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AI Is Already In Your Organisation – Here’s Why That’s a Problem

Posted it365 admin

Whether you’ve formally “adopted AI” or not…AI is already being used by your coworkers.

You may not see it. You may not hear about it. But it is happening — in your Teams chats, email inboxes, marketing content, spreadsheets, and daily workflows. And while AI can be transformational, ungoverned AI creates risks that businesses can’t afford to ignore. Here we explore why this matters, and what organisations can do to get ahead of it.

AI Usage Has Outpaced IT Policies

Most companies are still finalising their:

  • AI policy
  • Governance framework
  • Security rules
  • Approved tools list
  • Data protection guidance
  • Training programmes

Meanwhile, staff are already:

  • Using ChatGPT to summarise documents
  • Asking external AI tools to review contracts
  • Uploading spreadsheets for analysis
  • Using AI to draft emails, responses, and reports
  • Integrating browser plugins with work accounts

This means your organisation may be benefiting from AI, but also exposed by it.

Why Ungoverned AI Use Is a Problem

1. You Don’t Know What Data Is Leaving Your Business

Staff might paste the following into AI tools:

  • Customer names
  • Internal strategies
  • HR documents
  • Legal contracts
  • Project updates
  • Personal data

This is despite those tools not being designed to protect or legally handle that information. You lose oversight the moment it’s submitted.

2. GDPR & Regulatory Exposure Is Significant

If staff input personal data into public AI tools, your organisation is potentially in breach of GDPR — even unintentionally.

Regulators are increasingly focusing on AI-related data handling, meaning businesses need to show:

  • Control
  • Documentation
  • Compliance measures
  • Approved systems
  • Training and governance

Shadow AI cannot meet these requirements.

3. Your Intellectual Property Could Leave the Business

Internal knowledge — processes, strategies, know-how — can be fed into AI tools you don’t own.

You may never be able to recall the information or have it deleted.

4. Shadow AI Prevents You from Unlocking Real AI Value

If AI use is hidden or inconsistent:

  • You can’t build proper use cases
  • You can’t measure productivity gains
  • You can’t drive meaningful innovation
  • You can’t standardise adoption
  • You can’t train or support staff

You end up with pockets of isolated experimentation instead of organised, scalable benefit.

AI Isn’t the Risk — Lack of Governance Is

AI itself is not the problem.

The problem is:

  • No rules
  • No visibility
  • No controls
  • No guidance
  • No approved secure tools

Employees want to use AI, and they should.

Your business just needs to give them safe, compliant, reliable AI that works with your systems.

Microsoft Copilot

Copilot gives businesses the power of AI, but inside their Microsoft 365 tenant, where:

  • Data is protected by Microsoft security
  • Access follows your permissions
  • You maintain full audit trails
  • Nothing is leaked externally
  • AI works in the tools your team already use

A dedicated Outsource IT Department such as the team here at IT 365 can help implement Microsoft Copilot into your organisation and ensure staff are fully aware of how to utilise AI safely, responsibly and efficiently by providing: 

  • AI Readiness Assessments
  • Copilot deployment planning
  • Governance templates & policies
  • Training & adoption workshops
  • Use case development
  • Ongoing support & optimisation

We bridge the gap between innovation and control.

AI is Already Here — Let’s Make It Safe, Strategic, and Valuable

The businesses that win with AI are not the ones who block it, delay it, or fear it.

They’re the ones who build:

  • A secure foundation
  • Clear governance
  • Approved tools
  • Confident users
  • Strong use cases

If you’re unsure where AI is being used in your organisation — or how to introduce it safely — IT365 can help you take the first step.