We're launching a new section on the blog: tool sharing! We ran a 1.5-hour internal workshop to co-create our charter for using Generative AI tools, drawing from the team's actual practices and inspiration from existing charters. We're sharing the complete outline so you can replicate it within your organization!

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With the increasingly pressing integration of Generative AI tools into our daily lives, the question of setting guidelines for their use within the Latitudes team has become essential. This framework is particularly important for Latitudes, as we specifically address this topic in our Bataille de l'IA workshop, which aims to develop critical thinking about the social and environmental impacts of generative artificial intelligence. Increasingly, our ecosystem – including volunteers, schools, and associations – are asking us what framework we have put in place at Latitudes.

With the publication of our adaptation of La Bataille de l'IA for nonprofits and funders (a.k.a La Bataille de l'IA ESS), we therefore made sure to practice what we preach by writing a Generative AI usage charter tailored to our needs.

In this first article, we provide you with the outline of the workshop we ran internally, so that it can help you facilitate your own session within your organization. As a preliminary step, we recommend facilitating a session on the social and environmental challenges of Generative AI tools, so that everyone starts with a minimum level of understanding of these tools. This can, of course, be done through or la Bataille de l'IA or la Bataille de l'IA ESS, but there are plenty of other resources to do this work! For instance, you could refer to FramamIA from Framasoft.

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Preparation
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For facilitating the workshop, here is the list of materials :

- A set of La Bataille de l'IA ESS o use the cards to facilitate reflection on specific points

- An A3 sheet for each Latitudes role, divided into 2:

=> top part: actual and potential internal uses of AI tools (post-it notes of 2 different colors)

=> bottom part: classification of these uses according to three usage categories: agreement, rejection, needs refinement

=> Latitudes' roles: creation of educational resources, training of trainers, community facilitation, communication, fundraising and administration, team leadership, technical development, other / cross-functional

- Post-it notes and pens

- The printed charters used as inspiration:

Workshop Outline

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⏱ 10 minutes - Workshop Framework

Share the workshop framework to ensure that the scope of the discussion and the final objectives are well-defined and understood by your team. For Latitudes, this means:

- In the workshop, we will discuss only Generative AI tools (such as Claude, ChatGPT, Mistral) that produce expected results within the scope of our missions. We will not discuss all artificial intelligence tools.

- There was no official framework until now, so there is no judgment on our current practices, and sincerity in current usage will be important. Above all, we want to avoid Shadow AI - the use of AIs without organizational approval or supervision.

- The objective is to define a usage framework for Latitudes, which may differ from the one you set for yourselves.

- The workshop has value in itself because the final charter could include a section to articulate the reflections and tensions that exist within an organization and fuel public debate.

- Following this session, a charter will be drafted and then proposed for decision by consensus by the entire team.

- We encourage you to always keep in mind the purpose and impact desired by Latitudes: why we would use AI tools in relation to Latitudes' ambitions, particularly our professions?
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⏱ 20 min - Where do we stand with our use of AI?

This session aims to provide an overview of current AI usage without a charter, as well as potential usage based on our understanding of what these tools can offer.

- Have you used AI tools, and if so, for what purpose? 10-minute discussion in groups of 2 to write existing use cases on sticky notes. The workshop facilitator moves between groups and collects the sticky notes to place them on the job profiles.

- If we didn't set any limits, how could we use AI tools? 10-minute discussion in groups of 2, using the "use case" cards from La Bataille de l'IA ESS to generate ideas. Sticky notes of a second color are used and added to the job profiles for the facilitator.
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⏱ 30 min - Inspiration from other charters

To broaden our perspective beyond our current practices, we identified 10 existing charters (see preparation). The goal was to read these charters and react with green sticky notes to highlight substantive and formal elements that seemed consistent with Latitudes' charter, and with red sticky notes for anything that didn't seem aligned with Latitudes.

- 15 minutes: In groups of 2 or 3, discussion about the charters that had been pre-printed and arranged on different tables.

- 15 minutes: Full group reactions to the key points emerging from the pre-identified charters.
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⏱ 30 min - Latitudes' positioning

The aim of this final section is to enable each team member to focus on the desired positioning for their organization.

- Facilitate a 15-minute 'moving debate': draw an imaginary line with the most permissive charter on one side, and the strictest charter (or even a boycott) on the other. Each team member must position themselves on this imaginary line to indicate where Latitudes' charter should be. Open but lively discussion for the remaining time.

- 10 minutes: Final sharing round where everyone shares their key takeaways.

- 5 minutes: Conclusion by the facilitator, who shares the key learnings from this workshop and outlines the next steps.

💌 Feel free to contact Latitudes (explore@latitudes.cc) if you have any questions about this workshop; we hope you find it useful.
On our end, our Generative AI tools usage policy will be published at the end of June / beginning of July 2026.