<div class="notion-selectable notion-text-block" dir="auto" data-block-id="392d5383-77cf-8073-9ead-e459d8832249"> <div> <div> <div> <div class="x78zum5"> <div id=":rf4n:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true"><span class="notion-enable-hover" data-token-index="0">What to do when something goes wrong with AI tools – and how to make sure you actually use it</span></div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-text-block" dir="auto" data-block-id="392d5383-77cf-80bf-ab1b-c9c9d43d9899"> <div> <div> <div> <div class="x78zum5"> <div id=":rf4o:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Small businesses are adopting AI tools faster than ever. Most of the time they save hours. But when something goes wrong – a client detail ends up in a public chat, a hallucinated fact slips into a proposal, or an unapproved tool stores company data – the impact can be outsized.</div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-text-block" dir="auto" data-block-id="392d5383-77cf-8016-ac62-fd5171f8730c"> <div> <div> <div> <div class="x78zum5"> <div id=":rf4p:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">A playbook only works if people can actually follow it under pressure. That means keeping it lightweight <span class="notion-enable-hover" data-token-index="1">and</span> practising it, the same way you would a fire drill.</div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-text-block" dir="auto" data-block-id="392d5383-77cf-80fb-ba97-fcce1b668263"> <div> <div> <div> <div class="x78zum5"> <div id=":rf4q:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Here’s a simple, repeatable response built for teams of 2–20 people.</div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-sub_sub_header-block" dir="auto" data-block-id="392d5383-77cf-80c8-9f6d-f729de92d613"> <div> <div> <div> <h4 id=":rf4r:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">The 5-step response (keep it to one page)</h4> </div> </div> </div> </div> <div class="notion-selectable notion-text-block" dir="auto" data-block-id="392d5383-77cf-808c-99f2-d0556df0d0b6"> <div> <div> <div> <div class="x78zum5"> <div id=":rf4s:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true"><span class="notion-enable-hover" data-token-index="0">1. Contain</span></div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-text-block" dir="auto" data-block-id="392d5383-77cf-802e-a0b3-d9382428b535"> <div> <div> <div> <div class="x78zum5"> <div id=":rf4t:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Stop the issue spreading.</div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-805b-899a-ff65cd00e0ae"> <div> <div> <div> <div> <div class="x78zum5"> <div id=":rf4u:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Ask the person involved to pause using the tool.</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-80e5-86e5-cce311d52b20"> <div> <div> <div> <div> <div class="x78zum5"> <div id=":rf4v:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Note what happened (time, tool, input, output).</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-8093-9a31-c66be9119ed0"> <div> <div> <div> <div> <div class="x78zum5"> <div id=":rf50:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Do not delete anything yet.</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-text-block" dir="auto" data-block-id="392d5383-77cf-80ff-a78b-f15c33dc00ef"> <div> <div> <div> <div class="x78zum5"> <div id=":rf51:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true"><span class="notion-enable-hover" data-token-index="0">2. Assess</span></div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-text-block" dir="auto" data-block-id="392d5383-77cf-8039-b63f-d38d957820b1"> <div> <div> <div> <div class="x78zum5"> <div id=":rf52:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Quickly understand the scale.</div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-8099-b2d6-da8ec1b6c3f9"> <div> <div> <div> <div> <div class="x78zum5"> <div id=":rf53:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">What information was involved?</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-8001-9588-ea8b17e099a5"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div> <div class="x78zum5"> <div id=":rf54:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Who has seen the output?</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-80a2-95b6-eede41a7693b"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div> <div class="x78zum5"> <div id=":rf55:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Is this a one-off or a pattern?</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-text-block" dir="auto" data-block-id="392d5383-77cf-8057-b37f-db4252342fd5"> <div> <div> <div> <div class="x78zum5"> <div id=":rf56:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true"><span class="notion-enable-hover" data-token-index="0">3. Notify</span></div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-text-block" dir="auto" data-block-id="392d5383-77cf-801d-93e7-f8a9630edb4b"> <div> <div> <div> <div class="x78zum5"> <div id=":rf57:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Tell the right people the same day.</div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-8043-b08b-f7b805acdca5"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div> <div class="x78zum5"> <div id=":rf58:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Internal: owner or manager.</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-80f7-b5bc-eea8ec8b59ee"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div> <div class="x78zum5"> <div id=":rf59:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Client: if their data or work is affected.</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-80d7-b643-d88b7aaf9423"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div> <div class="x78zum5"> <div id=":rf5a:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Keep the message short and factual.</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-text-block" dir="auto" data-block-id="392d5383-77cf-8063-b2fc-d8eddaa64466"> <div> <div> <div> <div class="x78zum5"> <div id=":rf5b:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true"><span class="notion-enable-hover" data-token-index="0">4. Recover</span></div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-text-block" dir="auto" data-block-id="392d5383-77cf-8090-9c0a-ffdc9140959b"> <div> <div> <div> <div class="x78zum5"> <div id=":rf5c:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Fix what you can.