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Smart Analytics
Implementation & Tool Selection Guide AI in the Office
Step-by-step guide for the introduction of AI assistants in everyday office life — from use cases to hypercare. Including weighted tool selection assessment with a compliance focus (EU AI Act, training exclusion, data sovereignty, traceability).
Implementation guide
5 phases from requirements analysis to steady-state operations, including activities, best practices, and deliverables.
Inventory of today's AI usage, selection of the use cases with the greatest benefit, and definition of guardrails with all stakeholders.
Activities
- Survey current usage: Which AI tools are employees already using, with which data, and for which tasks?
- Collect and prioritize use cases (texts, summaries, research, translation, protocols, data analysis) — assess benefit and risk for each case
- Conduct stakeholder interviews (departments, IT security, data protection officers, works council, management)
- Raise compliance requirements: Risk classification according to EU AI Act, data protection, training exclusion, confidentiality, codetermination
- Prioritize mandatory/optional requirements in the requirements specification and define the target vision including AI guidelines
Best practices
- Do not ban existing use, but steer it into safe channels — a good alternative convinces more than a ban
- Include data protection, IT security, and the works council from the outset — AI implementation affects co-determination and data processing
- Start with few, clearly measurable use cases — record time saving per task as a baseline
Deliverables
- Specification with prioritized use cases
- Inventory of today's AI usage
- Compliance requirements catalog including draft of the AI guideline