Why AI Training Is Essential for Your Team
By Steven Emberson, Digital Productivity Trainer at Resolution IT
Things have moved quickly in a few short years. We’re now at the point where it’s uncommon to find someone who doesn’t use AI in their day-to-day role, whether it’s to help with content generation, analysing reports, or simply making use of an AI feature within an application.
But as AI becomes more accessible, the need for structured user training becomes critical, not just to maximise productivity, but to safeguard data, ensure compliance, and maintain cyber security standards.
At Resolution IT, we’ve seen first-hand how AI can transform operations for regulated businesses in Guernsey, Jersey and Dubai. But we’ve also seen how quickly things can go wrong when users aren’t properly equipped to use these tools securely and effectively.
Why Training Matters
AI tools like Microsoft Copilot are designed to be intuitive, but they’re only as effective as the people using them. Without proper training, users may:
- Share sensitive data unintentionally
- Misinterpret AI-generated content
- Overlook security risks
- Fail to comply with data protection regulations
Training ensures users understand not just how to use AI, but how to use it responsibly.
Security and Data Protection
One of the biggest concerns around AI in the workplace is data security. Microsoft Copilot, for example, can access files, emails, calendars and chats to generate responses. If users aren’t aware of what Copilot can see, they may inadvertently expose confidential information.
Training helps users understand:
- How AI tools access and process data
- What permissions are in place
- How to manage file access and sharing settings
- The importance of using AI within secure, regulated environments
For finance companies and other regulated sectors, this is non-negotiable. AI must be deployed in a way that aligns with compliance frameworks like GDPR, DFSA regulations, and internal governance policies.
Writing Better Prompts
Prompt writing is a skill that’s essential for getting accurate, useful results from AI. Whether it’s drafting a client email or analysing financial data, the quality of the prompt directly affects the output.
Training can cover:
- How to write clear, specific prompts
- How to guide AI to use the right tone and context
- How to review and refine AI-generated content
- How to create agents for specialist content
This not only improves productivity but also reduces the risk of errors or miscommunication.
The Need for an AI Policy and Standardised Approach
As AI tools become more embedded in daily operations, organisations must take a strategic approach to their deployment. Implementing a clear AI policy ensures consistency, accountability and security across the business.
An effective AI policy should define:
- Which AI tools are approved for use
- How data is handled and protected
- What training is required for different user groups
- Guidelines for ethical and compliant use
- Processes for reviewing and auditing AI-generated content
Standardising the tools available to users also helps avoid fragmentation. When employees use a mix of unvetted AI platforms, it increases the risk of data leakage, inconsistent outputs and shadow IT. A centralised approach ensures that AI is used in a way that supports business goals, protects sensitive information, and aligns with regulatory requirements.
Beyond Microsoft Copilot
While Copilot is a leading solution within the Microsoft ecosystem, many organisations also use alternative AI tools, such as ChatGPT, Google Gemini, or sector-specific platforms. Each comes with its own strengths, limitations and security considerations.
Training should be tailored to the tools in use, ensuring users understand:
- Where data is stored and processed
- What integrations are available
- How to maintain consistency across platforms
A Strategic Investment
Investing in AI training isn’t just about risk mitigation, it’s about empowering your team to work smarter. With the right guidance, users can automate routine tasks, generate insights faster, and collaborate more effectively.
At Resolution IT, our Copilot AI training is designed to equip your users with the skills they need to use Copilot safely and effectively. Our approach ensures your team is confident, compliant and ready to make the most of what AI has to offer.
