How to Use AI for Writing Policies (Without Getting Burned)

Artificial Intelligence (AI) tools like ChatGPT and Gemini are changing the way we work — and policy writing is no exception. These tools can help you get started quickly, giving you draft content in seconds instead of days. But when it comes to policies and procedures for your business or organisation, speed alone isn’t enough.

At The Policy Place, we think AI can be useful — if you know how to use it safely. Here’s how to make the most of AI tools to draft policy content without putting your organisation at risk, and where expert support still matters.

Step 1: Use AI to Get a First Draft or Template

AI tools are great at producing a basic structure. You can ask something like:

“Write a policy on remote working for a small not-for-profit organisation in New Zealand.”

You’ll often get a reasonable starting point: a definition, purpose, roles, responsibilities, and maybe a few procedures. This can help overcome blank-page syndrome and give you something to work from.

Good use

• Exploring structure and headings

• Drafting general content

• Brainstorming risks or responsibilities

BUT Warning

AI content is often vague, outdated, or based on generic international templates that don’t reflect NZ laws or your specific sector. Sometimes it’s wrong.

Step 2: Review the Content Critically

Just because something is well written doesn’t mean it’s accurate or compliant.  You really have to review the content to check it is consistent with our law and othe regulatory criteria that applies to your organisation and that properly reflects your mission, values and purpose (kaupapa).

Remember, unless instructed, AI doesn’t know:

• Which New Zealand legislation applies to your organisation/business
• Your funding contracts or audit requirements
• Your operational needs
• Your kaupapa (mission, values, aims)
• Whether content is up to date with sector standards

That’s where the risks start. Many AI policies can look good but won’t hold up in an audit — or worse, if something goes wrong.

Step 3: Ask for Help to Make It Real

This is where we come in. At The Policy Place, we don’t throw out your AI-generated draft — we aim to get the most from AI to build faster and better policies for your organisation. We:

• Review and provide online policies to support compliance, clarity, and accuracy
• Enable you to tailor policies to your needs and legal obligations
• Check and monitor your online policies for quality and currency
• Update it as laws, contracts, and sector standards change

AI is a tool. It’s not an advisor, an auditor, have regulatory and quality expertise or the exertise of real-life management of diverse agencies.

Example: AI Draft vs Expert Review

AI version:

“All staff are expected to comply with data protection laws.”

Expert-reviewed version:

“Staff must comply with the Privacy Act 2020 and the Information Privacy Principles. The Privacy Officer is responsible for managing access requests, ensuring privacy training is completed annually, and reporting breaches to the Privacy Commissioner where required.”

Spot the difference? That’s the value of combining AI efficiency with real-world expertise.

Use AI — But Don’t Go It Alone

We encourage people to explore and use AI tools. They can be immensely helpful. They’re fast. But they don’t know your risks, obligations, or context. That’s why AI should be a starting point, not your final product.

If you want peace of mind knowing that your policies are developed, checked and reviewed against relevant standards by real lives humans with relevant expertise and experience, or if you want to build a system where AI and expert review work together, talk to us.

Ready to Future-Proof Your Policies?

Let’s work together to make your policies smart, practical, and compliant — with or without AI.

📩 Contact The Policy Place today — your policies are too important to leave to chance.