Was müssen Nutzer von KI-Systemen im Unternehmen wissen?

Artificial intelligence is already part of everyday working life in many companies — as a chatbot, analytics tool, or automated decision-making system. Since the EU AI Act came into force, binding rules apply across Europe — not only for developers and providers, but also for companies and their employees.

What are AI systems under the EU AI Act?

AI systems under the EU AI Act are software systems that are trained on data and generate outputs such as predictions, recommendations, or decisions that can have real-world effects on people or processes. The EU AI Act classifies these systems according to risk categories: from minimal to unacceptable risk.

High-risk AI systems — for example in personnel selection, credit assessment, or medical diagnosis — are subject to particularly strict requirements. A spam filter is considered low-risk, while an automated applicant management system is classified as a high-risk system. Ignorance does not protect against liability.

What responsibilities do employees have when using AI systems?

Employees who use AI systems share responsibility for their correct use. They must know the intended purpose, use the system only for its designated use cases, and report malfunctions. In practical terms, this means:

• Use AI systems only for their intended purpose
• Critically review outputs rather than accepting them blindly
• Report unusual or erroneous results
• Comply with data protection rules when entering information
• Know and follow internal guidelines on AI use

One particularly underestimated risk is the use of public AI tools such as ChatGPT for professional tasks: confidential company data can be exposed externally — a data protection issue with potential legal consequences.

What does AI literacy mean for employees in a company?

AI literacy means understanding AI systems, operating them safely, and critically evaluating their results — not programming algorithms. The EU AI Act requires companies to ensure adequate AI literacy among their employees. This AI literacy encompasses:

• Basic technical understanding: How does the system being used actually work?
• Critical thinking: When should you trust an AI output, and when should you not?
• Legal awareness: What rules apply to its use?
• Ethical sensitivity: What impact does the system have on people?

Because AI technologies are evolving rapidly, AI literacy is not a one-time training goal but an ongoing learning process. A targeted AI literacy training helps meet these requirements in a systematic way.

What risks arise from uncontrolled AI use?

Entering sensitive customer or company data into external AI systems can violate the GDPR and lead to significant fines. AI systems can be wrong, discriminate, or be based on outdated data — particularly critical in personnel decisions, credit assessments, or medical recommendations. The EU AI Act provides for fines in the event of violations, calculated on the basis of annual turnover.

How do companies prepare their employees for AI systems?

The EU AI Act obligates companies — particularly when deploying high-risk AI — to prepare their employees through clear guidelines and training. A structured approach includes:

1. Stocktaking: Which AI systems are already in use?
2. Risk assessment: Which risk categories do these systems fall into?
3. Developing guidelines: Clear rules for permitted and prohibited AI use
4. Conducting training: Training employees at all levels
5. Regular updates: Continuously adapting training and guidelines

Who in the company is responsible for safe AI use?

Responsibility lies at multiple levels: senior management bears overall responsibility, IT and compliance implement the framework conditions, and every employee is accountable within their own area of work. In larger companies, a dedicated AI officer is recommended to coordinate the EU AI Act and ensure the workforce’s level of knowledge.

How we support you in building AI literacy in your company

We at mITSM support you in implementing the requirements of the EU AI Act in a practical way. Our AI literacy training courses are aimed at employees at all levels and provide the knowledge needed for safe and compliant AI use:

• Fundamentals and risk categories under the EU AI Act
• Obligations and responsibilities for AI users in the company
• Practical handling of AI tools in everyday working life
• Data protection and compliance in AI use
• Building internal AI governance structures

Our training courses are available flexibly as in-person training, online live sessions, or in-house seminars, and are delivered by certified experts. Get in touch with us and find out which format best suits your company.

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