Artificial intelligence is rapidly becoming part of the workplace. Tools like ChatGPT, Microsoft Copilot, Claude, and Google Gemini are helping employees write emails, analyze data, summarize documents, and move faster on projects than ever before. But here’s the reality that many organizations are just starting to recognize: AI is already being used inside your business, even if you haven’t formally approved it. This growing trend is often called “shadow AI,” and it presents both an opportunity and a risk for PMMI members.
What Is Shadow AI?
Shadow AI is similar to the concept of “shadow IT.” It refers to employees using AI tools outside of official policies, oversight, or approved platforms.
Examples include:
Most of the time, these actions are well-intentioned. Employees are simply trying to be more productive, but without guidance, they may also be introducing unintended risk.
Why It Matters
AI tools are powerful — but they also raise important questions about data handling and control.
When employees input information into AI platforms and Large Language Models, they may be sharing:
Depending on the tool, that data could be:
For companies in the packaging and processing industry,where intellectual property, supplier relationships, and customer data are critical, this is not a trivial concern.
“We Didn’t Approve It” Isn’t a Control
One of the biggest misconceptions is that if IT hasn’t approved AI tools, they aren’t being used. However:
That means the question is no longer “Should we allow AI?” It’s “How do we manage the AI that’s already here?”
What PMMI Members Should Do Now
You don’t need to slow down or stop AI adoption, but you do need to put some guardrails in place.
1. Create a Simple AI Usage Policy
Start with clear, practical guidance:
This doesn’t need to be complex; it just needs to exist and be shared with employees.
2. Define “Do Not Share” Data
Be explicit about what should never be entered into AI tools, such as:
Clarity reduces risk.
3. Provide Approved Options
If possible, guide employees toward safer alternatives:
When you provide a path forward, employees are less likely to go around you.
4. Educate Your Workforce
Most employees don’t realize the risks — they just see the benefits.
A short awareness effort can go a long way:
5. Start the Conversation Internally
This is as much a business conversation as it is a technical one. IT and security teams, legal and compliance, and business unit leaders should all be included in the conversation.
The Opportunity
It’s important to note — this isn’t just about risk. AI tools can deliver real value through faster workflows, better insights, and increased productivity. There is real opportunity if managed well.Organizations that acknowledge and guide AI usage will be better positioned than those that ignore it or try to block it entirely.
The Bottom Line
AI isn’t an issue for the future; it’s a present reality,and it’s not going anywhere. Your employees are already using AI. The only question is whether you’re helping them use it safely and securely. For PMMI members, this is an opportunity to get ahead of the curve: put simple guardrails in place, educate your teams, and turn shadow AI into a managed advantage rather than an unmanaged risk.
