AI strategy for SMEs: In 5 steps to your first AI project

An AI strategy for SMEs is a short, binding plan that defines what your company uses artificial intelligence for, according to which rules, and in what order. It consists of two to three goals, a handful of prioritized use cases, rules for data and tools, clear responsibilities, and a roadmap for the next six to twelve months. Five steps lead there.

Why small companies also need an AI strategy

Without a strategy, AI will still emerge in the company — just in an unplanned way: employees use private accounts for chat services, individual departments buy tools that do not fit together, and no one knows which data flows where. A strategy prevents these isolated solutions, creates clarity around data protection, and ensures that the first projects start where they deliver the most value.

Step 1: Define objectives

Start with the bottlenecks, not the technology: Where are you losing time, customers, or quality? Good goals are specific and measurable, for example “respond to inquiries on the same day” or “capture invoices without manual retyping.” Two to three goals are enough to start.

Step 2: Record processes and data

Document how the affected processes work today, which systems are involved, and in what form the data is available. The free AI Readiness Check shows where your company stands overall; what is assessed is explained in the article Determine AI maturity level.

Step 3: Evaluate use cases

Collect possible use cases and assess each one according to benefit, effort, data availability, and risk. In the end, you should have two or three candidates for an initial pilot. The article AI potential analysisdescribes how such an assessment is carried out systematically.

Step 4: Clarify rules and responsibilities

Define which AI tools are permitted, which data may be entered, and who reviews the results – ideally in a short AI policy. This also includes enabling your team: anyone using AI should know what it can do and where its limits lie. The obligations imposed by the EU AI Act are worth a separate look; practical formats are offered by the AI training for companies.

Step 5: Launch the pilot and define the roadmap

Start with a manageable pilot that delivers visible results within a few weeks, and measure before and after – time required, throughput time, error rate. The roadmap defines what follows after the pilot, who is responsible, and when you review progress.

From practice

At the DRK Mecklenburg-VorpommernA comprehensive master plan was developed jointly for the gradual, secure and GDPR-compliant introduction of AI across the various associations. This included practical AI workshops for the managing directors of the district associations, clarification of AI compliance and the analysis of specific use cases for recruiting volunteers. The result: a clear, actionable AI strategy and managing directors who can assess and steer AI projects themselves.

Typical mistakes

• Starting with the tool: First comes the goal, then the technology.
• Too much at once: Ten use cases in parallel overwhelm any small team.
• Start without rules: Without an AI policy, there are data protection risks and uncontrolled sprawl.
• Not bringing the team along: AI that nobody uses is of no value.
• Not measuring: Without a before-and-after comparison, the benefit cannot be demonstrated.

Funding for strategy development

The consulting itself is eligible for funding. The BAFA consulting grant covers 80% of consulting costs in the new federal states as well as the Lüneburg and Trier regions (up to €2,800) and 50% in the rest of Germany (up to €1,750); it was extended in October 2026 until the end of 2028. For a longer, guided rollout with your team, there is the INQA Coaching with 80% of up to €1,200 per day for up to twelve days. The consulting is funded, not software or implementation. Which program is suitable is shown by the funding check.

How we develop an AI strategy together with you is described on the page AI consulting.

Frequently Asked Questions

What should be included in an AI strategy for SMEs?

Two to three measurable goals, prioritized use cases, rules for tools and data, a plan for enabling the team, and a roadmap with responsibilities for the next six to twelve months.

How long does it take to develop an AI strategy?

For a small or medium-sized company, a few workshops and analysis sessions over several weeks are usually sufficient. More important than the duration is that, in the end, there is a binding plan with an initial pilot.

Do I need a consultant for an AI strategy?

Not necessarily. However, an experienced consultant speeds up the assessment of use cases and knows the typical pitfalls in data protection and implementation. Consulting is eligible for funding through BAFA or INQA.

What is the difference between an AI strategy and an AI policy?

The strategy defines what AI is used for and in what order. The AI policy regulates how employees may use AI in their day-to-day work – it is one component of the strategy.

As of October 2026. Funding conditions may change; the applicable guidelines in force at the time are authoritative.