How AI training for employees will change how businesses operate

How AI training for employees will change how businesses operate

Most companies are making the same expensive mistake with AI. They buy the tools, set them up, and expect immediate results.

But results don't come from the technology alone. What matters is how well employees learn to use it.

Studies show that generative AI could increase productivity by up to 40%, which makes effective training programs absolutely necessary if you want to see those gains.

StayModern explores how AI training is changing the way businesses operate and why every team needs to become AI-literate for companies to save money and accelerate innovation.

Why AI Training Is Now a Business Imperative

A recent McKinsey survey shows that 78% of organizations report using AI in at least one business function, up from 72% in early 2024 and just 55% in 2023. While AI adoption is high, only 38% of companies currently offer formal AI training programs to their workforce, even though 82% of leaders say AI skills are essential for future growth.

Companies that treat AI as a plug-and-play solution often miss its full potential. Without structured guidance, employees are left to figure out AI on their own through trial and error. This slows down adoption, increases the risk of mistakes, and limits the overall return on investment.

The biggest impact happens when employees understand how to apply AI to their daily tasks and feel confident relying on it.

Survey data from nearly 1,000 HR and business leaders backs this up. Companies already using AI say better training could boost productivity by more than 30%. Those still experimenting with AI anticipate more modest gains, estimating a 10 to 30% improvement with better training.

The numbers make it clear: Comprehensive AI training for employees is a core part of making AI pay off.

 

What AI Training Actually Looks Like

Modern AI training programs do much more than explain how ChatGPT or similar tools work. Leading organizations are now using programs that educate employees on how to use AI in their specific jobs.

Here are some of the most common approaches:

• Role-specific microlearning modules that focus on real use cases in HR, sales, operations, finance, and other departments. These are short lessons designed to fit into the flow of daily work.
• Live AI simulations that allow employees to see real-world examples of AI in action, including tasks such as handling customer requests, analyzing spreadsheets, or generating content using AI tools.
• Ethics and compliance training that explains how to use AI responsibly. These sessions cover ethical standards and topics like data privacy, transparency, and avoiding bias.
• Certification programs and training initiatives for advanced users. The goal is to build their technical skills by diving deep into the fundamentals of data science and AI, like natural language processing and large language models.

Use Cases: What Changes When Teams Are AI-Literate

The ROI from AI training becomes clear when employees start using these tools to improve how they work. Here's what AI literacy looks like across different business functions:

• 51% of marketing teams use AI to analyze campaigns and fine-tune content with data-driven insights, while 45% use genAI tools to brainstorm content ideas.
• 51% of human resources teams use AI tools in their hiring process to screen talent more equitably. This includes reviewing resumes, conducting interviews, and onboarding new hires, all while keeping human judgment in the process.
• To stay ahead of evolving threats, 90% of financial institutions rely on AI to accelerate fraud detection and investigation.
• Paralegals now use generative AI tools to draft contracts and conduct detailed document reviews, helping reduce attorneys’ billable prep time. In fact, 78% of law firms reported using some form of AI in their operations by 2024, up from just 48% in 2022.

Even small investments in AI training lead to real productivity gains. According to Upwork, employees skilled in using AI tools experience up to a 40% boost in productivity.

Workers using generative AI report being 33% more productive during each hour of use. On average, AI tools save employees one hour per day, sometimes up to two hours, mainly by automating repetitive tasks like writing, analysis, and planning.

Teams trained to use AI technologies have a competitive advantage. They are more productive and better equipped to innovate, adapt to change, and contribute to long-term business growth.

Where Training Is Most Needed

Artificial intelligence impacts every role differently.

Executives and analysts remain the most active direct users of AI, with managers using it frequently at nearly 33%, compared to just 16% among individual contributors.

Operational and support roles face a different challenge. While their direct use of AI tools is moderate, many encounter AI indirectly through automated systems or AI-influenced workflows without formal training. This kind of exposure often goes unnoticed but still influences daily work and decision-making.

These trends point to a clear need. Whether someone is a direct or indirect user of AI, every role requires solid training to understand how AI influences decisions and workflows. Some roles may need more in-depth instruction than others due to the sensitive nature of their work, but training is necessary regardless.

When Will AI Fluency Become Mandatory?

Industry leaders agree that AI fluency is quickly becoming a must-have skill. Companies like Duolingo and Shopify already treat AI proficiency as a requirement for hiring, performance reviews, and routine tasks.

A KPMG survey found that 82% of executives believe their industries will look very different in two years, signaling a growing need for AI-ready teams. Yet, only about 1% of companies today consider themselves fully mature in AI adoption. This gap highlights the urgency for organizations to invest in training now.

What Happens Without Training?

When AI is introduced without proper training, it often leads to low employee engagement and poor results. In many cases, new AI systems go unused for months until structured onboarding and peer coaching are introduced.

Misusing or ignoring these tools altogether leads to data security risks, underutilization, lower productivity, mistakes from inaccurate outputs, and an overall failure to scale the AI initiative.

Without training, regulatory risks also increase. The cases of shadow AI use rise, as employees turn to unapproved tools to get work done. This is where organizations lose visibility and control, increasing the chances of confidential data leaks and compliance violations.

AI Training Is Also About Compliance

AI training is now critical to meeting regulatory requirements and handling ethical considerations.

Laws like the EU AI Act and proposed U.S. regulations call for transparency, explainability, and human oversight when using AI systems. Teams need to understand what AI models can and cannot do, how outputs are generated and logged, and when to bring in human judgment.

What Business Leaders Should Do Now

If you're building AI capabilities within your workforce, start with these essential steps:

1. Map your roles by AI exposure. Assess how different roles interact with AI to focus training where it’s needed most.
2. Pilot training tracks. Test different approaches with small groups representing various departments and skill levels. This will help you discover what works best for your entire workforce.
3. Create Incentives for AI Adoption. Offer recognition programs, performance bonuses, and career advancement opportunities to employees who successfully integrate AI tools to optimize workflows.
4. Integrate training into onboarding. Make AI literacy part of your employee onboarding to build a culture where everyone’s fluent from day one.
5. Update annually. AI models and technologies evolve rapidly, so employee training programs must keep pace. Schedule regular updates and partner with universities and vendors to stay on track.

Final Thoughts

AI training has evolved from a nice-to-have to a business necessity. Companies that wait another year or two to build AI literacy across their teams will find themselves competing against those where using AI is second nature to everyone.

This story was produced by StayModern and reviewed and distributed by Stacker.