Measure Twice, Cut Once

Building a consultancy AI policy with people & clients at its core.

In the world of business analysis, we often talk about the "Information Gap" - that space between a problem and its actual solution. 

When Generative AI burst onto the scene, there was a global rush to bridge that gap at warp speed. However, looking at the landscape across Aotearoa, we’ve noticed a more tempered rhythm. While international headlines suggest a "move fast and break things" mentality, New Zealand businesses are generally more circumspect, favouring a "measure twice, cut once" philosophy. 

We aren't just being cautious; we’re being intentional about protecting the mahi that defines us.

At Redvespa, we knew we needed to craft an AI approach but we didn't want to build a policy which put up walls for innovation. Instead, we wanted to build a rigorous framework that allows our people to use AI safely, effectively, and - most importantly - responsibly. It needed to bridge a gap between our business and the environments of our clients, covering some complex territory, and still providing something useful. Like a multi-tool that gets the job done when the full toolbox is still in the ute.

Rigour by design

Our policy isn't a generic template pulled from a search engine, or from the AI tools it seeks to guide us on. We applied the same professional standards to this policy that we bring to our client engagements. To ensure it was "better than best practice," we put it through a gauntlet of reviews:

• Practitioner-led: Our own Business Analysts reviewed drafts to ensure the controls weren't just theoretical, but practically applicable in the field.
• Legal scrutiny: We conducted extensive legal reviews to ensure the policy reflects our lawyer's suggestions and remains aligned with regulatory requirements.
• Cultural integrity: We recognise that Māori data is a taonga (treasure). Our policy mandates that AI must not be used in ways that undermine tikanga, rangatiratanga, or Māori data sovereignty.

The human in the loop

The most critical part of our stance is that technology is a complement to, not a replacement for, human expertise. We believe that professional judgement is the defining asset in the toolbox of a great consultant, and AI is just one tool within the box.

1. Tool agnostic, problem-focused: We don’t jump toward a tool just because it’s cool. We assess the data sensitivity first and select the right, approved environment for that specific task.
2. Absolute accountability: AI must never be the sole basis for material advice or decisions. Every output must be validated by a human who remains responsible for the final deliverables.
3. Permission is paramount: We never assume approval. We prioritise client-specific requirements, ensuring that our use of AI is always consistent with their unique policies and contractual expectations.

We’ve even included a Quick Decision Guide to help our people navigate these choices in real-time, ensuring that every step forward is a safe one.

Final thoughts

Ultimately, we are a values-led organisation. We lead with care, which means protecting our clients' information more than if it were our own. 

As we move from the drafting board to the site, we recognise that a blueprint is only as good as the building it produces. At Redvespa, we believe there is immense value in sharing our approaches - not as a finished document, but as an ongoing conversation.

By being transparent about how we’ve constructed our policy, we hope to learn from others navigating the same landscape across Aotearoa. Our policy isn’t set in concrete; it is a living document, designed to be reviewed as technology and collective understanding evolve.

By taking the time to "measure twice," we’ve built a policy that doesn't just manage risk, it enables our consultants to be more curious and effective while keeping their feet firmly on the ground.

After all, the goal isn’t just to have a policy on the shelf; it’s to ensure the mahi we do together remains grounded, secure, and always human-led.

Lecs is Redvespa's Head of Operations. Her approach to DIY is knowing the plan, and then letting the experts take the tools; in building a policy she led the plan, and collaborated with those who know the tools, how they're made, and where they're used.

If you need someone to help measure before you cut too deep, get in touch.

‍