A quiet technology revolution is reshaping workplaces, and most businesses don’t even know it’s happening.
Across industries, employees are turning to artificial intelligence (AI) to get more done, solve problems faster, and make their day-to-day work that little bit easier. But rather than waiting for company-wide rollouts or approval, many are taking matters into their own hands by downloading tools and signing up for AI platforms.
It’s a trend that’s being called BYOAI – bring your own AI. This trend complicates the question of who is actually driving AI adoption in the workplace: is it the employees or the employer?
The answer appears to be the employees…
What is BYOAI?
Much like the ‘bring your own device’ movement that saw employees using personal phones and laptops for work, BYOAI refers to the rising number of people using AI tools at work without formal approval from their organisation – sometimes referred to as ‘shadow AI’.
It’s happening at scale. Microsoft and LinkedIn’s 2024 Work Trend Index revealed that 78% of AI users are already bringing their own AI tools to work, often without informing their managers or IT teams.
These tools range from AI chatbots like ChatGPT, to AI writing assistants, image generators and data analysis tools. The motivations behind BYOAI vary, some employees are looking for a productivity boost, others see AI as a helpful tool, and many are simply curious about its potential.
But there’s one common thread... a reluctance to talk openly about its use.
Why are employees keeping AI use under wraps?
If AI can improve efficiency and help people do their jobs better, why the secrecy? For many, it comes down to workplace culture, and, maybe just as importantly, self-preservation.
On the surface, it might seem odd that employees would hide the fact they’re using AI to work more efficiently. But dig a little deeper, and it makes sense. It could come down to:
Fear of seeming replaceable: One-in-four UK workers worry that AI will lead to job losses, according to Acas.
Gaining a competitive edge: in some workplaces, AI can be seen as a secret weapon. Why share your advantage if it’s helping you meet deadlines and produce good work?
Lack of clarity from leadership: many organisations haven’t provided clear guidance on AI use. In the absence of policies, employees often assume it’s safer to stay quiet. In fact, research by Microsoft shows that 54% of business leaders admit their company lacks a clear AI strategy.
Accessibility of AI tools: AI is now widely accessible for free or at low-cost, with little technical knowledge required. That means employees can adopt AI tools independently, without needing IT support or guidance.
The risks of unregulated AI adoption
While BYOAI can boost productivity in the short term, it could also present significant risks for businesses, many of which fly under the radar until they cause real problems.
Data security and privacy breaches
Many popular AI tools require users to input company data, client information, or sensitive project details to make the work produced more accurate. When this happens without oversight, it creates serious data security risks. Consumer-grade AI tools may store, process, or share data in ways that violate company policies or legal requirements – leaving organisations exposed.
Compliance and legal exposure
Different sectors have strict rules around data handling and technology use. Whether it’s GDPR, financial regulations, or sector-specific standards, unregulated AI use can put businesses at risk of non-compliance. A simple copy and paste of confidential information into an AI platform could lead to significant consequences.
Inconsistent work standards
When AI use happens in silos, quality suffers. One team member might use AI to draft reports – while another doesn’t – leading to inconsistent outputs, gaps in accuracy, and uneven client or customer experiences. Without alignment, AI risks becoming a shortcut for some and a mystery for others.
Workplace tension and inequity
If some employees are quietly using AI to their advantage while others aren’t, it creates an uneven playing field. This could lead to resentment among employees, which then damages team cohesion and creates workplace inequalities – particularly if access to AI is based on who feels confident enough to experiment with it, rather than a clear and supported process.
Building a culture where AI use is open and safe
Let’s be frank: AI is here, employees across the UK are using it, and trying to either ban its use or ignore it could be seen as a missed opportunity. The smarter approach, if looking to utilise AI, would be to guide employees, empower them, and trust them.
Here’s a few steps to help you get started:
1. Open the conversation
Start by acknowledging that AI is a tool for business. Create safe spaces internally – chats on Microsoft Teams (or whatever platform you use), team meetings where employees can share how they’re using AI and what tools they’ve adopted.
When people feel safe to be open, you get visibility and the chance to guide things in the right direction.
2. Develop clear and practical AI guidance
Don’t overwhelm people with pages of legal jargon. Instead, create accessible guidelines that cover:
Which AI tools are approved (and how new tools can be suggested)
What types of data can safely be shared with AI tools
Specific tasks or processes where AI use is encouraged or prohibited
Reporting mechanisms for new AI use or potential risks
Make these guidelines living documents and review them regularly as AI technology evolves. Keep it simple and accessible.
3. Invest in AI training and upskilling
The best way to drive safe, confident AI adoption? Equip your people with the skills they need. Many employees feel out of their depth with AI, so practical training should include:
How AI works (and its limitations)
Real-world use cases relevant to their roles
Risks around data privacy, bias, and security
Consider creating AI ‘champions’ or ambassadors within teams to share knowledge and support peers.
4. Lead by example
When leaders and managers are transparent about their own AI use, or encourage teams to experiment with approved tools, it normalises AI in the workplace. Transparency from the top builds trust and shows that AI isn’t a threat to jobs, but a tool to help people do their jobs.
BYOAI is happening, whether businesses are ready or not. The question is whether your people feel empowered to use it or whether they feel they have to hide it. The future of work is so much more than simply adopting AI. It’s about creating a culture where AI can be used safely and openly.
Looking to hire AI-savvy talent or find your next role? Connect with your local Reed office today.
