How Managers Can Lead Their Teams into the Future of AI

Artificial Intelligence (AI) has officially entered the workplace—ready or not. Whether it’s embedded in your favorite project management tool or helping your team polish emails or draft memos, AI is already reshaping how we work. But here’s the big question for managers: How do we use it wisely, ethically, and effectively—especially when corporate policies haven’t caught up?

In a recent conversation with Theresa Fesinstine, a 25-year HR executive turned AI educator, we explored this exact question. Theresa offered a goldmine of practical strategies for managers navigating the fast-changing AI landscape.

Your Team Is Already Using AI

Even without formal policies, many employees are experimenting with generative AI tools like ChatGPT, Claude, or built-in assistants in apps like ClickUp or Zoom. Theresa calls this the “BYO-AI” (Bring Your Own AI) era.

As a manager, your first step isn’t to crack down—it’s to get curious. Theresa recommends having conversations with our team members around how they’re using AI and their experience thus far.

Rather than policing AI usage, managers can create an open forum where team members can share what tools they’re using, what’s working, and where they might need support. This creates space for experimentation without fear of doing something “wrong.”

You Need AI Guidelines, Not Policies

When it comes to managing AI at work, Theresa is crystal clear: Policies may be too rigid for something evolving this fast. Instead, we need to educate employees and provide them clear, flexible, guidelines that focus on responsible use.

Start simple. Here are a few core principles to build your team’s AI guidelines around:

• Transparency: Encourage employees to share what tools they’re using.

• Confidentiality: Remind everyone not to input sensitive data, such as PII (personally identifiable information) or company trade secrets, into AI tools.

• Integrity: Clarify that AI can support, but not replace, original thought and accountability.

Transcription Tools Are A Manager’s Secret Weapon

One of the most overlooked approaches to AI tools is finding ways to leverage them for unique purposes. For example meeting transcribers like Read AI, Otter, or Zoom Companion aren’t just handy for summarizing meetings—they’re transformational for coaching and development.

Imagine being able to coach a team member by reviewing a real transcript of a client call or internal presentation—pointing out exactly how they phrased things, what to improve, and celebrating what went well. It’s objective rather than relying on memory or perceptions.

This also creates a more equitable workplace, especially for neurodiverse team members or those who benefit from visual and written information. Just remember: Always inform participants when a meeting is being recorded or transcribed. Consent builds trust.

Be A Better Manager By Asking AI

One of the most exciting opportunities for managers is using AI to personalize your approach to each team member.

Theresa recommends using AI tools to build “coaching profiles”—chat threads that can help you better communicate with each team member.

Here’s how it might work:

1. Create a custom GPT or private thread with general data about a team member (without using full names or personal identifiers).

2. Upload relevant context—redacted resumes, company value statements, feedback examples, personality profiles, etc.

3. Ask the AI to suggest communication styles, development plans, or even how to frame difficult conversations.

This method scales without sacrificing personalization, helping you tailor your style to meet the needs of your team.

AI won’t replace managers—but managers who learn how to use AI will outperform those who don’t.

By integrating AI thoughtfully, you can spend less time on admin work, give better feedback, and boost team engagement. 

At the end of the day, Theresa reinforces that AI can help us create more human experiences at work—not less.

Listen to the entire episode HERE to learn more about how to leverage AI in the workplace to be a better manager.

Keep up with Theresa Fesinstine

• Follow Theresa on LinkedIn here

• Visit People Power AI for more information here 

Guest Bonus: FREE PDF People Powered by AI: A Playbook for HR Leaders Ready to Shape the New World of Work

Theresa is giving members of Podcast+ a copy of her People Powered by AI: A Playbook for HR Leaders Ready to Shape the New World of Work for free.

In this practical and forward-thinking guide, Theresa draws on decades of People & Culture expertise to help HR leaders confidently integrate AI into their everyday work. With real-world use cases, accessible frameworks, and a human-first lens, this book empowers HR professionals to unlock the potential of AI while staying grounded in empathy, ethics, and strategy.

Get this guest bonus and many other member benefits when you join The Modern Manager Podcast+ Community.

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The Modern Manager is a leadership podcast for rockstar managers who want to create a working environment where people thrive, and great work gets done.

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