Artificial Intelligence (AI) seems to be the topic on everyone’s tongue at the moment. However, even with most trends focusing on AI, adoption still remains relatively slow. 

Which is why many businesses and leaders are looking for ways to increase AI adoption, even if only in some parts of their workforce, to improve productivity. But, one of the biggest barriers is knowing where to start.

This is where we can help. As communication professionals, we’re perfectly positioned to lead this change. We excel at balancing risk, reward, and reputation—the perfect ingredients for managing AI adoption. So, here are six key tips to help you embed AI into your workplace, grouped under a 3P framework: Positioning, People, and Processes.

1. Positioning: Set clear ownership and policy

Ownership

The first step is critical: assign clear ownership of AI adoption within your organisation. Without a designated leader, you risk decision-making paralysis. When everyone owns the process, no one truly owns it and there is no accountability when things don’t go as planned.

Ownership means identifying a single point of contact responsible for driving adoption, engaging stakeholders, and creating the AI strategy roadmap. This person needs to be curious yet cautious and must have the authority to make decisions. Choose wisely!

Policy

Next, establish clear policies. What’s your stance on using AI in the workplace? Be specific about which tools are acceptable and how they should be used. For example:

• Don’t input confidential company information into AI tools.

• Always credit AI-generated images appropriately.

Once agreed, translate your policy into simple guidelines and a one-pager of do’s and don’ts. Few people will read the full policy, but a quick reference guide ensures consistent understanding.

2. People: Foster culture and engage early adopters

Continuous improvement and innovation

Embedding AI requires more than policies—you need a supportive culture. Encourage innovation, creative thinking, and continuous improvement. If your organisation is stuck in an old-school mindset, shifting perspectives will be challenging but essential.

Strong leadership is vital here. Role-model curiosity about AI, reward experimentation, and normalise creative problem-solving. Celebrate and share stories of AI experiments to show these behaviors in action. Remember, even when something doesn’t work, it’s not failure—it’s learning.

Early adopters and Change Champions

Like any change initiative, early adopters are your secret weapon. These enthusiastic champions can pilot AI tools, provide feedback, and identify use cases. Even more importantly, they’ll influence their peers. People trust insights from coworkers more than from senior management.

Leverage their stories to demonstrate the tangible benefits of AI. By building excitement, they’ll help shift organisational culture faster than top-down directives alone.

3. Processes: Build confidence and educate

Baby steps to build confidence

Start small. Focus on low-risk, repetitive tasks that AI can handle with ease—like analysing data or writing first drafts of emails. These quick wins reduce fear and build trust.

This approach aligns with the ‘foot-in-the-door’ technique in behavioral science. Once people see how AI simplifies tedious tasks, they’re more likely to embrace bigger, more transformative applications. For example, AI tools like ChatGPT can brainstorm ideas for team meetings, while Copilot can automate spreadsheet analysis—saving weeks of manual effort.

Education: Don’t assume

A critical part of embedding AI is educating your workforce. Knowledge levels will vary widely, from AI novices to advanced users. Tailor your training to meet diverse needs:

• Beginners: Introductory sessions on what AI is and how it can help.

• Intermediate users: Deeper dives into specific tools and applications.

• Advanced users: Specialised modules to expand their expertise.

Education sessions should also cover responsible AI use and risk management. Don’t reinvent the wheel—great resources already exist, such as Microsoft’s AI Learning Hub. Repurpose these materials to save time and ensure quality.

AI adoption doesn’t have to be daunting… but you do need to remember that much like with everything new, it takes time to adopt and time to learn! Not everyone will be a digital native, so make sure you take the time to include everyone.