Manage AI Comms Toolkit

When to use this toolkit

Use the Manage AI Comms Toolkit when you want to:

• Keep deployment from going stale – You have set up AI use (perhaps through Deploy) and need it to stay current as tools and tasks change
• Govern on an ongoing basis – Your policy and tool list need active maintenance, not a one-off write-up
• Show AI use is managed – Leadership, Legal or clients want assurance that AI use is actively governed
• Catch issues before they grow – You want a standing place to log near-misses and learn from them

This is the operating layer of AI governance. Where the Comms Foundations Playbook builds your foundations and Deploy Comms With AI sets your team up, this toolkit keeps the AI side running well over time.

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How this connects to your foundations and to Deploy

The first template here, AI Use Principles, is shared with the Comms Foundations Playbook on purpose: your operating practice should ladder up to the same stance as your foundations. If you have already set your principles, reuse them; if not, start there.

This toolkit is also the self-serve version of what Manage Comms With AI delivers as a service. If you would rather have the review run for you on a set cadence, that is the retainer. If you want to run it yourself, this is how.

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How the workflow fits together

Set up once

1. AI Use Principles – Confirm or set the stance everything ladders up to.
2. AI Use Policy (Living) – Turn the principles into working rules: permitted, review, prohibited, disclosure, data.
3. AI Tool Register – List the tools actually in use, what each is approved for and what data it may handle. Use the AI Tool Evaluation Framework to assess anything new before it goes on.

Run on cadence

4. AI Use Review & Risk Log – Each quarter, a thirty-minute review checks the policy still matches reality, the register is current, and standards are holding, with a running log of issues in between. Use the Content Approval Tracker and Tone & Style Checker as the day-to-day controls that feed the review.

The whole point is the loop: set up, run, learn, adjust, and feed changes back into the policy and register so they stay alive.

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Tips for success

1. Keep it light – A short review that happens beats a thorough one that slips. Protect the thirty minutes.
2. No blame on the log – A risk log people fear is a risk log that stays empty. Record to learn, not to attribute fault.
3. Close the loop – Every agreed change must go back into the policy or register, with versions updated, or the review achieves nothing.
4. One owner – Governance with no owner does not happen. Name one.
5. Give leadership the one-paragraph note – A short quarterly assurance line is often all leadership needs, and it makes the work visible.

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What’s not included

This toolkit governs ongoing AI use. It assumes you have your foundations in place:

• Use the Comms Foundations Playbook to build positioning, messaging, audiences and voice
• Use Deploy Comms With AI if you want the initial setup done for you, tailored to your team
• Use Manage Comms With AI if you want the ongoing review run for you as a retainer

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Estimated time

Stage	Time
Principles (confirm or set)	30-60 mins
Policy	45 mins
Tool register	40 mins
First quarterly review	30 mins
Each subsequent quarter	~30 mins
Setup total	Around half a day to a day, then minimal upkeep

The ongoing cost is small. The cost of letting governance go stale (an out-of-date policy people ignore, tools nobody assessed) is much larger.