You've heard about the new AI rules and are now asking yourself: Do I really have to train my employees? What exactly is mandatory and how time-consuming will it be? Many companies are facing the same questions - uncertainty, time pressure and the worry of doing something wrong are high. Clear requirements will apply from February 2025: Anyone who uses or develops AI must act. But what does this mean for your everyday life, what content is required and how do you organize training without chaos? In this article, you will find the most important answers, practical tips and everything you need to know about the new AI training obligation.
Table of contents
Why AI training is now mandatory
Background to the EU AI Regulation
With the new AI Regulation (EU AI Act), the EU has created a binding legal framework for dealing with artificial intelligence. The aim is to minimize risks when using AI and promote responsible use. Since February 2, 2025, companies that use or develop AI systems must comply with certain requirements - including the obligation to train employees accordingly. The regulation is a response to the rapid development of AI and the associated challenges for data protection, security and ethical issues.
Objectives of the new regulations
With the new regulations, the EU wants to ensure that everyone who works with AI understands the risks and functions of these technologies. The mandatory training is intended to prevent AI systems from being misused or abused. Employees should also learn how to use AI responsibly and recognize potential errors or discrimination. The regulation thus focuses on prevention, transparency and better control over AI applications in day-to-day business. With the increasing spread of automation solutions, the AI training obligation for employees.
Who is affected?
The training obligation applies to all companies that use or develop AI systems in any form - regardless of size or industry. This applies not only to IT departments or developers, but also to anyone who works with AI-based applications, enters data or interprets results. Managers and decision-makers also need to familiarize themselves with the basics. There are hardly any exceptions: anyone using AI must be able to prove that their employees have been trained and meet the requirements of the regulation.
What is part of mandatory AI training?
Contents and minimum requirements according to the regulation
The EU regulation stipulates that all mandatory AI training must cover certain core content. This includes basic knowledge about the functioning and risks of AI systems, data protection requirements, ethical considerations and the responsible use of AI. The training must also teach how AI models make decisions, what limitations and sources of error there are and how discrimination can be avoided. It is also important that you learn to critically scrutinize AI results and react correctly in the event of uncertainty. The minimum requirements apply to everyone who works with AI - regardless of their role in the company. Read more about Mandatory AI training 2025
Practical examples of training topics
Specific AI training topics include recognizing AI-generated content, handling sensitive data securely and understanding automated decision-making processes. Other examples include dealing with errors in AI systems, reporting anomalies and assessing risks in practice. The use of AI tools in day-to-day work, protection against manipulation and compliance with legal requirements are also on the curriculum. The training should enable you not only to operate AI technologies, but also to use them responsibly.
Differences for different areas of the company
Not every department needs the same content: While developers delve deeper into technical details and modeling, users tend to focus on data protection, operation and error detection. In sales, for example, the focus is on AI-supported customer data analysis, in human resources on fair selection procedures and in management on strategic decisions with AI. The regulation requires that the training is adapted to the respective area of responsibility. This means that everyone gets exactly the knowledge they need for their own work with AI - without unnecessary baggage, but also without gaps.
How do you implement AI training in the company?
Procedure of the training organization
Many companies are wondering how best to integrate AI training into their day-to-day work. The first step is to take stock: who in the company works with AI or is affected by the regulation? Once you know who you need to train, you determine the time frame and formats. Online courses, face-to-face training or hybrid models are typical. Coordination with the HR department is important so that the training courses fit into the duty roster and no one is forgotten. This is followed by the registration of participants and communication to all those affected. After completing the training, you collect feedback to improve the process for the next round. It is important that the process is clearly regulated and comprehensible for everyone.
Tips for selecting providers
Choosing the right training provider is crucial to ensure that the content is not only legally compliant, but also practical and easy to understand. Make sure that the provider has experience with AI training in accordance with EU standards and can tailor the content to different areas of the company. It is worth paying attention to certifications, references and the currency of the training materials. Ask specifically whether the provider also offers support with documentation. Obtain several quotes and check whether the provider can respond flexibly to your needs - for example, in the event of last-minute changes or different language levels. A good provider not only delivers knowledge, but also takes the organizational work off your hands.
Documentation and obligations to provide evidence
The documentation of training courses is not a tedious piece of paperwork, but an obligation under EU regulations. You must be able to prove at any time who was trained, when and on what content. This means that lists of participants, training content, certificates of attendance and, if applicable, test results must be stored properly. Many providers offer digital evidence that you can store centrally. Make sure that the documents are audit-proof and can be presented quickly in the event of an audit. It is advisable to update the documentation regularly and to have a clear filing system so that there are no gaps in case of an emergency.
Challenges and opportunities for companies
Typical stumbling blocks during implementation
Many companies underestimate how time-consuming the introduction of AI training can be. At the beginning, there is often no overview of who in the company needs to be trained at all. Adapting the training content to different departments also often causes uncertainty. Time bottlenecks are another problem if training is to run in parallel with day-to-day business. Some companies rely too much on standard solutions that do not fit in with their own processes. Another common mistake is to neglect the documentation requirements - this can quickly lead to problems during an audit. If you plan the introduction well from the outset and define clear responsibilities, you can avoid many of these stumbling blocks.
Benefits for employees and the company
Well-implemented AI training brings real benefits for everyone involved. Employees gain confidence in dealing with new technologies and know how to use AI tools sensibly and responsibly. This reduces the error rate and makes day-to-day work more relaxed. For the company, this means less risk when using AI, better compliance with legal requirements and a modern external image. Motivation also increases when everyone realizes that they are up to date and can have their say. AI training can also promote exchange between departments because everyone has a common basic knowledge. In the end, everyone benefits if the training is seen as an opportunity rather than an obligation.
How you benefit from the duty in the long term
Compulsory training is more than just a bureaucratic act - it can strengthen your company in the long term. Through regular training, you build up expertise that makes the difference in competition. You are better prepared for new AI applications and can react more quickly to changes. The legally required documentation ensures that knowledge is not lost when employees change. You are also on the safe side during audits or inspections and do not have to fear any sanctions. In the long term, you will create a corporate culture in which the responsible use of AI is a matter of course. This makes you more attractive to new talent and customers who value ethical standards.
Why it's worth taking action now
Many companies put off AI training because it seems like just another compulsory task. But there is much more to it than that: Starting now gives you a real head start. You can adapt processes in good time, select the right offerings and prepare your employees in a targeted manner. This way, you avoid stress shortly before deadlines and don't have to act under pressure. You also show that you not only meet new requirements, but actively shape them. This builds trust among employees, partners and customers.
How to turn your duty into an advantage
AI training is not just a reaction to new laws - it offers you the chance to make your company fit for the future. Well-trained teams recognize risks faster, use AI tools more efficiently and contribute new ideas. This can improve processes, reduce costs and increase innovative strength. If you see training as an investment, you benefit twice over: you not only meet the legal requirements, but also create a basis for sustainable success in dealing with artificial intelligence.
Your next step
Now is the right time to set the course. Check who needs to be trained in your company, look for suitable providers and define a clear roadmap. Keep proper documentation right from the start and use the feedback from the first training sessions to further improve the process. The earlier you start, the more relaxed you can implement the new requirements - and ultimately make more of the obligation than just a ticked-off item on the to-do list.