Do not begin by giving every employee an account and asking them to find a use. Choose two ordinary tasks where the source and finished result are easy to check, such as turning approved meeting notes into a draft or summarising a public report.
What you need
Create company accounts, name one administrator, and write a short rule that says what staff may upload, what must stay out, which results require approval, and where to report a mistake. Use examples instead of abstract phrases such as 'be responsible.'
Draft from approved notes with a human editor.
Legal, financial, hiring, or customer decisions.
Saved time, correction time, errors, and user feedback.
Run a four-week trial
Invite a small group for four weeks. In week one, train on sample data. In week two, use the two approved tasks. In week three, collect good results and errors. In week four, compare time saved with review time and decide whether to keep, change, or stop each task.
Set accounts, administrators, and the data rule.
Train a small group on two approved tasks.
Review saved time, corrections, and incidents.
Keep, change, or stop each use case.
What a good result looks like
- Shared work uses company accounts, not personal ones.
- The rule includes real examples of permitted and prohibited data.
- Important outputs have a named reviewer.
- Unused accounts and connections are removed.
Decision: keep, change, or stop each workflow after four weeks
Expand only the workflow that produced reliable value. Keep the prompt, example input, review checklist, and owner together so a new person can repeat the job without guessing.