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 Your Acceptable Use Policy (AUP) is probably too long, outdated, and ignored by everyone except your compliance team.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.
