Shadow AI Essentials

Shadow AI Essentials

Do you know how your employees are using AI at work?

AI tools are making everyday tasks quicker and easier. Your employees might already be using them to write emails, summarise documents or help with their workload.

But do they know what information is safe to share, when they should check the answers AI gives them, or whether the tools they are using have been approved by your business?

Shadow AI Essentials helps your business and employees understand these risks and make safer decisions when using AI at work.

What is Shadow AI, and why should your business care?

Shadow AI happens when people use AI tools for work without their organisation knowing about, approving or properly overseeing that use.

For example, an employee might copy information from a customer email into a free AI tool to help draft a reply. They may be trying to save time, without realising that the information they have shared could create a security or data protection risk.

It isn't always an obvious AI application either. AI features may already be built into the software your business uses every day.

Help your team use AI more safely

AI can be useful for businesses of all sizes. The aim isn't to stop employees using it, but to help them understand where things can go wrong and what they should do differently.

This course explains Shadow AI in plain English, using realistic workplace situations that employees, managers and business owners can recognise.

Learners will explore what information should not be entered into AI tools, why AI-generated answers need checking, and when they should ask for guidance before using a tool for work.

For business owners and managers, the course also provides practical activities to help identify where AI is being used and where clearer rules or safeguards may be needed.

What will your team learn?

• What Shadow AI is and how it can happen during normal working activities.
• How to recognise AI tools and AI features already being used in everyday business software.
• Why customer details, personal information and confidential business information need extra care.
• How to write AI prompts without sharing more information than necessary.
• Why AI-generated information can be incorrect and when a person needs to check it.
• When to ask for approval, raise a concern or seek advice about using AI at work.
• How to build a simple picture of where AI is being used across a business.
• What practical steps businesses can take to make AI use safer and easier to manage.

Who should take this course?

Shadow AI Essentials is designed for businesses that want employees to understand how to use AI more safely, without needing specialist technical knowledge.

• Business owners who want to understand how AI might already be used within their organisation.
• Managers and team leaders responsible for helping staff use AI appropriately.
• Employees who use AI tools, or are considering using them, as part of their everyday work.
• Anyone responsible for business information who wants to understand the risks of sharing it with AI services.

The course is suitable for sole traders, small businesses and larger organisations. No previous AI or cyber security knowledge is required.

What is included in the training?

The course is delivered online, allowing learners to work through the training at their own pace and revisit the materials when needed.

• 10 short, easy-to-follow learning modules.
• Realistic examples of AI use in the workplace.
• Short knowledge checks to reinforce understanding.
• Practical "Instead of this, try this" examples.
• A downloadable learner workbook.
• Practical AI safety tips to use at work.
• Access to the PCS AI Use Checker.
• A final knowledge assessment.
• A certificate on successful course completion.

Practical learning you can use in your business

We don't believe useful training should leave people wondering what to do next.

Throughout the course, learners work through practical examples and activities that help them think about how AI is used in their own workplace.

The workbook helps learners identify AI tools, consider what information may be at risk and record sensible actions to improve how AI is used.

For business owners and managers, these activities can provide a useful starting point for discussing AI use with employees, developing clearer expectations and deciding what safeguards may be needed.

How much do you know about AI use in your business?

Before starting the course, why not try our free PCS AI Use Checker?

It provides a simple way to think about how AI is being used, what information may be shared and where you might need to ask more questions. You can revisit it after the training to reflect on what you've learnt.

Give your employees the knowledge to use AI more safely

AI is changing how people work. Making sure your team understands the risks is an important part of using it responsibly.

Shadow AI Essentials gives employees practical, easy-to-understand training while helping business owners and managers take a more informed approach to AI use across their organisation.