A Practical Guide To Building Your Company's AI Usage Policy
Your Employees Are Already Using AI: Here's How to Make It Safe and Strategic
Last week, I sat down at a table with four project managers in their late twenties and early thirties. One PM casually mentioned he consistently uses ChatGPT for emails and official correspondence on a daily basis. As soon as he shared this, the other three quickly chimed in—they were all doing the same thing, using AI for emails, RFIs, meeting notes, and more.
None of them had received formal training. None had been given guidelines about what company information was safe to share with these tools. And none of their supervisors knew they were doing it.
Sound familiar?
AI adoption in construction is happening right now. It’s happening today and it’s being driven by younger team members who've integrated these tools into their daily workflows. Companies need to keep up with this rapid, grassroots adoption. Without clear policies, employees will continue using AI tools according to their own judgment, potentially exposing sensitive information or creating inconsistent work products.
Why Construction Companies Need an AI Policy Now
Construction generates massive amounts of information—specifications, schedules, contracts, safety reports that have traditionally been difficult to analyze at scale. AI changes that equation dramatically, offering unprecedented capabilities to extract value from our data.
But this presents unique challenges for our industry:
Project information is often confidential – Client details, project specifications, and proprietary information could be exposed when uploaded to third-party AI systems
Construction data requires specialized understanding – Generic AI tools may not account for the nuances of construction terminology and processes
Accuracy matters in construction – Errors introduced by AI could have significant implications for safety, compliance, and budgets
By creating a thoughtful policy now, you position your company to gain competitive advantages from AI while mitigating these risks. The alternative—allowing unregulated AI use or banning it entirely—leaves you either exposed to significant liabilities or falling behind more innovative competitors.
Step-by-Step Guide to Creating Your AI Policy
Step 1: Assemble Your Policy Development Team
Start by forming a cross-functional team to develop your policy. Include representatives from:
Operations/Project Management
Estimating
IT/Technology
Legal/Compliance
Human Resources
Field Supervision
This diversity ensures your policy addresses concerns from all parts of your organization. Schedule an initial meeting to establish goals and timeline for policy development.
Step 2: Assess Current AI Usage and Future Needs
Before drafting your policy, understand your current landscape:
Survey employees to identify AI tools already being used
Document use cases specific to your operations
Evaluate which applications provide the most value
Identify potential risks in current practices
Determine future AI implementation priorities
This assessment will help you create a policy that addresses real-world needs rather than theoretical concerns.
Step 3: Define Core Policy Components
With your assessment complete, begin drafting your policy with these essential sections:
Purpose Statement and Scope
Begin your policy with a clear statement of its purpose. This isn't just procedural—it sets the tone for how your company views AI. Consider language like:
"ABC Construction recognizes artificial intelligence as a valuable tool that can enhance our productivity, safety, and decision-making capabilities. This policy aims to guide the responsible use of AI technologies while protecting company and client interests."
Next, define what "AI" means in practical terms for your organization. The ABC resource guide definition works well here:
"For the purposes of this policy, artificial intelligence refers to machine-based systems that can, for a given set of human-defined objectives, make predictions, recommendations, or decisions influencing real or virtual environments."
Finally, clearly state who the policy applies to—employees, subcontractors, consultants, and other stakeholders who interact with company data.
Permitted and Restricted Uses
This section should outline:
Approved AI tools and platforms – List specific tools that have been vetted and approved for business use (e.g., Document Crunch, Microsoft Copilot, Procore AI features, approved estimating software)
Acceptable use cases – Specify what types of tasks AI can be used for (drafting emails, summarizing meeting notes, analyzing scheduling options)
Prohibited uses – Clearly state what should never be processed through AI tools:
Client-confidential information without proper authorization
Personal data covered by privacy regulations
Safety-critical calculations without human verification
Project-specific financial data
Consider creating a tiered approach. For example:
Tier 1 (Freely Available): General productivity tools with no sensitive data
Tier 2 (Approval Required): Department-specific applications with potential access to sensitive information
Tier 3 (Restricted): Advanced tools that require specialized training and strict oversight
Data Security and Confidentiality
This section addresses what information can be shared with AI systems and how it should be protected:
Document classification – Develop a simple system for categorizing documents based on sensitivity
Redaction requirements – Guidelines for removing identifiable information before using external AI tools
Approved data storage – Specify where AI-generated outputs should be stored
Third-party AI evaluation – Criteria for assessing the security practices of AI vendors
For construction-specific concerns, address:
Project drawings and specifications – When these can be processed by AI and what precautions to take
Subcontractor and supplier information – How to handle this data appropriately
Site photos and documentation – Guidelines for using AI to analyze visual data
Quality Control and Human Oversight
AI systems make mistakes—sometimes convincing ones. Your policy should establish verification procedures:
Required human review – Specify what types of AI outputs must be reviewed by qualified staff
Documentation requirements – How to track when AI has been used to generate content
Error reporting process – How employees should report inaccurate or problematic AI outputs
Liability considerations – Clarify who's responsible for decisions made using AI assistance
For construction applications, this might include:
Estimating and takeoffs – Verification procedures for AI-assisted quantity calculations
Schedule optimization – Review requirements for AI-suggested scheduling changes
Safety monitoring – Protocols for responding to AI-flagged safety concerns
Training and Support
Even the best policy fails without proper implementation. Include:
Required training – Basic AI literacy training for all employees
Role-specific guidance – Additional training for roles heavily utilizing AI
Support resources – Where to go with questions about appropriate AI use
Policy updates – How often the policy will be reviewed and updated
Designated point people – Identify who will oversee AI usage and provide guidance
Step 4: Develop Construction-Specific Guidelines
Create appendices or sections addressing AI use in specific construction functions:
Estimating and Takeoffs
"AI-assisted quantity takeoffs must be verified by a qualified estimator before inclusion in bids. The original plans and AI-generated quantities must be retained for audit purposes. Proprietary pricing information should not be uploaded to external AI systems."
