AI literacy checklist for SMEs using ChatGPT, Copilot, or Claude

The 8-item checklist

If your company uses AI tools at work, Article 4 of the EU AI Act requires you to ensure staff have sufficient AI literacy. Here's a practical checklist you can complete in one afternoon.

1. Identify who uses AI

List every role that uses AI tools — ChatGPT, Copilot, Claude, internal AI, or any other system. Don't forget contractors and interns.

2. Write an AI-use policy

Cover: which tools are approved, what data can and cannot be entered, how to review AI output, and how to report problems. Keep it to 4-6 pages.

3. Deliver role-based training

At minimum: one general session for all staff, plus add-on modules for roles with specific risks (HR, marketing, developers). The Commission FAQ expects a role-based approach.

4. Log who attended

Record name, role, module, date, format (live, recorded, self-paced), and trainer. A spreadsheet is sufficient — no LMS required.

5. Schedule a refresher

Set a refresher date for each person. AI tools and guidance evolve. Annual refreshers are a reasonable cadence.

6. Publish the policy

Make the AI-use policy accessible to all staff. Intranet, shared drive, or employee handbook — wherever your other policies live.

7. Document the process

Keep a record of how you decided on the training content, who delivered it, and when. This is what an auditor would ask for.

8. Review annually

Check that your policy, training, and records are current. Update if tools, use cases, or guidance have changed.

What you don't need

• No certificate or accreditation
• No external trainer
• No LMS
• No specific number of hours
• No submission to any authority

Free template

The AI training record log template gives you the spreadsheet structure for step 4. Download it free — email required.