The underestimated power of the HR department
If you, as an HR leader, have felt in recent months like just a spectator during the AI transformation, you are not alone. While IT departments discuss ChatGPT integration and executives develop AI strategies, a crucial truth is being overlooked.
The most successful AI transformation does not stand or fall with the best technology. It succeeds or fails with the people.
This is exactly where HR comes in—not as a sidekick, but as the strategic hub. While other departments are evaluating tools, you are the one who understands how people learn, change, and adopt new technologies.
Anna, HR director of a SaaS provider with 80 employees, recognized this early on: «Our first AI initiative didn’t fail due to technology, but because the workforce wasn’t brought along.»
In this article, we show you why HR plays the key role in successful AI transformations and how you can use this strategic position for your company.
The blind spot of AI transformation
Studies show that a significant share of all digital transformation projects fail. With AI initiatives, the challenges are often even bigger.
The most common reason? Lack of workforce acceptance.
While companies invest millions in AI tools, they often forget an essential truth: technology alone creates no value. People create value—with the help of technology.
Consider this typical situation: your company introduces an AI-powered CRM system. The IT department implements the software perfectly. But after three months, only 30 percent of the sales staff are actively using the system.
Why? Because the basic human factors were not considered:
- Fear of job loss due to automation
- Feeling overwhelmed by new workflows
- Lack of competence in using AI tools
- Unclear communication about goals and benefits
Markus, IT director at a service provider group, learned this the hard way: «We had implemented the best RAG application, but employees kept writing emails instead of using the AI assistant.»
The problem is not technology, but change management. And this is exactly where the great opportunity for HR departments lies.
While others focus on tools, you understand the psychological and organizational aspects of change. You know what makes people tick.
This expertise makes you the critical success factor in any AI transformation. Not a supporting actress, but the leading one.
HR as a strategic enabler of the AI revolution
Forget the notion that HR is only responsible for recruiting and payroll. In the AI transformation, you take on three strategic roles that decide about success or failure.
Change management: Shaping transformation humanely
AI doesn’t just change processes—it transforms entire ways of working. Here’s where your change management know-how is needed.
You understand how people react to change. You know the phases of transformation: from initial skepticism, through resistance, to acceptance and finally active use.
A real-life example: Thomas, managing partner of a special-purpose machinery manufacturer, wanted to introduce AI for quote generation. His HR team developed a step-by-step rollout plan:
- Information phase: educate about AI’s potential without stoking job fears
- Pilot phase: voluntary participants as multipliers
- Training phase: hands-on sessions in small groups
- Implementation phase: ongoing support and feedback
The result? An acceptance rate of over 85 percent after six months.
Competency development: Making your workforce AI-ready
The biggest hurdle in AI projects is often the skill gap. Your employees don’t know how to use AI tools effectively.
This is where your expertise in talent development comes in. You can develop tailored learning paths that account for different learning types and prior knowledge.
But beware: copy-paste trainings from the internet are of no use to you. Successful AI training is specifically tailored to your industry, your processes, and your people.
Cultural transformation: From fear to enthusiasm
AI requires a new company culture: one of experimentation, learning from mistakes, and continuous improvement.
As an HR leader, you can actively shape this cultural change. You define new values, adapt evaluation criteria, and create incentive systems for AI adoption.
A practical example: establish «AI success stories» as a regular feature of your internal communications. Show how colleagues are saving time or achieving better results by using AI.
These stories build trust and motivate other employees to get involved as well.
Concrete HR tasks in the AI transformation
Let’s get practical. Which concrete tasks will you take on as the HR department in the AI transformation? Here are the key areas of action:
Skill gap analysis: Where do your employees really stand?
Before you plan training, you need to assess the current competency level. A systematic skill gap analysis helps you do this.
Develop a competency questionnaire that covers the following areas:
- Basic understanding of AI and machine learning
- Experience with AI tools (ChatGPT, Copilot, etc.)
- Prompt engineering skills
- Critical evaluation of AI outputs
- Data protection and compliance in AI use
A good prompt is like a precise requirements document—the more precise, the better the result. This analogy also helps non-technical staff grasp the importance of prompt engineering.
Developing tailored training concepts
Based on your skill gap analysis, you develop target-group-specific training modules. Not every employee needs the same AI knowledge.
Here’s a proven three-stage model:
Stage 1 – AI fundamentals (all employees):
Basic understanding, applications, limitations, and risks of AI. Duration: 2-3 hours.
Stage 2 – AI users (specialists):
Practical handling of industry-specific AI tools, prompt engineering, quality control. Duration: 1-2 days.
Stage 3 – AI champions (multipliers):
In-depth knowledge, tool evaluation, internal consulting and support. Duration: 1 week.
Reducing fear, building acceptance
The biggest concern of many employees? “Will AI replace my job?”
