Introducing AI
Many companies already use AI, often without rules. Staff paste client data into free tools, nobody checks the results, and the AI Act asks what you have done about AI literacy. We help you set rules, train your team on your own tasks and keep records.
30 minutes, no obligation, German or English. Bring the tools your team already uses. Clicking loads Cal.com (USA); the call runs on Google Meet. Prefer to write first? Ask by email. We send the draft data processing agreement and our terms on request.
In short
Introducing AI is more than buying a licence: your team needs to know what the tools may be used for, how to check results and where the limits are. Since February 2025, companies in the EU that use AI at work must take measures for their staff's AI literacy (Article 4 AI Act). Since the amendment of July 2026, no specific level is prescribed. We train your team as part of every implementation and can write the usage rules and records with you. The written proposal and terms govern scope, credit and any refund.
What it takes
A licence gives everyone access. Whether AI saves time or creates risk depends on what people do with it: which data they share, whether they check results and when they ask a person instead.
Providers and deployers of AI systems must take measures so their staff have AI literacy. The July 2026 amendment removed the requirement of a specific level. What counts is that your measures fit the tools and tasks.
Which tools are allowed, which data may go in, who checks what comes out and who to ask. Two pages that are followed beat twenty that are filed.
Your team learns with its own emails, documents and questions, not with generic examples. That is where mistakes and good habits show.
Clear instructions, context, the format you need and a check of the result. Prompting is a skill for every role, not only for IT.
Who was trained when, on which tools and rules. Keep records of the measures taken and check that they reflect the systems, roles and tasks concerned.
AI Act and data protection
The AI Act applies step by step. For most SMEs that use AI tools at work, AI literacy and transparency towards customers are the first duties.
How it starts
Free
We look at the tools in use and the tasks where AI would help. You get a first view of what the policy and training need to cover.
from €2,500 · credited against implementation; refunded if we advise against automation
We assess one workflow with your real cases, including the rules your team needs for it. The written proposal and terms govern scope, credit and any refund.
One workflow about €3,000 to €5,000 · training included
Every implementation includes training for the people who use the workflow. Usage rules and records for it can be part of the agreed scope.
The implementation of one contained workflow costs about €3,000 to €5,000. Projects with several processes and systems cost more, and the fixed fee is in your proposal before work starts. Ongoing care starts at €250 per month per workflow. 30 min · remote · no obligation. And if AI isn't the right tool, we'll say so.
Before you start
No. Article 4 asks for measures that fit your use of AI. Since July 2026 no specific level is prescribed. Records of training and rules are your evidence.
Yes, as a deployer of an AI system the AI literacy obligation applies. Most other duties concern providers or high-risk uses.
Training is part of our projects: your team learns with the workflow we build and your own tasks. We do not sell generic courses.
Allowed tools, which data may go into them, who checks results, how mistakes are reported and who to ask. Our article on AI usage policies has a template.
Several programmes in Austria and Germany support digitalisation and training. Our funding overview lists them with sources and dates. The implementation of one contained workflow costs about €3,000 to €5,000. Projects with several processes and systems cost more, and the fixed fee is in your proposal before work starts. Ongoing care starts at €250 per month per workflow. Read the article with the cost examples. Calculate with your own numbers.
Guide updated on
Chapter 1 / 5
Most companies already use AI before anyone decides to introduce it: someone drafts emails with a chat assistant, someone else summarises documents. Introducing AI properly means turning that into something deliberate: which tools are allowed, which data may go into them, who checks the results, and how the team learns to use them well. Tools are the easy part. Rules and habits are the work.
Chapter 2 / 5
Since 2 February 2025, providers and deployers of AI systems in the EU must take measures so that their staff have AI literacy. A company whose employees use an AI tool at work is a deployer. The Bundesnetzagentur notes that the obligation applies regardless of sector or company size.
The rule was amended in July 2026. According to the European Commission's questions and answers, AI literacy remains an obligation, but no specific or "sufficient" level is mandated any more, and there is no need for a certificate. What counts is that your measures fit the tools you use and the tasks your staff do with them. National authorities supervise and enforce the obligation from August 2026; the Commission's own answers give different days for the start, so check the date that applies in your country. Our article on AI literacy under Article 4 explains what to document.
Chapter 3 / 5
A policy turns good intentions into rules people can follow. It should answer five questions: which tools are allowed, which data may go into which tool, who checks results before they are used, how mistakes are reported, and whom to ask. Two pages that are followed are worth more than twenty that are filed. Our article on an AI usage policy for small teams includes a template.
Chapter 4 / 5
Training works best with your own material: the emails, documents and questions your team handles every day. A good plan is organised by role, because management, office staff and IT need different things, and it checks at the end what people can actually do. Our AI training plan for employees proposes four weeks with objectives, exercises and records. Prompting is part of it for every role, not only for IT; our article on prompting for office work provides patterns and copyable examples.
In our projects, training is part of every implementation: the people who use a workflow learn how it behaves, where they approve and what to do when something looks wrong.
Chapter 5 / 5
Keep simple records: who was trained when, on which tools and rules, and what changed since. They are your evidence for Article 4, and they help when a tool, a rule or a team changes. For the wider picture of AI Act duties, use our AI Act check and our overview of the EU AI Act for SMEs. Programmes in Austria and Germany support training and digitalisation; our funding overview lists them with sources.
Our page on introducing AI describes how we combine rules, training and records in a project.
Clarify obligations and rules before you roll out tools. Then train the people who use AI on their real tasks. These guides include worksheets, learning plans and prompt templates.
Robert Van YsendyckFounder & Managing Director
Bring that list to a 30-minute call. You will know afterwards what your policy and training need to cover.
