How to Create an AI Use Policy for Your Small Sales Team

Your team is using AI. Do they have rules?

Maybe they draft cold outreach with it. Summarize discovery calls. Generate research briefs. Write LinkedIn messages. Build proposal first drafts. Some of this happens with your knowledge. A lot of it doesn't.

If you run a small sales team, you've probably run into at least one of these:

A rep pasted a discovery call transcript into a free AI tool. The transcript had the prospect's name, their stack, and the price they were quoted.
A proposal went out with an AI-generated competitive comparison nobody verified, and the prospect caught two features your competitor doesn't actually have.
A personalized email landed in a prospect's inbox sounding so obviously AI-written that the deal stalled before the first call.
You've thought about writing AI guidelines but you don't want a 20-page document nobody reads, and you don't have a weekend to spend on it.

None of these are catastrophic. All of them are preventable. And all of them happen because nobody on the team has agreed on what "using AI well" looks like in a sales context.

A Real Example

Mark runs Apex Sales Group, a 5-person team selling SaaS to mid-market ops leaders. Last week he caught Jordan, one of his AEs, pasting a discovery transcript into a free AI tool. The transcript had the prospect's name, their tech stack, and the pricing Apex quoted.

Mark didn't react with anger. He realized something simpler: nobody at Apex had ever told Jordan that pasting a transcript into a free tool wasn't allowed. Jordan was working hard, trying to be efficient, using a tool everyone on the team uses. The problem wasn't Jordan. The problem was that Apex had no shared rules.

That moment is what most sales teams start from. Not a major incident. A small event that suddenly makes it obvious how exposed the team has been.

Without shared guidelines, every person on your team is making their own decisions about what AI can and can't do. The rep who's been at the company three years has different rules than the SDR who started last month. The contractor in another time zone uses tools you've never heard of. The VA who handles list research is pasting prospect data into the free tier of a model that explicitly trains on user inputs.

None of this gets caught until something breaks.

What changes after the course

75 minutes of video ends the guesswork.

Once your team has a working AI use policy:

Your team knows what's OK to do with AI on their own, what needs a second set of eyes, and what's off-limits.
Sensitive information stays protected because everyone knows what should never go into an AI tool.
You spend less time worrying about what your team is doing with AI and more time selling.
When someone on your team isn't sure what to do, they know exactly who to ask.
You have a working document you can update as your team's AI use grows.

The goal isn't restriction. It's confidence. A good policy gives your team confidence to use AI faster, not permission to use it less.

What you'll work through

Six short lessons. One finished policy.

Each lesson walks through one part of your policy. Pause the video to fill in your template alongside me. By the end of lesson 6, every section of your policy is filled in.

8 MINUTES

Why your sales team needs a policy

The three patterns that show up on every sales team, and why generic AI policies miss what matters most for sales.

12 MINUTES

Foundation: purpose, scope, and principles

Write your purpose statement. Define who's covered (full-time, contractors, VAs). Set 3 to 5 principles your team can apply in the moment.

10 MINUTES

Privacy and the sales-specific red lines

The five categories of data that should never go into a free AI tool. Most generic AI policies miss every one of these.

15 MINUTES

Classify the tasks

Sort your top 8 to 12 sales tasks into four categories: Approved, Review Required, Restricted, or Prohibited. Use the risk filter for the gray areas.

12 MINUTES

Review, approval, and the safety net

Name the reviewers and approvers for each task that needs them. Set the disclosure rule. Build the escalation path.

8 MINUTES

Finish it and roll it out

Run the revision checklist. Build the intro message you'll send to your team. Set the first check-in date.

By the end: a finished v1.0 policy you can introduce to your team this week. Not notes. Not a framework. A working document.

What you get

Everything you need, instant access.

The full self-paced course

Six lessons. The complete deliverable pack. Three bonuses.

