AI Workroom
We introduce AI into your business in a structured way: workroom, two workflows, clear data rules.
Designed for businesses in which up to five people work with the AI system.
Starting point
The problem
Your business is running – and then suddenly AI arrives. AI often comes into a business through one person who tried something out because it was quicker. Quite possibly, that has since turned into several accounts. It is then often unclear who uses which system for which tasks, and which data may go in is not bindingly regulated. Perhaps none of this exists in your business yet and you’re currently asking yourself where and how to start with “AI”.
That can work for a while, but it isn’t sustainable: as long as nothing is written down about what is allowed, every person on the team decides afresh, with every file and every customer name. This uncertainty can cost more time and nerves than the tools save in the end.
And use often stays where it began: asking a question, summarising a text, drafting an email. The tasks that run the same way every week and could be handed over are not really simplified and continue to be done by hand.
Our solution
We give AI use in your business a structure: one shared system instead of individual accounts, clear rules for your data and two recurring tasks that will run partly automated from now on.
First, in a free call, we clarify whether the package suits you. Once you’ve commissioned us, we look at what is already in use in your business and which tasks are suitable for AI. Together we decide which system becomes your base and which data may go in; then we configure the company account and set up the two workflows and your guidelines in the operations manual.
In two training sessions, we bring management and team up to the same level. In the 90 days that follow, we make adjustments where things turn out differently in day-to-day work than expected. In the end, you have everything in hand to carry on independently.
The workroom is in place, two workflows run day to day
The facts
Which reason do small companies that considered AI but did not introduce it cite most often?
Money stands in the way less often than knowledge.
Lack of knowledge is the most common reason: 73 per cent cited it, costs too high only 33 per cent.
Surveyed in 2025 among companies with 10 to 49 employees that do not use AI but have considered using it. Multiple answers were possible. Second most often cited: uncertainty about the legal consequences (64 per cent).
Choose an answer above to reveal the measured value.
Method and limitations
Population: companies with 10 to 49 employees in Germany that do not use AI but have considered using it · multiple answers possible · sample size of this subgroup not published; net sample of the survey 20,000 companies, participation voluntary (Eurostat, national reference metadata Germany “ICT usage in enterprises (isoc_e)”, item 13.3.3.1.1)An AI account alone is not AI management.
An account can be set up in a few minutes. Since December 2023, an international standard has described what sets orderly AI use apart from that: ISO/IEC 42001 sets out requirements for an artificial intelligence management system that is established, implemented, maintained and continually improved. The standard is explicitly applicable to organisations of any size. An account alone meets none of these requirements.
- Rules defined and written down
- Responsibility assigned by role
- A process that is reviewed and adjusted
The company has defined who may work with what, which data goes in and who is responsible for the result – written down and repeatable.
- Access set up, no defined rules
- Verbal agreement, no responsibility by role
- Processes not written down, only in individual people’s heads
Access to an AI system with no defined scope, limit or responsibility.
What holds businesses back is less often price or technology than a lack of knowledge and a lack of clarity about what applies. Both can be put in place: through instruction and through rules that are written down. What that means for your business depends on which tasks are to run through the system, which data passes through it and who is responsible for the results. We clarify that together with you in the introductory call.
Method and limitations
About the figures: the official survey covers companies with ten or more employees. For smaller companies, Germany reports no figures on AI use or on the reasons against it; there are no reliable figures for them. In addition, the shares cited refer only to companies that have already considered using AI, and multiple answers were possible.What to expect in our package
We look at which tools are in use and who works with what. In the process, we record any existing AI accounts for you. Together we assess which of your tasks are suitable for AI and which are less so. Anything that regularly runs the same way is a candidate.
We set out in writing which cloud system we recommend as your base and why. The decision is then yours. Licences and contracts are in your company’s name. If you have special requirements, let us know; we’re happy to prepare an individual quote for you.
Together with you, we determine which of your types of data go into the system and which don’t, and record the boundary in writing. Depending on what comes together, we recommend agreeing the planned scenarios with your legal adviser beforehand.
Together with you, we choose two work processes and turn them into workflows. We configure them, test them and hand them over to you ready for use. Every run ends with an approval by a person from your team.
We define which tasks are allowed with the system, which aren’t and how to work with it. We write this into your operations manual – as a set of rules your team follows, and as a record of who was instructed when.
Two sessions, one for your management and one for the whole team. If you are both in one person, you still get two sessions from us.
Three sessions after 30, 60 and 90 days from sign-off, by video call, already included in the fixed price. We check whether the two workflows hold up in day-to-day work and adjust them where things turn out differently in the business than expected.
