Annual mandate

Organizational design and constitution for working with AI, in one year

You settle who prepares, decides and checks in your company when AI works alongside, and you put on record what applies. I work as an independent advisor, I prepare and facilitate. You decide.

What it's about

Many programs have picked up AI functions in recent years, often with an update and without a decision. They pre-sort applications, suggest answers or rank bids. Your management answers for that use, even if nobody ever decided on it.

An AI policy rarely covers this. It usually says what is allowed and leaves open who approves a use, how much time the checking gets and what happens when a vendor changes its model. Questions like these need rules that still apply when two managers disagree.

In the annual mandate you settle these questions one by one and record the answers in an organizational constitution. It belongs to you and stays in force after the mandate. By the end of the year, someone from your company runs the quarterly review on their own.

With these rules you approve new AI uses faster, because it's settled in advance who checks and how much time there is for it.

Before the mandate starts

Two short, free steps show whether the mandate suits you.

• Clarity Call. A survey of about fifteen minutes shows how your management system works and whether anything in your organization stands in the way of clear rules for AI. It doesn't ask about AI yet.
• AI Quick Scan. You enter your programs and answer ten questions about your rules. That also takes about fifteen minutes and runs only in your browser.

In the call we put both results side by side. If they point to an obstacle in your organization, we deal with that first. Only then do you decide whether the annual mandate is right for you.

What you get

• Your AI list. Every program with an AI function, what it prepares or decides and who is responsible for it.
• Your organizational design. For the processes you've chosen: who prepares, decides and checks, what a program may take over and which role keeps the responsibility.
• Your time check. For three to five important AI uses you see whether there's enough time to check the results.
• Your organizational constitution. Hard limits, decision rights, rules for AI agents, a say for employees and the route for changes, adopted by you.
• Your quarterly review. You find out what has changed in your programs and adjust your rules.
• Two reports for your advisory board. They state what they are based on and where their limits are. Your management presents them.

How the year runs

1. Months 1 to 3, inventory and design. First we list your programs and your existing rules. Your leadership team picks three to five processes where AI works alongside and designs who prepares, decides and checks there. Your people count at those points for two weeks. You end up with the starting picture and the design for these processes.
2. Months 4 to 6, rules. In the first workshop of this stage your leadership team settles what your company won't do with AI, even if it pays. Then it decides what AI may do, who approves, what applies to AI agents and where newcomers keep learning. After your lawyer's review and hearing any works council, you adopt the constitution.
3. Months 7 to 9, rollout. The people you named take on their tasks. We ask your vendors about model changes and liability. Then your people count again.
4. Months 10 to 12, handover. You change one article by the agreed route and test it that way. A person you named runs the quarterly review. At the end you get the annual report.

The whole year runs by video. Each month your leadership team meets with me for a workshop. That's where the decisions on AI and your rules are made, step by step along these four stages. Once a quarter, the companies currently in a mandate can meet online and compare their numbers. Each company decides for itself what it shows there.

Organizational Design and the constitution are also available as separate engagements of six to ten and four to six weeks. The annual mandate goes further: it starts with the list of all your programs, puts the rules into daily practice and hands the quarterly review over to your company.

Who does what

• You decide and adopt. You name the people responsible, supply documents and have legal questions clarified.
• I facilitate the workshops, propose rules and put the results in context.
• The automated analysis reads your documents on my computer and matches your programs against known AI functions. I review the results before you get them.

What HR gets out of it

Many questions from the mandate end up with your HR department, for example who answers for a pre-selection of applications, who can check an AI result and how newcomers learn what they need for that. So your head of HR can be the contact person in the mandate. The client remains your management.

• AI in HR processes. For programs that pre-sort applications, assess performance or plan assignments, you set out who answers for them, who checks their results and how the people affected can object. Under the EU AI Act, additional obligations apply to such systems from December 2, 2027.
• Skills that stay in the company. For your most important roles you record what knowledge it takes to check AI results and on which cases newcomers learn it. That goes into role descriptions and onboarding.
• AI literacy on a sound footing. The EU AI Act requires measures that support your staff's AI literacy. In the mandate you see whether the people responsible have the time, access and knowledge to check. That tells you more than a count of training hours.
• Co-determination from the start. If you have a works council, it's involved early, in the anonymous survey of AI services in use as well as in adopting the constitution.

What I need from you

• a list of your programs with license tier, department and responsible role,
• a short anonymous survey of which AI services are used,
• your AI policy, approval rules, rules of procedure and role descriptions,
• works agreements on IT and AI,
• the contracts and terms of your AI vendors,
• for each AI use you've chosen, a process description and the count by role.

I don't need individual AI results, personnel files, applicant or customer data, or access to your systems. I analyze your documents on my own computer only.

Where the mandate ends

I don't check individual AI results or people. I approve nothing, take on no role in your company and don't confirm legal compliance. This is neither an audit nor legal advice. Responsibility for your decisions stays with your management.

My reports are based on what you tell me and are meant for your management. Whether you find the time for checking and keep to your rules depends on your company. The quarterly review shows you where that isn't working yet. There's more on this under How I work.

Who it's for

• Managing directors and owners of companies from about 50 employees who use AI and need clear rules for it.
• Companies whose advisory board or shareholders ask how AI is handled.
• Companies facing a succession or a new core system.

Prices

All prices plus VAT where it applies, paid in four quarterly installments. After month 3 you can stop and pay only the first installment.

Next step

Start with the Clarity Call and the AI Quick Scan (in German). In the call we clarify who should be involved and whether a year is the right frame for you. For a smaller first step, the Checking Load Assessment shows how much time is left for checking your AI uses.