AI in the workplace: 7 rules for everyday life in the office

AI in the workplace has long been part of everyday life for many employees: E-mails are pre-formulated with AI, presentations are smoothed out, meeting notes are created automatically. At the same time, questions arise: What is permitted, what is not — and where does it become legally or ethically critical?

• What opportunities and risks does AI bring to the workplace
• What basic rules employees absolutely need to know
• How do you deal with data protection, copyright and confidentiality
• Why Shadow AI is dangerous and how to avoid it
• specific do's & don'ts that you can apply directly in everyday work

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This guideline is specifically intended for employees — not lawyers. It doesn't replace legal advice, but it helps you use AI in the workplace more confidently, safely and responsibly.

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AI in the workplace: Understanding opportunities and risks

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Before talking about rules, it's worth taking a quick look at the “why.” AI in the workplace can help you write faster, structure information, or make complex content understandable. Many employees report noticeable relief from routine activities.

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At the same time, employment lawyers warn: Anyone who uses AI in the workplace is at the intersection of data protection law, copyright, employment law and the new EU AI regulation (AI Act). Incorrect or careless use can lead to warnings, data protection incidents or liability issues.

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A realistic picture is therefore important: AI is a tool, not an omniscient autopilot. It can support you, but it doesn't release you from your responsibilities to employers, customers, and colleagues.

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Basic rules for employees

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A central rule from employment law advisors is: “No AI tools at work without permission. ” Employees are generally not allowed to simply use AI on their own authority if the company has not yet given clear approval to do so.

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Many companies are currently working on AI guidelines or have already determined which tools are allowed, which can only be used as a test and which are taboo. Before you use AI in the workplace, you should therefore:

• check whether there is already a internal AI policy or there is an IT policy
• check with supervisors or IT Which tools released are
• Don't use private accounts or free tools with company data
• Address critical questions immediately instead of “just do it”

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Depending on their seriousness, violations of internal requirements can be regarded as a breach of duty and sanctioned under employment law (up to a warning or, in extreme cases, dismissal).

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Privacy and sensitive data

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As soon as you process personal data at work with AI, the GDPR applies. Both data protection authorities and employment law papers emphasize this very clearly.

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For you as an employee, this means:

• Gib never enter particularly sensitive data (e.g. health data, salary information, personnel files) into freely accessible AI tools.
• Be with Customer data, contract details and internal financial figures extremely reluctant — here, your company must specify what is allowed.
• Pay attention Anonymize files before uploading (remove names, contact details, IDs) if you only need to work with content, not people.
• Use whenever possible in-house AI solutions (e.g. Copilot/Gemini in tenant, corporate AI with “no training” option), instead of public testing tools.

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The rule of thumb “When a tool is free, our data is often the product” also applies to AI in the workplace: Free versions in particular often use entered content to improve models or for analyses. You shouldn't share confidential information with it without explicit approval from your company.

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Copyright, confidentiality and liability

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Many use AI at work to generate texts, images, or code. The Gründer.de articles and employment law contributions point out that here Copyright and liability play an important role.

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What you should pay attention to:

• AI-generated content is legally sensitive because it is based on training data that is not always transparent. It may happen that protected phrases or images “reappear in a similar way.”
• Only human persons are considered authors — your company receives usage rights to the content you further edit, but not traditional copyright to pure AI output.
• If you publish AI content unaudited, in the event of a problem You and your employer become liable (e.g. due to copyright infringement, incorrect product information, misleading advertising).

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That's why the following always applies to AI in the workplace:

• Use AI as Design help, not as an automatic publication channel.
• Review texts, visuals, and numbers carefully before approving them internally or sending them externally.
• For important content, document that you've used AI (e.g. in internal notes) to create transparency.

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AI in the workplace: transparency and fair use

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In addition to legal requirements, many guidelines emphasize that AI only works in the workplace if it is handled transparently. Employees want to know whether their performance is being rated, customers want to know whether they are communicating with a human or a bot.

