Should employers allow employees to use AI at work?

[WORLD] Many employees are turning to artificial intelligence (AI) tools to boost their productivity, even if they’re not officially allowed to use them. From drafting emails to automating tedious tasks, AI is proving to be a valuable asset for workers. However, as employees continue to incorporate AI into their daily workflows without explicit approval, organizations are faced with a pressing question: Should they allow it?

AI is no longer just a futuristic concept; it’s a practical tool that many employees are incorporating into their work, often without their company’s permission. A survey by Software AG revealed that half of all knowledge workers use personal AI tools to assist with their tasks. These workers, who primarily engage in desk-based roles such as data analysis and software development, are embracing AI to streamline processes and free up valuable time.

As one software developer noted, AI tools are “largely a glorified autocomplete, but they are very good.” The ability to automate repetitive tasks, such as generating code or drafting content, is a major draw for workers who are under pressure to meet deadlines and manage heavy workloads. For many employees, the advantages of using AI far outweigh the risks, leading them to “sneak” AI into their routines.

However, the practice of using unauthorized AI tools raises significant concerns for businesses. While AI offers efficiency gains, it also poses risks to data security and the integrity of company policies. As employees bypass official AI systems, they might be exposing sensitive company information to external platforms, potentially compromising proprietary data or intellectual property.

The Benefits of AI for Employees

One of the key reasons employees are incorporating AI into their work is its ability to save time. For example, a worker at a data-storage company shared their frustration with their employer’s restrictions on external AI tools, suggesting that it was more about control than actual security. AI tools, particularly those used for coding and data analysis, can dramatically increase efficiency by handling repetitive tasks, allowing employees to focus on higher-value activities.

Additionally, some employees prefer using their own AI tools because the official options provided by their employers are either insufficient or nonexistent. For instance, one worker revealed that his company didn’t offer any AI systems for official use, prompting him to seek out personal tools that could meet his needs. In many cases, employees feel that these tools help them stay competitive and relevant in an increasingly AI-driven workplace.

Moreover, AI is not limited to technical roles. According to a separate survey by Moodle, more than half of U.S. employees use AI tools to complete mandatory training courses. Some even rely on AI to answer difficult questions or, in extreme cases, to complete entire courses on their behalf. This highlights how AI is being utilized across various industries to enhance performance and reduce the burden of menial tasks.

The Risks of Unauthorized AI Use

Despite the clear benefits of AI, its unauthorized use can introduce serious risks. One of the primary concerns is data security. Many AI systems, especially those developed by third-party providers, store user data to improve the system’s performance. If employees upload sensitive company information into these systems, there’s a risk that this data could be leaked, either through a security vulnerability or because the system is storing data on external servers.

A high-profile example of this risk is the controversial Chinese AI system, DeepSeek, which was found to send user data to Chinese servers. This incident underscores the dangers of employees using AI tools that are not vetted or sanctioned by their employers. Even when employees believe they are simply using AI to complete a task more efficiently, they may inadvertently expose their organization to significant security threats.

Additionally, organizations that fail to monitor or regulate AI usage risk losing control over their workflows and data. Without clear policies in place, employees might choose AI tools based on personal preferences rather than security and compliance guidelines. This lack of oversight could lead to inconsistent practices and introduce inefficiencies that undermine the organization’s overall performance.

Should Employers Allow AI Use at Work?

The question of whether companies should allow employees to use AI tools, even if they’re not officially approved, depends on several factors. On one hand, AI can boost productivity, improve job satisfaction, and reduce burnout among employees. In a time when employee well-being is a major concern, allowing access to AI tools could help alleviate some of the stress and pressure workers face on a daily basis.

On the other hand, organizations must be vigilant about the risks associated with unauthorized AI use. Companies should assess the security implications of using third-party AI tools and ensure that employees understand the potential consequences of uploading sensitive data to external platforms. Businesses should also establish clear AI policies that outline which tools are acceptable and how they should be used in compliance with privacy regulations.

A balanced approach might involve providing employees with access to vetted AI tools that are aligned with the company’s security and compliance requirements. By offering employees approved AI solutions, employers can harness the benefits of artificial intelligence while mitigating the risks associated with unauthorized use.

As AI continues to evolve, companies will need to adapt to the changing landscape and stay ahead of emerging risks. It may be time for businesses to reconsider their stance on AI use in the workplace, recognizing that employees’ desire for productivity tools is a reflection of the growing role AI plays in the modern workforce.

Employees are increasingly turning to AI tools to enhance their productivity, even when company policies prohibit their use. While the benefits of AI, such as time savings and task automation, are undeniable, the risks associated with unauthorized AI use—particularly around data security—cannot be ignored. Employers must weigh the advantages of AI against the potential dangers, considering the evolving nature of the workplace and the growing reliance on AI. By adopting a proactive approach and implementing clear policies, companies can harness the power of AI while safeguarding their data and maintaining control over their operations.

Ultimately, the question of whether to allow AI in the workplace requires careful consideration. As one employee remarked, “It’s easier to get forgiveness than permission,” but for businesses, the costs of AI misuse could be far too high to ignore.