</div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-80b8-a89b-ff845d4193a7"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div> <div class="x78zum5"> <div id=":rf5d:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Recall or correct the information.</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-8078-b6d9-fab28441d0e7"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div> <div class="x78zum5"> <div id=":rf5e:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Update any affected documents.</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-8098-9c29-d738890f3bd2"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div> <div class="x78zum5"> <div id=":rf5f:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Change access if needed.</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-text-block" dir="auto" data-block-id="392d5383-77cf-8040-b6c6-cedf5cf35ff7"> <div> <div> <div> <div class="x78zum5"> <div id=":rf5g:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true"><span class="notion-enable-hover" data-token-index="0">5. Prevent</span></div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-text-block" dir="auto" data-block-id="392d5383-77cf-8055-ba18-cc9c4a61812a"> <div> <div> <div> <div class="x78zum5"> <div id=":rf5h:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Turn the incident into a lasting improvement.</div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-8019-bb22-dda03df0b452"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div> <div class="x78zum5"> <div id=":rf5i:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Update your approved tools list.</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-80a4-b066-d6c98ca8cfbc"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div> <div class="x78zum5"> <div id=":rf5j:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Add one simple rule that would have caught this.</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-8000-a839-ca8fa6f271cc"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div> <div class="x78zum5"> <div id=":rf5k:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Share the lesson (anonymised) with the team.</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-sub_sub_header-block" dir="auto" data-block-id="392d5383-77cf-807a-a4ed-e437bab3aa74"> <div> <div> <div> <h4 id=":rf5l:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">The most important part: practise it</h4> </div> </div> </div> </div> <div class="notion-selectable notion-text-block" dir="auto" data-block-id="392d5383-77cf-80cb-92b9-efb24ac6f546"> <div> <div> <div> <div class="x78zum5"> <div id=":rf5m:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">A plan you’ve never run is just words on a page. Treat this like a fire drill:</div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-8040-85b4-f2408b4de745"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div> <div class="x78zum5"> <div id=":rf5n:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Run a 10-minute tabletop exercise once a quarter.</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-802e-8a2b-ffaf263d5595"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div> <div class="x78zum5"> <div id=":rf5o:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Pick a realistic scenario (e.g. “Someone pasted a client proposal into ChatGPT”).</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-805e-9a69-eb45abeb6022"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div> <div class="x78zum5"> <div id=":rf5p:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Walk through the five steps out loud.</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-80ef-9181-d439aeb4dbdf"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div> <div class="x78zum5"> <div id=":rf5q:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Note what felt clunky and simplify it.</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-8067-9435-cf935f4ed3e2"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div id=":rf5r:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Keep the updated one-pager in your shared drive and pinned in Slack/Teams.</div> <div id=":rf5s:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">The goal is that when something actually happens, the response feels automatic rather than something you have to think about.</div> <div> <div class="x78zum5"></div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-text-block" dir="auto" data-block-id="392d5383-77cf-8022-95a3-d7918e7cc892"> <div> <div> <div> <div class="x78zum5"></div> </div> </div> </div> </div> <div class="notion-selectable notion-sub_sub_header-block" dir="auto" data-block-id="392d5383-77cf-8099-a90c-ec9eee6c80a0"> <div> <div> <div> <h4 id=":rf5t:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Quick evidence checklist (print or save this)</h4> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-8044-82f5-cb3b929b53c9"> <div> <div> <div> <div> <div class="x78zum5"> <div id=":rf5u:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Date and time</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-80c0-a2cc-c73ff1cd57b9"> <div> <div> <div> <div> <div class="x78zum5"> <div id=":rf5v:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Tool used</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-800c-8d96-ec85030c877a"> <div> <div> <div> <div> <div class="x78zum5"> <div id=":rf60:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">What information was entered</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-8068-b208-d77a23a1c3ce"> <div> <div> <div> <div> <div class="x78zum5"> <div id=":rf61:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">What the output was used for</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-804f-bde9-d3a431bd6fa6"> <div> <div> <div> <div> <div class="x78zum5"> <div id=":rf62:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Who was notified and when</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-8044-ac55-f810b9f946a5"> <div> <div> <div> <div> <div class="x78zum5"> <div id=":rf63:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">Actions taken at each stage</div> </div> </div> </div> </div> </div> </div> <div class="notion-selectable notion-bulleted_list-block" dir="auto" data-block-id="392d5383-77cf-80e3-b322-cc1b862a71e8"> <div> <div> <div> <div class="notion-list-item-box-left" contenteditable="false" data-content-editable-void="true" data-text-edit-side="start"> <div class="pseudoBefore"></div> </div> <div> <div class="x78zum5"> <div id=":rf64:" class="content-editable-leaf-rtl" contenteditable="false" spellcheck="true" data-content-editable-leaf="true">One change made to prevent recurrence</div> </div> </div> </div> </div> </div> </div>