A manager recently showed me her organisation’s AI acceptable use policy. It was 14 pages of legal language, buried in the intranet, linking to three other policy documents.

“Has anyone on your team read this?” I asked.

“Honestly? Probably not. I haven’t finished it myself.”

This is the AI policy paradox: organisations invest significant effort creating policies, then communicate them in ways that ensure no one reads or understands them.

Policies that aren’t understood aren’t followed. Here’s how to fix that.

Why Policy Communication Fails

Common patterns that undermine policy effectiveness:

Legal Language Prioritised Over Clarity

Policies written by legal teams for legal defensibility rather than user understanding. Dense paragraphs, qualified statements, jargon-heavy prose.

People stop reading. They certainly don’t remember.

Buried in Document Graveyards

Policies stored where no one looks: deep intranet folders, policy management systems, appendices to other documents.

If it’s hard to find, it won’t be found.

One-Time Announcement

Policy announced once via email, then assumed known. No reinforcement, no reminders, no ongoing visibility.

Memory fades. New joiners never see original announcement.

No Practical Guidance

Policy states what’s prohibited without helping people navigate common situations. Rules without guidance leave people uncertain.

Uncertainty leads to either over-caution or accidental violation.

Disconnected From Work

Policy exists in policy-land, separate from where work happens. No integration with tools, workflows, or decision moments.

Policies need to meet people where they work.

Principles of Effective Policy Communication

What actually works:

Plain Language First

Write for understanding, not legal protection:

Legal version: “Employees shall not utilise artificial intelligence systems to process, store, or transmit any information classified as confidential, personally identifiable, or proprietary in nature without prior authorisation from designated governance authorities.”

Plain version: “Don’t put confidential information, personal data, or company secrets into AI tools without getting approval first.”

Same meaning. One is readable; one isn’t.

Tip: Write the plain version first. Let legal review for risk, but start from clarity.

Layered Communication

Different people need different levels of detail:

Layer 1 - Key principles: The essential do’s and don’ts everyone should know. One page maximum.

Layer 2 - Practical guidance: How to apply principles in common situations. FAQ format works well.

Layer 3 - Full policy: Complete policy for those who need it. Reference document, not primary communication.

Lead with Layer 1. Provide access to deeper layers as needed.

Multiple Channels

Policy communication through multiple channels:

• Launch communication (email, town hall)
• Intranet summary page
• Training integration
• Manager briefings
• Tool interfaces
• Quick reference cards
• Regular reminders

Repetition across channels builds awareness.

Practical Examples

Abstract rules become concrete through examples:

Abstract: “Use AI appropriately for business purposes.”

Concrete: “You CAN use AI to draft internal emails, summarise meeting notes, and generate report outlines. You CANNOT use AI to write formal legal opinions, make hiring decisions, or process customer medical records.”

Examples show what policy means in practice.

Integration With Work

Put policy where decisions happen:

• Prompts when opening AI tools
• Guidelines embedded in training
• Reminders in relevant workflows
• Easy access from commonly used platforms

Don’t make people go somewhere separate to find guidance.

Ongoing Visibility

Keep policy visible over time:

• Regular reminders and refreshers
• New employee onboarding integration
• Periodic communication updates
• Response to questions and issues

Visibility maintains awareness.

Structuring AI Policy Communication

An effective communication package:

The One-Pager

Core principles everyone should know:

Approved uses: What you can confidently use AI for Restricted uses: What requires approval or extra care Prohibited uses: What you must not do Data rules: What information can/can’t go into AI Verification requirements: How to check AI outputs Where to go with questions: Support contacts

One page. Plain language. Memorable.

The FAQ

Answers to common questions:

• “Can I use AI to help write performance reviews?”
• “What if I accidentally put something sensitive into AI?”
• “Do I need to tell people when I’ve used AI?”
• “Can I use AI tools on my personal device for work?”
• “What counts as confidential information?”

Anticipate real questions people have. Answer them directly.

Scenario Cards

Common situations with guidance:

Scenario: You need to summarise a long internal document for a presentation. Guidance: This is appropriate AI use. You can use approved AI tools to help. Check the summary for accuracy before using.

Scenario: A customer sends detailed personal information and you want to draft a response. Guidance: Don’t paste customer personal information into AI tools. Draft the response yourself or use AI with anonymised information.

Scenarios make guidance actionable.

Quick Reference

Ultra-condensed guidance for fast reference:

Situation	What to do
Internal content creation	Approved
Customer data processing	Not permitted
Confidential information	Approval required
Output publication	Verify first

Quick reference for decisions in the moment.

Making It Stick

Communication without retention is waste:

Manager Enablement

Equip managers to reinforce policy:

• Briefing materials
• Team discussion guides
• Questions to anticipate
• Escalation guidance

Managers translate policy to local context.

Training Integration

Build policy into AI training:

• Policy content woven into skill development
• Practical application of rules
• Scenarios for discussion
• Assessment of understanding

Integration beats standalone policy training.

Regular Reinforcement

Keep policy in mind over time:

• Monthly tips including policy reminders
• Quarterly policy updates if needed
• Annual policy acknowledgment
• Response to emerging questions

Reinforcement maintains awareness.

Visible Consequences

People need to see that policy matters:

• Recognition for good practice
• Clear response to violations
• Visible governance attention
• Consistent application

Consequences demonstrate seriousness.

Handling Policy Questions

Questions will arise. Handle them well:

Easy Access to Answers

Make getting answers simple:

• Searchable knowledge base
• Clear contact for questions
• Quick response expectations
• Manager empowerment for common questions

If answers are hard to get, people guess instead.

Consistent Responses

Ensure consistent guidance:

• Central source of truth
• Trained responders
• Documented interpretations
• Escalation for edge cases

Inconsistent answers undermine policy credibility.

Learning From Questions

Questions reveal communication gaps:

• Track common questions
• Update FAQ based on patterns
• Improve communication where confusion exists
• Evolve guidance based on real situations

Questions improve policy communication.

Evolving Policy Communication

AI policies change. Communication must keep pace:

Announcing Changes

When policy changes:

• Clear communication of what changed
• Explanation of why
• Transition period if needed
• Updated materials and training

Changes need explicit communication.

Version Control

Manage policy versions:

• Clear current version
• Archive of previous versions
• Change log
• Dated communications

People need to know they have current guidance.

Continuous Improvement

Improve communication based on feedback:

• Survey understanding periodically
• Assess compliance patterns
• Gather feedback on communication
• Iterate based on learning

Communication effectiveness is measurable.

The Connection to Adoption

Policy communication isn’t just about compliance. It affects adoption:

• Unclear policies create fear that blocks experimentation
• Overly restrictive perception limits appropriate use
• Confusion leads to avoidance
• Good communication enables confident adoption

Get policy communication right, and you enable adoption. Get it wrong, and you may inadvertently block it.

Write policies people can understand. Communicate them where people work. Reinforce them over time.

That’s how policy actually protects without paralysing.