Best Practices
AI-generated ChatGPT arrived in many companies long ago. Fast. Low-threshold. Effective.
And that is exactly where the problem lies.
Because what starts simply is often used without control - without clear rules, responsibilities or overview.
Here are the 5 most common mistakes we see in practice - and why they can get expensive in the long run.
Mistake 1: “Only marketing uses that”
ChatGPT is often seen as a single tool - used by marketing, HR or individual employees.
The reality: ChatGPT is used across the entire company. Often without the knowledge of management or IT.
Without an overview, nobody knows:
- who is using it
- what it is being used for
- which data is being entered
Problem: No overview = no responsible use.
Mistake 2: No clear rules for usage
Many companies have no clear policy on what is allowed - and what is not.
That leads to uncertainty:
- May I enter customer data?
- Internal documents?
- Drafts? Strategies?
Without rules, everyone decides for themselves. And that is not a concept - that is a risk.
Mistake 3: Responsibility is “somewhere”
Often there is no clear owner for AI tools like ChatGPT.
Typical situation:
- IT doesn’t feel responsible
- Legal isn’t involved
- Departments simply use it
Result: Nobody bears responsibility - but the company is liable.
Mistake 4: GDPR is “somehow” kept in mind
Many assume that standard tools are automatically GDPR-compliant.
The problem: usage decides compliance. Not the tool alone.
Without clear specifications on:
- data types
- purpose
- storage
- access
a data protection risk quickly arises - often unnoticed.
Mistake 5: Thinking it’s a one-time topic
“We sort it out once and then it’s fine.”
Unfortunately, no.
AI keeps evolving. Usage changes. Teams change. Tools are added.
Without structure, a starting project quickly turns back into chaos.
What helps instead
Companies that use ChatGPT sensibly do it differently:
- They create an overview before they regulate
- They define clear responsibilities
- They formulate understandable rules, not bans
- They train teams instead of slowing them down
- They see AI as an ongoing process, not a one-off action
Structure first. Security and speed follow automatically.
Conclusion
ChatGPT isn’t a risk - unclear usage is.
Those who create order now avoid later repair work, unnecessary costs and legal uncertainty.
The question isn’t whether ChatGPT is used - but how.