Match the tool to the band

Once you know the bands and the three versions of a tool, the matching is simple, and it is the practical heart of the course.

Green: whatever tool is quickest. Amber: redact, then whatever tool is quickest; or lightly redacted on a business licence. Red: internal deployment only, with a policy you have read; otherwise, no AI, do the task yourself. Black: no AI, ever.

The other half of matching is knowing what your organisation actually provides. Many people use a consumer tool for amber work because they do not know a licensed one exists, or assume it will be worse. Ask. A licensed tool with a data agreement is usually the same model with a contract attached.

In practice. A charity fundraiser used a free chatbot for donor thank-you letters, which were amber: names, gift amounts, sometimes personal circumstances. When she asked, the charity had a Microsoft licence that included Copilot with a data agreement. Same task, covered, and the redaction step got lighter.

At your desk. Write your matching table for your own role: for each band, which tool you will use, and what preparation (redaction, settings) you will do first. Then find out what licensed tools your organisation provides that you are not using.

Write it down.

• My tool for green:
• My tool and prep for amber:
• My answer for red: