The AI Act has been published, and with it, we now have deadlines before it comes entirely into force in 2027. One of the first dates to circle on your calendar is February 2nd 2025; Chapters I & II of the AI Act will then be officially applicable. What does this mean for you?
The AI Act introduces a concept named “AI Literacy” (Art. 4) for providers and deployers of AI systems. It is ensuring that everyone involved with AI systems can grasp both the exciting possibilities and potential risks. In this blogpost, we will delve deeper into what this means, and how you can improve the AI literacy within your organisation to prepare you for that first deadline.
AI literacy in the AI Act
AI literacy is defined (in art. 3(56) AI Act) as skills, knowledge and understanding that allow providers, deployers and affected persons, taking into account their respective rights and obligations in the context of this Regulation, to make an informed deployment of AI systems, as well as to gain awareness about the opportunities and risks of AI and possible harm it can cause.
The AI Act defines AI literacy as a crucial set of skills, knowledge, and understanding. It is not just for the tech experts – it applies to everyone involved with AI systems, from providers to end-users. The goal? To ensure informed AI deployment and a clear grasp of AI’s potential benefits and risks.
Aside from this, article 4 of the AI Act mandates that companies take action. It is their responsibility to ensure that all employees that work with AI systems have a sufficient level of AI literacy.
Growing AI literacy
Similar to implementing a privacy culture to meet GDPR requirements, there are several ways to improve AI literacy with the relevant employees in a company. The key is adapting your strategy to different roles within the organisation. Whether your team members are operators, developers, or implementors, etc. of AI systems, each may require a unique path to AI literacy.
Instructions from providers
The simplest method would be mandating that the instructions of the provider (from which you bought an AI tool) are adhered too. Ensure your employees are provided the instructions and/or attend implementation workshops or seminars provided by the AI system provider.
On top of that, misusing any system, not just an AI system, makes you liable for the damages coming out of the misuse, so beware of this!
AI specific training sessions
A lot of companies offer a wide array of AI training sessions, they can be tailored towards compliance, governance, usage etc. Depending on your company needs, determine which type of training session is needed to improve AI literacy. Online self-learning sessions are great for ad-hoc knowledge, while a multiple day course can greatly improve knowledge among one or more employees.
AI Officer
While the AI Act does not introduce an official role like the Data Protection Officer under the GDPR, it is good practice to introduce a new function dedicated to overseeing your AI governance/systems. Designating an AI Officer or AI ‘champion’ within departments as the go-to-contact-point would ensure oversight of which AI systems are used, and answer questions on how to use/implement those AI systems.
AI system vetting
Preparation is key. Ensuring a streamlined process for determining use cases, vetting AI system vendors and following-up on the implementation are key factors not only to get the maximum out of your AI system, but also to increase the AI literacy among staff. Introduce feedback moments on how the AI system works, what could be better and which functions people are struggling with.
Acceptable use policy
Besides the official company AI systems, it is probable that your employees will be using freely accessible AI systems such as ChatGPT or Gemini. These present a risk both to company secrets as well as to personal data of files uploaded/pasted in these tools.
As a company, you can outright ban the usage of these tools or choose to collaborate with your employees by showing them how to best/not use them. Create an acceptable use policy, set up working groups on how to best use AI tools, etc. It is an opportunity for your company to grow. You can read more about introducing LLMs into your organisation in this blogpost.
Usefulness beyond compliance
Of course, your business should thrive in compliance with all regulations, yet growing AI literacy benefits your company in more ways than ‘just compliance’. AI literacy can significantly benefit different roles within a company, enhancing overall performance, efficiency, and strategic decision-making.
- For executives and senior management, a solid understanding of AI is crucial for making informed decisions about AI investments and strategic initiatives. This knowledge helps them identify opportunities where AI can drive business growth and competitive advantage.
- Managers and team leaders also stand to gain from AI literacy. It enables them to identify processes that can be optimised or automated using AI, leading to improved operational efficiency and cost savings. With a better grasp of AI, managers can leverage data-driven insights for more effective decision-making, project management, and resource allocation. Additionally, understanding AI helps managers identify the skills needed for future roles, facilitating workforce development and talent management.
- AI literacy for non-technical staff helps them understand how AI can improve their roles rather than replace them, alleviating fears and increasing job security. Employees can use AI tools to automate routine tasks, leading to increased productivity and allowing them to focus on more strategic activities. Basic knowledge of AI enables non-technical staff to contribute to a data-driven culture by effectively interpreting AI-generated insights and applying them to their work.
- Human resources (HR) departments find AI literacy invaluable for improving recruitment and talent acquisition processes. By using AI tools, HR can screen candidates more efficiently, and ensure a good fit for the company. Additionally, understanding AI allows HR to design and implement AI literacy programs that upskill employees, preparing them for future AI-driven roles.
- Marketing and sales teams can harness AI literacy to gain deeper customer insights, enabling personalised marketing strategies and improved customer experiences. Knowledge of AI tools enhances lead generation and qualification processes, making them more efficient and effective. Marketing campaigns can be optimised through predictive analytics and real-time data analysis, leading to better results and higher ROI.
- AI literacy enables finance and accounting professionals to use AI for identifying and preventing fraudulent activities more effectively. AI tools help in creating more accurate financial forecasts and budgets through predictive analytics. Moreover, understanding AI allows finance teams to automate repetitive tasks such as data entry and reconciliation, improving accuracy and efficiency.
On top of that, improving AI literacy for roles which deal with more sensitive data such as HR or profiling for marketeers, ensures that these employees are aware of the potential risks stemming from AI. For example, when using a recruitment AI tool, the employee must be aware that biases can be present, and they should not blindly rely on the output. Same goes for a doctor in a hospital: a recommendation for a patient treatment is supplementary to the doctor’s own interpretation.
Conclusion
In conclusion, improving AI literacy within your company is not just a strategic advantage but a necessity both regulatory and because of technological advancements. By investing in AI education and fostering a culture of continuous learning, you empower your employees to leverage AI tools effectively, drive innovation, and make informed decisions. This comprehensive approach can improve efficiency, productivity, and create a competitive edge across all departments.