Transparent communication is crucial here. Show specifically which tasks will be taken over by AI and which human skills will become more important.
A proven strategy: organize «AI consultation hours» where employees can ask anonymous questions. This builds trust and dispels misunderstandings.
Defining new roles and career paths
AI also creates new job profiles. As the HR department, you should identify these early on and develop corresponding career paths:
- AI trainers: train internal teams
- Prompt engineers: optimize AI interactions
- AI ethics officers: oversee responsible AI use
- Data stewards: manage AI-relevant data sources
These new roles offer attractive development opportunities for your current employees while reducing the fear of job loss.
But remember: hype doesn’t pay salaries—efficiency does. Focus on roles that actually create business value.
Success factors and proven practices
How do you measure the success of your HR activities in the AI transformation? Here are the key KPIs and best practices:
Measurable success indicators
Define clear metrics for your AI-HR initiatives:
| KPI | Target value | Measurement method |
|---|---|---|
| AI tool adoption rate | > 80% | Usage statistics |
| Employee satisfaction with AI training | > 4.0/5.0 | Post-training surveys |
| Time to productive AI use | < 4 weeks | Manager feedback |
| Internal AI champion quota | 10-15% | Voluntary reports |
What works: Best practices
Peer-to-peer learning:
Let AI-savvy employees train their colleagues. This builds trust and reduces barriers.
Micro-learning approaches:
Instead of multi-day intensive seminars, focus on short, regular learning units. 15-20 minutes per week are more effective than a full training day.
Use case-based training:
Don’t train abstract AI concepts, but concrete use cases from everyday work. This increases relevance and motivation.
Continuous support:
Implementation doesn’t end with training. Offer ongoing support sessions for at least three months.
Avoiding common pitfalls
Avoid these typical mistakes:
Overly technical training:
Your target group are users, not developers. Focus on practical use—not algorithms.
One-size-fits-all approaches:
A sales employee needs different AI skills than a controller. Differentiate your training accordingly.
Lack of leadership support:
If the management doesn’t set an example with AI, neither will the workforce. Train leaders first.
Unrealistic expectations:
AI is powerful but not all-powerful. Communicate both its potential and its limitations honestly.
The Brixon approach: End-to-end support
Successful AI transformation requires more than isolated trainings. It needs a thought-out end-to-end approach:
- Assessment: Where does your company really stand?
- Strategy development: Which AI use cases generate the highest ROI?
- Employee enablement: Systematic skills development
- Pilot projects: Quick wins for momentum
- Scaling: Rollout of proven solutions
This structured approach ensures your AI initiative doesn’t get stuck as a project but creates sustainable business value.
Your next steps as an HR leader
You now have the tools to position HR as the strategic driver of your AI transformation. But where should you start?
Step 1: Clarify positioning
Talk to your executive team. Make it clear that HR wants to act not just as a supporter, but as a leader in the AI transformation.
Step 2: Carry out a quick assessment
Determine your workforce’s current AI maturity level. A simple online questionnaire is enough to get started.
Step 3: Identify your first pilot group
Start with AI-savvy employees as multipliers. These “early adopters” will be your most important allies.
Step 4: Develop a communication strategy
Prepare your key messages. How do you explain AI’s benefits without stirring job fears? How do you create enthusiasm for new ways of working?
The AI revolution is happening—with or without you. As an HR leader, you have the unique chance to make this transformation people-driven and successful.
Take this opportunity. Your workforce, your company, and your own career will benefit from it.
Frequently asked questions
Which qualifications does HR need for the AI transformation?
You don’t need technical AI expertise. More important are change management skills, knowledge of learning psychology, and the ability to communicate complex topics simply. You can acquire a basic understanding of AI in just a few weeks.
How long does a successful AI transformation take?
Expect 12–18 months for a complete transformation. You’ll see the first successes after 3–6 months. The key lies in a phased approach with regular milestones.
How should I deal with resistance to AI?
Resistance is normal and legitimate. Listen actively, take concerns seriously, and show concrete benefits. Success stories from colleagues are more convincing than abstract presentations. Don’t force anyone—rely on voluntariness and positive examples.
Which AI tools should we introduce first?
Start with simple, universally useful tools like ChatGPT or Microsoft Copilot. These have a low entry barrier and show value quickly. Avoid complex, industry-specific solutions in the initial phase.
How do I measure the ROI of AI training?
Measure both quantitative KPIs (adoption rate, productivity improvement, time savings) and qualitative factors (employee satisfaction, willingness to innovate). Important: define baseline values before introducing AI, so you can objectively evaluate improvements.
Do we need external support for the AI transformation?
That depends on your internal expertise and available resources. External partners such as Brixon can speed up the process and help avoid beginner mistakes. External support is especially valuable for strategic planning and the first pilot phase.
