You will write a short note telling colleagues how AI-generated text and images may be used.
Kelvin's cousin joined the bakery last month to help with marketing. On her second day she asked him whether she could use the image generator for Instagram, what she needed to check before posting, and whether they should tell customers when a picture was AI-made. Kelvin answered each one out loud and realised that the next new hire would ask the same things, and he might not be there to answer.
This exercise produces the document that answers them: a content use note. It's one page that tells colleagues how AI-generated text and images may be used in your team's work. It's narrower than the full team AI policy you'll write in module 8, and you can fold it into that policy later.
A useful content use note answers four questions, each in a few short sentences.
Which tools and accounts? Name the tools that may be used for content, such as a specific image generator or the company's approved assistant, and say which account or plan. Lesson 1.2, Personal, business and enterprise accounts are not the same, explains why the account matters. If something is not allowed, such as personal accounts for client work, say that too.
What gets checked before publishing, and who checks it? Lesson 4.3, Working rules for AI content at work, gives you the checks to choose from. Say which content needs a reverse image search or plagiarism check, and name the role that signs off. Small teams might give this to the person publishing. Larger ones might need a second pair of eyes for anything paid or printed.
When do we disclose AI use? This is a judgement call, and there's no single right answer. Some teams disclose on any content that's mostly AI-generated. Some disclose only when a client's contract asks for it, or when a reasonable reader would care, such as a photo that looks like a real event. Check whether your clients, your industry or the platforms you post on have their own rules. Whatever you choose, write it down so everyone does the same.
What if someone complains? Say who receives the complaint, that the content comes down while it's looked into, and where the record of how it was made is kept. Lesson 4.2 explains why a fast, calm response matters more than winning an argument.
Here is the note Kelvin wrote for the bakery. The details are his examples.
"How we use AI for bakery content.
Tools. We use the image generator on the bakery's paid business account and the approved assistant on the shared work login. Don't use personal accounts for anything posted under the bakery's name.
Before posting. Social posts: the person posting reads the text out loud and checks every fact, price and date. Anything printed or paid for, such as packaging, flyers or ads: run a reverse image search on every AI image and show it to Kelvin before it goes to the printer. Never prompt with the name of an artist, a cartoon character or another brand.
Telling customers. We don't label every post. We do say so if an image shows a product, a person or a scene that looks real but isn't, such as a staged shopfront photo. We never use AI images in place of real photos of our actual cakes.
Records. Save the prompt, the original image and your edited version in the campaign folder on the shared drive.
If someone complains. Forward it to Kelvin the same day. Take the post down while we look at it. Don't argue in the comments."
It fits on one page, and every line answers a question someone actually asked.
Start by writing down the questions colleagues have asked you about AI and content, or would ask. If nobody has asked, imagine a new hire's first week and write down what they'd want to know before posting anything.
Then draft each of the four sections in plain language. Use your team's actual tools, platforms and roles. "The marketing lead checks paid ads" is better than "content is reviewed appropriately".
Keep it short. If a section runs past five or six sentences, you're probably writing a policy for every possible case. Cover the common ones and say who to ask about the rest.
Check it against your employer's wider policy and the tools' terms, as in rule one of lesson 4.3. The note can be stricter than those, but it can't allow something they forbid.
A finished note is one page or less. It names real tools, real accounts and real roles. A new colleague could read it in two minutes and know what to do with the next image they generate. And it has been read by at least one person other than you.
That last part matters most. Kelvin's cousin read his draft and pointed out that it didn't say what to do with AI-written captions in Malay and Chinese, which nobody on the team could check properly. He added a line. The colleague you choose to read yours will find a gap like that too.
Write a content use note of no more than one page and ask one colleague whether it answers their real questions.
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