Six video lessons (~75 minutes total). Watch in one sitting or one per evening over a week. Replay any time.
The AI Use Policy Template (Word format). The document you fill in alongside the lessons and ship to your team.
The Workbook (Word format). Your action companion, with prompts and worked examples for each step.
The Student Guide (Word format). Long-form companion with the thinking behind each rule, for the times you'd rather read than watch.
The Cheat Sheet (PDF). 4-page distillation of the framework for quick reference.
Lifetime access to the course and any future updates as the AI landscape changes.

Plus three sales-specific bonuses

Built specifically for sales teams

Bonus 1

Sales Team AI Tool Reference

Task-by-task tool guidance for sales teams: which tier to use for outreach, proposals, research, and call summaries. Updated as the AI landscape changes.

Bonus 2

AI Sales Email Swipe File

Ten prompts I've actually used for sales outreach, follow-up, and proposal drafts. The exact wording, with notes on what to adjust for your situation.

Bonus 3

Written Policy Review from Miles

Send me your finished policy. I read it, mark up the gaps, and send back a 1-to-2-page document with my specific notes within 5 business days. Worth $97 standalone. Included.

About Miles Austin

I'm Miles Austin. I've spent more than 30 years in tech sales, and I've been writing about sales technology at FillTheFunnel.com since 2006. I work with small sales teams who want to use AI well without spending three weekends drafting policies.

I built this course because the same question kept coming up in conversations with sales leaders: my team is already using AI. How do I make sure nothing falls through the cracks? The answer is a working policy. Not a perfect one. A working one. That's what we'll build together.

Common questions

A few things people ask before signing up.

Is this for sales leaders or for individual reps?

It's built for whoever is responsible for setting AI rules on a sales team. Usually the founder, sales manager, or RevOps lead. If you're a rep and your manager hasn't set rules yet, you can take the course, build the policy, and bring it back to your team.

My team is just two or three people. Is this overkill?

No. The policy you build for two people is shorter than the one you'd build for twenty, but the foundation is the same. The course is built for teams of 2 to 25. Most students are running teams of 4 to 12.

How is this different from a free AI policy template I could download?

Most free templates are written for general office use, not sales teams. They cover the standard items (passwords, employee data, HR matters) and miss what actually goes wrong for a sales team: pricing tiers, contract terms, deal notes, internal Slack about accounts, competitor intelligence. The course walks you through writing those rules specifically for your team, with worked examples from a sales context throughout. You ship a policy your team will actually follow, not a generic document they'll glance at once.

How long does it actually take?

The videos total about 75 minutes. Add another 30 to 45 minutes of pausing to fill in your template alongside the lessons. Most students finish in one sitting on a Saturday morning or spread it across a week, one lesson per evening.

Do I need to be an AI expert to take this?

No. The course is built for sales leaders, not AI engineers. If you've used ChatGPT, Claude, or any AI tool a few times, you have all the technical background you need.

Is this legal advice?

No. This is an internal operating policy, not legal counsel. If you're in a regulated industry (financial services, healthcare, government contracts) or have specific compliance obligations (GDPR, HIPAA, SOC 2), run a final draft past a qualified attorney. For most small sales teams, an internal operating policy is the right tool.

My team uses ChatGPT, Claude, Copilot, and a couple of other tools. Will this cover all of them?

Yes. The course focuses on tasks, not tools. The rules you write apply whether your team uses ChatGPT, Claude, Copilot, Gemini, or whatever launches next quarter. The Sales Team AI Tool Reference (Bonus 1) gives you task-by-task tier guidance for the major tools.

How does the written policy review work?

After you finish the course and your policy, you submit it through a link in your course area. I read it, identify the 2 to 4 most important gaps, and send back a 1-to-2-page written review within 5 business days. Same focus as a live consultation, async instead of live.

What's the refund policy?

If the course doesn't help you build a workable policy, email me within 14 days of purchase and I'll refund you in full. No questions, no hoops.