Session 1: GenAI: To use or not to use? – 20 minutes

1 Key areas of responsibility

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Image generated with AI using the prompt: Generate an image of Shakespeare using AI to write 'to be or not to be’.
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Digital illustration of William Shakespeare seated at a wooden desk in a softly lit study, wearing traditional Elizabethan attire. He is typing on a modern laptop marked "AI," with the screen displaying the iconic phrase "To be, or not be." A handwritten scroll lies nearby, and a stone arched window is visible in the background.

Image generated with AI using the prompt: Generate an image of Shakespeare using AI to write 'to be or not to be’.

Effective and ethical use of AI in small organisations requires clear assignment of responsibilities across four core groups. The distribution of these roles ensures accountability, governance, and appropriate risk mitigation.

  • AI use (central activity):

    • Implementation, oversight, and outcome of AI tools and systems lie at the heart of operational responsibility.

    • This includes both the selection of AI tools and their ongoing use.

  • Individual employees:

    • Responsible for understanding acceptable uses of AI within their role.

    • Expected to follow organisational AI guidelines and data handling protocols.

    • Required to flag inappropriate use or unexpected AI behaviours.

  • IT function:

    • Ensures technical security, compliance, and infrastructure readiness for AI deployment.

    • Maintains and monitors AI systems to ensure reliability and ethical performance.

    • Provides support for integrating AI into business processes securely.

  • Management:

    • Defines organisational policy and strategic direction for AI use.

    • Oversees risk management, regulatory compliance, and ethical considerations.

    • Approves use cases and ensures alignment with business objectives.

Before using Generative AI effectively, it is important to understand what tools are available and how accessible they are to your organisation. This means checking whether the right technology and software are already in place and making sure staff can actually use them.

It’s also a good idea to begin with internal projects. This gives your team a chance to learn how to use AI safely and effectively in a low-risk setting before applying it to client-facing or public services. Investing in the right GenAI tools – those that match your goals and workflows – is a smart first move.

Transparency is essential when using GenAI (Gartner, 2024). It is important to always be clear when content or decisions involve AI. People should know when they’re seeing or using something that’s been created by a machine.

Activity icon Which tools or processes are in place?

Timing: Allow 5 minutes

From your knowledge of your organisation, think about which tools or processes that are in place.

Make a note of:

  • a) Any GenAI tools that you know are currently used.

  • b) Are processes or tasks that could benefit from GenAI tools.

  • c) Areas where you think GenAI may be an area of future use.

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Discussion

There are a number of different areas within organisations where GenAI tools may be beneficial or may be used to assist with efficiency.

Where GenAI tools are being deployed, it is important to understand the risk level, the training and knowledge needs of those using the GenAI tools, and the potential risk mitigation steps taken to avoid errors, inaccuracies, and transparency. This course considers these in more detail.

As technology and AI developments are rapid, you may also identify additional risks or areas of risk that have emerged or become prominent since this course content was developed.

There are a number of key questions to ask when considering if, or how, an organisation should be using AI.

Each of these key questions are considered in the infographic below.

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Infographic created by K Barker in PowerPoint.
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A horizontal infographic with six colourful icons and headings, each representing a key consideration for AI adoption in organisations: Purpose (orange light bulb icon): Define the reason for using AI—what it is intended to achieve. Data (green presentation board icon): Ensure access to quality, relevant data to support AI use. Skills (blue head with gears icon): Identify the skills needed and build capacity within the team. Technology (purple gears icon): Assess whether the right tools and infrastructure are in place. Culture (green people and speech bubble icon): Create an environment that encourages safe and responsible experimentation. Governance (orange network diagram icon): Put clear rules and processes in place to manage risk and ensure accountability.

Infographic created by K Barker in PowerPoint.

As you have learnt about the different practical questions surrounding when and why you are using GenAI as an organisation, hopefully you have already started to think about why it is important to be aware of these issues when using GenAI.

As well as the possibility of individual harms to employees, clients, or others, due to an inaccuracy, misleading or incorrect outputs, law firms and organisations can be harmed by an inappropriate use of GenAI too.

Activity icon Your organisation against a backdrop of using GenAI

Timing: Allow 5 minutes

Thinking about the key questions you have just explored, take the time to consider – for your organisation – the answers to these:

  • Do you know how to use it?

  • Do you follow it?

  • Who is using AI?

  • When are you using GenAI?

  • What are you using GenAI for?

  • How are you using GenAI?

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Discussion

This activity has asked you to consider the position of your organisation against a backdrop of using GenAI, and to think about the wider context to using GenAI.

The next session now uses that context to explore some of the risks that can arise when using GenAI.

Introduction

Session 2: GenAI: A risky business? – 120 minutes