputs general and non-sensitive
- remove names and identifying details
- avoid copying full internal documents
- review and validate all outputs before use
- treat AI tools as external platforms
Common Thinking to Avoid
- it’s just for quick help
- it’s only a small part of the document
- the output looks correct, so it must be right
- it’s faster this way
These assumptions can lead to mistakes or exposure.
Final Reminder
Generative AI is a powerful tool, but it must be used with awareness and responsibility.
Before you share anything, ask yourself:
- Would I be comfortable if this information became public
- Have I reviewed and confirmed the accuracy of this output
If the answer is no, do not proceed.
Use AI to support your work, not to replace your judgment.
🔐 CyberDesk – Protecting Our Digital Workplace
