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Which AI uses should internal communications launch now, and which should wait?
AI is already part of internal communications work, usually without written rules. Adoption is also a communications matter: 37% of employees do not use AI even though they can, because their co-workers are not using it (Gartner, 2025). At the other end, an agent that answers employees from outdated or overshared content serves its errors to hundreds of people, with the authority of the intranet.
This white paper helps you choose your first use cases, set rules with IT and HR, and prepare the content that assistants and agents will draw on, before any deployment.
What's inside:
- AI is already here, without guardrails: the five tasks of the trade that AI touches, and the difference between an assistant, whose errors are caught in review, and an agent, whose errors reach employees directly.
- The matrix of 12 use cases: each case rated for value and risk and placed in one of four zones (launch now, frame then launch, pilot under strict conditions, rule out for now), with its guardrail and prerequisite content.
- A two-page usage charter: 12 headings, from authorized tools and prohibited data to synthetic media, agents and training, to adapt and have reviewed by a lawyer.
- The four-level human review grid: who reviews each content type, from spelling corrections to crisis communications, and when to disclose the use of AI, in line with Article 50 of the EU AI Act.
- The 8 questions your CIO will ask: model training, permissions, oversharing, data location, licenses and third-party tools, with the answers documented by Microsoft.
- The 15 pieces of content to put in order in thirty days: reference content, editorial material and access hygiene, each with an owner, a review date and a single version.
- Measure, then act in 90 days: ten indicators focused on answer quality and content freshness, and a three-step roadmap that leads to a first assistant.
Why download it:
A selection, not a list of possibilities. The matrix helps you pick three use cases from the first two zones and explains why some uses should be ruled out for now.
Rules you can apply immediately. The charter and the review grid fit on two pages and apply to every tool, including those installed in your Microsoft 365 tenant.
A starting point on content rather than tools. An agent never answers better than the best document it finds: the 15-item checklist turns Microsoft's recommendations for agents into internal communications tasks.
Consistent with the AI-Ready Index. The indicators extend the dimensions of the AI-Ready Digital Workplace Guide, so the two documents can be used together.