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For your everyday life, this means:

• When you AI-powered answers Send to customers, be honest — don't exaggerate the impression that everything is “personal and handwritten.”
• When Employees affected by AI-based evaluations (e.g. in an HR or performance context), they must be informed; although the primary responsibility lies with the employer, you should address concerns openly.
• Don't use AI to “trick” colleagues (e.g. secret recordings of conversations for transcripts without them knowing about it). In many cases, this is legally inadmissible and destroys trust.

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Transparency also protects you: When it's clear that you're using AI as an assistant, it's also clear that results need to be checked — no one can expect you to be “infallible” just because you've used a tool.

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AI in the workplace: Practical do's & don'ts for employees

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Many companies are now formulating internal guidelines. The most important points can be translated into simple rules that you can apply directly in everyday life.

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Do's — this is how you use AI sensibly in the workplace

• Check approval: Only use the tools that your company has allowed — ideally via a work account instead of a private account.
• AI as a co-pilot: Get drafts written, structures suggested, texts improved — and then do it yourself again.
• Anonymize: Replace names, customer numbers, or sensitive data with neutral placeholders when editing content with AI.
• Ensuring quality: Read everything over, check facts and figures, adjust tonality and corporate wording.
• Learn & document: Note down good prompts, share best practices with the team, and document important AI deployments during critical processes.

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Don'ts — that's what you should avoid with AI in the workplace

• No secrets in open tools: Don't copy strategy papers, contracts, payrolls, or health data into freely available AI services.
• No unauthorised use of tools: Don't “secretly” open external AI pages out of convenience if your company has prohibited this — this can be considered a breach of duty.
• No texts adopted blindly: Never publish AI results unedited — they may contain factual errors, outdated information, or legal risks.
• No delusion: Don't pass off AI-generated content as purely “your own” creative achievement if this conflicts with internal or external expectations.

If you're unsure, here's a simple rule: Ask when in doubt, don't just do it.

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Dealing with mistakes and “hallucinations”

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So-called “hallucinations” — i.e. fictitious facts, sources or quotes — are a particular risk with AI in the workplace. Technical papers regularly warn against adopting them without review.

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In everyday life, this means:

• Never use AI alone Source of facts for legal, medical, financial or safety-critical issues.
• Please AI, you Sources and reasons name — and check them on a random basis.
• If a result seems “too perfect” or unusual, rephrase the task or ask reliable sources.

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Mistakes happen — even without AI. It is important that you deal with them transparently instead of hiding them. Especially when it comes to AI at work, it's better to say: “I created this with the help of an AI tool, apparently there was an error here, I'm correcting it.”

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AI in the workplace: FAQ for employees

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Can I simply use my favorite AI tool in the office?

Usually no, not without permission. Legal experts stress that employers may determine which software may be used. If you use AI tools in the workplace without consent, this can be considered a violation of operational requirements.

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Does my employer have to inform me if they use AI?

Yes At the latest when AI is used in HR or for assessments, information requirements under GDPR, labor law and the EU AI regulation apply. Employees should know when automated systems are involved in decisions — and have the right to human review in sensitive cases.

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Who is liable if AI makes a mistake?

Legally, your employer remains responsible for designing the processes. However, if you accept obviously implausible results without verification or deliberately violate guidelines, you may be accused of contributory fault. That is why “final human inspection” is so important.

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Will AI replace my job in the workplace?

Studies are more likely to come from a Change of activities off as from a nationwide omission. Routine tasks are being automated, while analysis, communication, creativity, and responsibility become more important. Anyone who can confidently use AI in the workplace usually improves their own position in the company.

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AI in the workplace: Conclusion and next steps

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AI in the workplace is here to stay. For employees, this means that you don't have to become an AI expert — but you should know the most important rules, risks and opportunities.

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If you only take three things with you, it's this:

1. Only use approved tools and handle company data with particular care.
2. See AI as an assistant, not a substitute — you remain responsible for content
3. Talk openly about uncertainties, instead of making your own solutions in the shade.

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The KI Company helps companies create exactly this framework — with AI guidelines, training and practical guidelines for employees. If your company would like to introduce AI in the workplace in a structured way or further develop existing rules, we are happy to provide you with a non-binding consultation.