Not everyone needs the same AI tools, how do I make that visible?
A per-role tools matrix prevents paying the most expensive license for everyone or marketing using private accounts because they got nothing assigned. One table with role on the row and tool in the column gives clarity for license buying and for the policy.
Try this first
- 1List your roles, not names. For example management, sales, marketing, finance, IT, support, development, production. Eight to twelve roles is workable.
- 2Put the tools you are considering in the columns: M365 Copilot, ChatGPT Team, Claude Team, Gemini Workspace, GitHub Copilot, Cursor, Perplexity, a meeting notetaker.
- 3Fill each cell with: default, on request, or not allowed. Default means license is auto-assigned at hire, on request means approval needed.
- 4Decide who approves the 'on request' track, usually direct manager plus IT. Keep turnaround short or shadow IT will grow.
- 5Review the matrix every quarter. Tools and licenses move fast, and people change roles.
When to bring us in
Want a first matrix that fits the M365 and NIS2 obligations you already have, we can set it up for you.
See also
- Can I paste a customer file or email into ChatGPT?Depends on the account and settings. Free ChatGPT and a Team tenant behave very differently from what most people assume.
- I want a one-page AI policy for my teamA real one-pager beats a thick document nobody reads. Four headers and concrete examples.
- How do I tell if an AI answer is made up?Models sound confident even when they are wrong. A few habits catch most mistakes.
None of the above fits?
Describe your situation below. We pass your input plus the steps you already saw to our AI and return tailored next-step advice. If it's too risky to DIY, we'll say so.
Or skip the DIY entirely
Our Managed IT clients do not look these things up. One point of contact, a fixed monthly price, resolved within working hours.