The Chamber of Commerce of Metropolitan Montreal

Artificial intelligence: how to successfully implement it in your organization

 


 

Artificial intelligence opens up new avenues for organizations that decide to implement this technology into their day-to-day operations. For some, it is the only means by which they can remain competitive. Planning the implementation of artificial intelligence systems in your company will be critical to benefit from its potential over the long run and avoid the frequent schisms that occur when major technological changes are deployed.

1. Communicate the change to your employees

Any new digital technology could raise concerns among your employees. It therefore could be to your advantage to communicate the objectives of the process to them as well as the benefits that may be derived from it in their day-to-day activities. Change management requires sound strategic and operational planning upstream.

2. Take advantage of your data-entry champions

Without your employees’ buy-in, you could have a difficult time implementing new systems. In fact, such systems must be sourced in large part by data and must capitalize to the extent possible on the existing knowledge in your organization. Your employees will therefore play a pivotal role in the selection and quality of the data that will ensure that these new systems are successfully deployed.

3. Put in place transparent policies

In addition to striving to have your employees populate the artificial intelligence system with quality data, your policies must see to it that the appropriate cybersecurity regulations are being complied with and that the confidentiality of the data and information related to the business strategy are not compromised. Such policies must also clearly indicate to employees the expectations of the company with regards to the matter of intellectual property. They must include appropriate disciplinary measures, which will make it possible to promptly correct any situation wherein employee errors are made.

4. Non-compete agreements

The work of employees during such implementations must benefit the organization, not its competitors. Often, non-compete agreements may be appropriate mechanisms for protecting the know-how acquired within the organization. However, care should be taken to ensure that such mechanisms are not excessive with respect to their duration, territory and type of employment covered, which would result in making them lose their validity. It is therefore strongly recommended that you consult your intellectual property lawyers to ensure that such contract clauses are appropriately drafted, considering the high mobility of IT staff.

5. Protecting your source code and intellectual property

Moreover, you must ensure that the organization keeps the ownership of the intellectual property resulting from such implementation initiatives. A customized source code, but also data compilations (often necessary during training on an artificial intelligence system) and the internal documents, such as manuals or reports, related to such systems are generally works subject to the Copywrite Act. It should be noted that this Act includes the presumption that the work created in connection with the job is the property of the employer; however, this presumption does not apply to subcontractors. Thus, employers must obtain written assignments from these parties.

6.Protection of third-party intellectual property

As well, the organization’s policies should set out an obligation on the part of employees to respect the intellectual property of third parties. In fact, it is harmful for a company to find out that it must temporarily cease using its artificial intelligence system, that certain implementation processes must be repeated and that damages must be paid following the use of third-party source code or data by an employee who was not made aware of the regulations in this regard or who willingly copied the intellectual property of a third party, to say nothing of the damage this could do to the company’s reputation.

In conclusion, the solid engagement of key employees, a sound communication strategy as well as the implementation of transparent policies will increase your chances of successfully implementing artificial intelligence systems. Further, this major technological initiative sometimes makes it possible for an organization to learn more about itself and the—often unknown—know-how that it has accumulated.


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