Artificial intelligence is changing how businesses operate, offering opportunities to save time, improve efficiency, and make better use of information. But how can businesses take advantage of AI while keeping their data and systems secure?

From drafting emails and summarising documents to analysing information and automating routine tasks, AI tools are becoming increasingly accessible to businesses of all sizes.

Platforms such as ChatGPT and Microsoft 365 Copilot have brought AI into everyday working environments. What was once considered specialist technology is now available to businesses without significant technical expertise.

However, while the opportunities are considerable, it is important to understand the risks before introducing AI into your business.

How can AI help your business?

One of AI’s biggest benefits is its ability to reduce time spent on repetitive or administrative tasks.

For example, businesses can use AI to help draft correspondence, prepare meeting summaries, generate ideas for marketing content and organise information.

For professional services firms, AI may also help review large volumes of information, identify patterns, and help employees locate relevant material more efficiently.

Microsoft 365 Copilot is particularly interesting for businesses already using Microsoft applications. Depending on the licence, configuration and permissions in place, it can assist with tasks across applications such as Word, Excel, Outlook and Teams.

Rather than treating AI as a replacement for employees, businesses should consider how it can support their teams and let them focus on work that requires professional judgement, experience, and personal interaction.

Understanding the risks

Despite its benefits, AI is not infallible.

One of the main risks is that AI tools can produce inaccurate or misleading information. These errors are sometimes referred to as hallucinations, where a system generates information that sounds convincing but is incorrect.

This is particularly important in professional environments where clients rely on accurate financial, legal and commercial advice.

AI-generated information should always be checked by a suitably qualified person before it is used, shared or relied upon.

There are also important confidentiality and data protection considerations.

Employees may be tempted to copy information from emails, financial statements, client records or internal documents into free AI tools to obtain a quick answer.

However, this can create significant risks if the information includes personal data, confidential business information or commercially sensitive material.

Before using an AI platform, businesses should understand how it processes, stores, and uses information, and whether it suits the type of data being entered.

Free versions of AI tools may have different terms, privacy controls and features from paid business subscriptions. Paying for a subscription does not automatically guarantee that a system is configured securely.

What about AI agents?

A further development is the emergence of AI agents.

Unlike traditional chatbots, which generally respond to individual prompts, agents can be designed to carry out sequences of tasks, interact with systems and perform actions with varying levels of independence.

This creates exciting possibilities for automation. However, it also introduces additional risks.

An agent with access to business files, email accounts, or financial systems could make changes or take actions with unintended consequences if it is not properly configured.

Businesses should be particularly cautious about deploying agents that have access to sensitive information or permission to carry out transactions.

Any new system should be thoroughly tested, with appropriate access restrictions, monitoring, and human approval built into the process.

Practical steps to use AI safely

Businesses do not need to avoid AI, but they should introduce it responsibly.

A few straightforward measures can help reduce the risks:

• Develop an AI policy: Set clear rules on which tools employees can use and what information they can enter.
• Protect confidential information: Avoid sharing client details, financial records, passwords or sensitive business data with unapproved AI platforms.
• Check the output: Review AI-generated information for accuracy before using it.
• Review permissions: Make sure AI applications and agents only have access to the information and systems they genuinely need.
• Train your team: Employees should understand AI’s benefits and limitations and know when to seek guidance.
• Keep systems secure: Use strong passwords, multi-factor authentication and appropriate security controls across business accounts.

Finding the right balance

AI is likely to become an increasingly important part of how businesses operate. Those who understand its capabilities and introduce it thoughtfully may gain a significant advantage.

However, adopting new technology should never come at the expense of data security, client confidentiality or professional standards.

The best approach is to start with practical, low-risk applications, set clear guidelines, and expand usage as your understanding and confidence grow.

If you are considering introducing AI into your business, make sure you have the right policies and safeguards in place before getting started.