What is allowed with the system, which data may go in and how to work with it – written down where your team looks things up. The operations manual is kept by you and stays with you.
We set out in writing which cloud system suits you. Licences and contracts are in your company’s name; for special requirements, we prepare an individual quote for you.
Is this package right for you?
For day-to-day work
Everything comes together with you: you write quotes, summarise, answer enquiries. Which two of these tasks we set up as workflows, we decide together after the assessment in your business.
For the in-house IT contact
You assign access and get asked when something is unclear. Afterwards, roles and permissions are in one place, and the guidelines are in the operations manual.
For owners and managers
You set the course and decide where AI is used in the business. You decide which data may go in and who approves the results.
The package at a glance
All amounts net, plus 19% VAT. The starting price applies to businesses in which up to five people work with the AI system. You conclude the contract for the work environment directly with the provider; licence costs are charged per person per month and are not included in the fixed price. We work out with you in the first project phase what this adds up to in your case.
Not every business needs the same thing. Adapt the package to your needs:
* The configurator makes requesting easier and is not a binding offer. The contract is concluded with a quote issued to you and the associated service agreement. The final quoted price takes into account the chosen software and the software landscape already in use in the business.
Terms and notes
The fixed price is billed in instalments as the work progresses, each after sign-off. This protects your cash flow; the breakdown is stated in the quote. If you need more than the package includes, we present the add-ons to you individually; then you decide.
All prices net. We include E1 to E4 in the total price. We add the two items under “In the quote” to your request and put a figure on them before you decide. The licence costs for the AI system are not included in the price.
Common questions
Which system suits you follows from the initial assessment: from the tasks that are to run through your cloud in future, and from the data that passes through the system in the process. We present our recommendation to you in writing. You decide. Licences and contracts are in your company’s name. If you have special requirements, let us know; we’re happy to prepare an individual quote for you.
You do, directly with the provider. That way, your access never depends on us. Licence costs are charged per person per month, run alongside our fixed price and end when you cancel with the provider. We work out with you in the first project phase what this adds up to in your case and write it into your operations manual.
Yes. The prices on our website are starting prices for the standard case. Based on your request, we first review what is already running in your business and what the project needs. You then receive a written quote with the scope, a fixed price and a completion date. We stick to it; there are no additional charges later. Payment is made in instalments, each after you have signed off a stage.
The licence costs for the AI system are not included in the price. The package is designed for businesses in which up to five people work with the system; additional people, additional workflows and a second training block are add-ons. If you need more than we can offer in the fixed-price package, or have special requirements for your desired cloud structure, let us know; we’re happy to prepare an individual quote for you.
No, we currently have no partnerships with software providers, and we don’t create accounts for you with the software providers of your choice. Our service relates purely to support with configuration and operational implementation at your premises (initial assessments, coordination with your team, training sessions and documentation in your operations manual).
Every run is configured so that it is meant to end with a human. At the end of every workflow, approval by a person from your team is planned. And we only build what really holds up – not every process is suitable for a workflow. We tell you that beforehand instead of simply setting it up for you, and prepare a separate quote for it if needed.
We clarify that beforehand. Which data goes into an AI system needs to be clarified, defined and prepared before the set-up; we record the boundary in writing and write it into your operations manual. However, we do not carry out this assessment ourselves; we do not offer legal advice. Depending on what comes together, we recommend agreeing the planned scenarios with your legal adviser beforehand. The legal and data protection assessment remains with your advisers; our recommendation does not replace a legal review.
If it concerns your own business data that should not leave your premises – for example engineering designs, formulations, HR documents – we recommend the Cloud-Free AI add-on. Set-up of an environment that works without the cloud, on two devices; you then take over day-to-day operation.
The initial assessment and the training for your management take place at your business, at no extra charge within 100 kilometres of our base in Trier. That includes all of Luxembourg, from the Oesling to the Minett, and on the German side, among others, Schweich, Föhren, Wittlich, Saarburg, Bernkastel-Kues, Cochem, Koblenz and Kaiserslautern. All other sessions, the team training and the three follow-up sessions, we hold with you by video call. By video call, we work throughout Luxembourg and Germany, at no surcharge. If you are outside the 100 kilometres and would like on-site sessions, we put a figure on the additional travel costs in the quote.
Of course. The AI Workroom package ends with the third follow-up session; after that, you carry on independently. If you’d like to keep us on board, we then offer our “Radio link” support: a fixed session every month after the package is completed, for €360 net, cancellable monthly.
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