Gloucestershire HR expert helps businesses get on top of 'shadow AI' with free guide and roundtables
Published: Thursday 12 February 2026
Cheltenham-based HR People Support has released a free, downloadable checklist and announced two in-person roundtable events to help HR leaders tackle 'shadow AI'-the unsanctioned, often invisible use of AI tools across teams.
With employees already adopting tools like ChatGPT and Copilot, HR needs clear policy, training, and guardrails in place. Microsoft's latest Work Trend Index reports widespread workplace AI use-often without manager approval-highlighting the urgency for practical guidance for employers. See Microsoft's findings.
New: "Is your HR ready for AI?" checklist
The guide is part of HR People Support's "AI and HR: The New Reality" series. It helps you assess where you stand today, spot policy and skills gaps, and decide what good looks like for your organisation.
Inside, you'll find prompts and checks across:
- Policy: acceptable use, disclosure, approvals, and record-keeping
- Legal and compliance: data protection, IP, bias, equalities, and audit trails
- People impact: roles, skills, workload, job design, and change support
- Risk controls: confidentiality, vendor due diligence, security, and human review
- Enablement: training, coaching, champions, and performance expectations
Roundtable events in Cheltenham
- AI at Work: What Every Employer Needs to Know - Tuesday 24 February 2026, Festival House, Cheltenham. Practical steps to set policy, reduce risk, and support productivity without slowing teams down.
- The People Side of AI: How to Future-Proof Roles, Skills & Culture - Monday 9 March 2026, Festival House, Cheltenham. A hands-on discussion about skills mapping, job redesign, and keeping change humane and fair.
Both sessions are designed for decision makers who want the confidence to act and a simple framework they can take back to their leadership teams.
Why this matters for HR
Shadow AI is already here. Without clear guidance, you risk data leaks, inconsistent decisions, and unfair outcomes-plus missed opportunities to improve workflow and employee experience.
HR is the hinge: you set policy, enable safe use, and make sure change lands well. A clear, practical approach beats blanket bans or unchecked sprawl.
Quick wins you can apply this week
- Ask managers where AI is already being used and document common tasks and tools.
- Issue interim guardrails: no confidential or personal data; keep a human in the loop; require disclosure on AI-assisted work.
- Add an "AI used?" tick-box to key workflows (e.g., job ads, performance feedback, policy drafts) to build visibility.
- Nominate department AI champions to share good practice and flag risks early.
- Run a short training session on safe, effective prompts and review steps. For UK data rules, see the ICO's guidance on AI and data protection: ICO guidance.
Get the guide and book your seat
Download the free checklist and secure tickets for the Cheltenham roundtables at hrpeoplesupport.co.uk/ai-and-hr-the-new-reality.
If you're building a learning pathway for your HR team, explore curated AI courses by job role at Complete AI Training.
In partnership with HR People Support | hrpeoplesupport.co.uk
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