Let’s cut to the chase. Your Acceptable Use Policy (AUP) is probably too long, outdated, and ignored by everyone except your compliance team.
You don’t need another 15-page PDF that no one reads, you need a clear, modern, and actionable policy that actually helps employees make smart security decisions.
So, let’s fix it. Here are 3 things you can do right now to improve your AUP and get people to actually follow it.
1. Trim It Down to One Page (Or At Least a Cheat Sheet)
Summarize your entire AUP into a single-page, easy-to-read document.
Instead of burying key security rules in a massive policy doc, give employees a one-page cheat sheet with:
Clear rules
What NOT to do
Who to contact
How to do this right now:
Cut redundant sections—if employees don’t need to know it, remove it.
Replace walls of text with bullet points.
Turn it into a checklist or infographic.
Your full-length AUP can still exist for compliance, but the one-page version is what employees will actually use.
2. Add AI and Shadow IT Rules
Add an AI usage & Shadow IT section that tells employees what’s allowed and what isn’t.
Most AUPs don’t cover modern threats, like:
Employees pasting sensitive data into ChatGPT.
Shadow IT—aka people signing up for random SaaS tools without IT approval.
Business conversations happening in unapproved messaging apps like WhatsApp or Telegram.
How to do this right now:
AI Rule Example: "Do not enter confidential company information into AI tools (ChatGPT, Google Gemini, Copilot, etc.). Use approved internal AI tools only."
Shadow IT Rule Example: "All third-party software & apps must be reviewed and approved by IT before use."
Messaging Rule Example: "Business discussions should only happen in approved platforms like Slack, Teams, or official email."
3. Ensure Employees Sign It Every Year
Require an annual AUP refresh & acknowledgment, just like security awareness training.
Most employees sign the AUP on their first day and never think about it again. That’s a problem. If policies change (and they should), employees need to reaffirm that they understand the rules.
How to do this right now:
Add it to your annual security training.
Use a quick quiz instead of a boring sign-off.
Track compliance in your HR or security platform.
Make It Useful, or Employees Will Ignore It
An AUP isn’t just a compliance requirement, it’s a guide for employees to use company resources securely without making security a pain.