Contract Review
"AI tools may be used for initial contract review and flagging potential issues, but final review must be conducted by authorized personnel. Contracts should only be uploaded to company-approved AI systems that have signed appropriate data processing agreements."
Project Scheduling
"AI-generated scheduling optimizations should be reviewed by project managers familiar with site conditions and resource constraints. Schedule changes affecting critical path must receive additional verification before implementation."
Safety Monitoring
"AI-powered safety monitoring systems serve as an additional layer of protection but do not replace trained safety personnel. False positives should be documented to improve system accuracy. Safety-critical alerts must be investigated promptly regardless of source."
BIM and Design Optimization
"AI design optimization tools should be used as suggestion engines rather than decision-makers. All AI-suggested design changes must be validated against project requirements, building codes, and constructability considerations by qualified professionals."
Step 5: Create Supporting Documents and Forms
Develop supplementary materials to support policy implementation:
AI Tool Request Form – For employees to request approval for new AI tools
Data Classification Guide – Quick reference for determining what data can be shared with AI
Incident Reporting Form – For reporting AI errors or policy violations
Training Materials – Basic AI literacy resources for employees
Step 6: Review and Refine
Before finalizing your policy:
Have legal counsel review for compliance with relevant regulations
Conduct a small pilot with key stakeholders to test practicality
Gather feedback and make necessary adjustments
Ensure language is clear and accessible to all employees
Step 7: Plan Implementation
Develop an implementation strategy:
Phased Rollout – Start with departments most likely to benefit
Training Sessions – Schedule department-specific training
Support System – Establish an AI help desk or designated contacts
Feedback Loop – Create mechanisms for ongoing improvement
Implementation Strategies
Implementing an AI policy effectively requires a thoughtful approach:
Start with a Pilot Program
Begin with a limited deployment in one department that can benefit significantly from AI tools. This might be:
Estimating department using AI for quantity takeoffs
Project management team using AI for scheduling optimization
Administrative staff using AI for document summarization
Monitor usage, gather feedback, and identify potential issues before company-wide rollout.
Develop a Phased Approach
Consider implementing your policy in stages:
Awareness Phase – Educate employees about AI capabilities and risks
Guided Exploration – Introduce approved tools with clear boundaries
Expanded Implementation – Broaden use cases with appropriate safeguards
Continuous Improvement – Regularly update based on emerging technologies and lessons learned
Create Feedback Mechanisms
Establish channels for:
Reporting policy challenges
Suggesting new AI applications
Identifying potential risks
Sharing success stories
Conclusion: Enabling Innovation While Managing Risk
The construction industry has always balanced innovation with prudent risk management. From new materials to advanced building techniques, we evaluate benefits against potential downsides before implementation. AI requires the same thoughtful approach.
A well-crafted AI policy is about empowerment with appropriate guardrails. It gives your team confidence to explore powerful new tools while protecting your company's and clients' interests.
As AI technology evolves—and it will, rapidly—your policy should evolve too. Plan for regular reviews, stay informed about new capabilities and risks, and maintain open dialogue with your team about their AI experiences.
Is your company ready to start building its AI policy? I'd love to hear about your experiences with AI in construction and any policy approaches you've found effective. Drop a comment below or reach out directly—this is a journey our industry is taking together.
A Ready-to-Use Construction AI Policy Template
To help you get started immediately, I've created a comprehensive AI policy template specifically designed for construction companies. This template includes:
Document control information
Clear policy sections addressing all key areas
Construction-specific guidance for common AI applications
Supporting forms and documentation
Customizable fields for your company's specific needs
Download our Construction AI Policy Template – Simply follow and shoot me a message. I’ll send over the template and then you can customize the bracketed sections to match your company's requirements.
This template saves you valuable time while ensuring you've covered all the critical aspects of responsible AI use in a construction environment. Adapt it to your needs, involve your key stakeholders in the review process, and you'll be well on your way to establishing clear guidelines for your team.