I’ve spoken with CTOs who still haven’t drafted AI policies. Others assume their teams aren't using AI tools at all. But the truth is clear—and it’s already in your Slack messages, project updates, and spreadsheet formulas. Employees are using AI. They’re just not telling you.
In fact, one recent discussion revealed that 35% of workers are secretly using AI tools at work, either without company approval or within unclear guidelines. This isn’t rebellion. It’s survival—and ambition.
So why are employees using AI in secret? And what can business leaders do to encourage transparency, safeguard innovation, and avoid turning their own workforce into a liability?
The Secret Sauce: Why Employees Hide AI Use
From a distance, it may seem obvious—why not just ask first? But the internal calculus is more complex:
Lack of Clear Policy Most companies still don’t have a definitive AI use policy. That leaves workers guessing whether they’re allowed to use ChatGPT to summarize a report or generate code snippets. If they’re unsure, they stay silent and act anyway.
Fear of Consequences Employees worry that if AI does too much of their work, they’ll be seen as disposable. In one report, workers admitted they didn’t want to get caught using AI because it could undermine their role—or raise questions about whether they’re needed at all.
Personal Competitive Edge Some see AI as a secret advantage. If they can get more done, faster and better, and their colleagues aren’t using AI, they stand a better shot at recognition, promotions, and raises. But that comes at a cost: inconsistent performance evaluation and growing resentment.
DIY AI Subscriptions Nearly 80% of AI-using employees are paying out-of-pocket for tools like ChatGPT or Notion AI. Why? Because their employers haven’t approved or funded them yet. Employees have adopted a “bring your own AI” mindset to stay ahead.
Trust Deficit Perhaps most tellingly, many employees don’t ask for permission because they assume they won’t get a ‘yes.’ They’re afraid the answer will be no—or worse, that disclosure will backfire.
From Shadow to Strategy: What Leaders Can Do
The issue isn’t AI. It’s silence.
If AI use remains underground, businesses miss the opportunity to scale efficiency, share learnings, and maintain ethical and data security boundaries. Here’s how leaders can bring AI into the light:
Create a Clear AI Policy Don’t wait until a mistake happens. Outline what’s allowed (e.g., grammar correction, meeting summaries), what’s conditionally allowed (e.g., translation, report generation), and what’s restricted (e.g., coding, customer data processing).
Normalize AI as a Tool, Not a Threat Employees don’t need permission to use a calculator or Excel formula. When AI is framed as a productivity amplifier—not a replacement—employees are more likely to disclose usage without fear.
Encourage Disclosure Without Punishment Create a culture where using AI transparently is seen as strategic, not sneaky. Set expectations for what employees should do with time saved—and discourage AI-generated output being passed off as original without review.
Train on Risk and Ethics Many employees don’t realize the risks of using public LLMs to summarize internal data or generate client-facing content. Training sessions should address real-world examples of copyright violations, hallucinations, and data leaks.
What AI Use Is Safe—and What Isn’t?
Low-risk, generally safe AI tasks:
Grammar and spellchecking
Summarizing public documents
Drafting non-sensitive internal emails
Medium-risk tasks that need review:
Generating reports
Translating internal communications
Drafting marketing copy (with brand tone guidance)
High-risk, approval-needed areas:
Coding or engineering
Handling customer data
Summarizing or interpreting legal/confidential content
The Bottom Line
Employees aren’t hiding AI because they’re dishonest. They’re hiding it because we haven’t caught up.
If you’re a business leader, ask yourself: Would my team feel safe telling me they used ChatGPT to speed up a proposal? If the answer is no, the risk isn’t the tool—it’s the culture.
In a world where AI is becoming a standard skill, secrecy isn’t strategy. Transparency is.
Michael Ferrara is a technology consultant and thought leader focused on digital transformation, AI-driven strategies, and workplace innovation. He is a subject matter expert contributing to publications including Fast Company, Software News, and SmarTech Daily, and founder of the popular Tech Topics newsletter.
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About Tech Topics
Tech Topics is a newsletter with a focus on contemporary challenges and innovations in the workplace and the broader world of technology. Produced by Boston-based Conceptual Technology (http://www.conceptualtech.com), the articles explore various aspects of professional life, including workplace dynamics, evolving technological trends, job satisfaction, diversity and discrimination issues, and cybersecurity challenges. These themes reflect a keen interest in understanding and navigating the complexities of modern work environments and the ever-changing landscape of technology.
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