Know what your AI is actually doing.
Most small businesses are using more AI than anyone has written down. Log it, put a name next to each tool, check yourself, and walk away with a one-page report for leadership.
Step 1Log your AI tools
Anything your team uses that writes, decides, answers, predicts or automates: chat assistants, built-in AI features, automations, chatbots, note-takers. Include the free ones people signed up for on their own. Two empty rows to start; add as many as you need.
Your log saves in this browser as you type.
Step 2Name one owner
Each tool above has an Owner field. One person, by name. Not a team, not “everyone.” If three people share a tool, one of them owns it. The owner does not have to be technical. They just have to be the person who notices when something is off.
What the owner checks
- Still needed. Is anyone still using it, and is it still worth what it costs?
- Access is right. Only the people who should have it do, and former staff are removed.
- Output spot-checked. A person looks at a sample of what it produces, on a schedule.
- Data it sees is known. They can say what customer, money or employee information goes into it.
- Cost is known. Subscription, usage fees and any seats on personal cards.
Step 3Quarterly self-check
Ten yes/no questions. Answer for the business as it is today, not as you’d like it to be. Leave a question unanswered if you don’t know; that counts as a gap too.
Step 4Get your one-page report
Your tools, owners, risk flags and top gaps on a single page you can print or save as a PDF and hand to leadership.