00
60-Minute Setup Guide
A guided starting point that shows the business what to configure first and in what order.
PDF
An Aegean Astraea brandAegean AI Ready Business Kit
AI governance for businesses without an AI department.
Put clear AI rules, practical staff training and simple governance records in place — using familiar Word, PDF and Excel tools.
Clear rules. Practical staff training. Simple records. Ready in about an hour.
€24.90 · One-time digital purchase · Secure checkout and digital delivery are handled by Etsy.
Word · PDF · Excel — one connected system
Your team may already be using AI. The rules may not be keeping up.
ChatGPT, Copilot, Gemini, Claude, Canva AI and other tools can quickly become part of everyday work. But small businesses often still need clear answers to practical questions.
You do not need an AI department to put sensible controls in place.
- Which AI tools are approved?
- What information can employees safely share?
- Who checks important AI output?
- Which uses need more review?
- What happens when something goes wrong?
- How do you keep a simple record of training, incidents and decisions?
The system
A simple system from first setup to ongoing review
Discover → Decide → Set Rules → Train → Record → Review
- 01
Discover
Record the AI tools your business already uses.
- 02
Decide
Check whether a proposed AI use looks routine or needs more review.
- 03
Set Rules
Adapt the ready-made Company AI Use Policy to your business.
- 04
Train
Give your team practical AI rules, mini training and a knowledge check.
- 05
Record
Keep simple training, acknowledgement and incident records.
- 06
Review
Run a structured quarterly review and keep actions current.
What is included
Everything you need to put the system into practice
Start here
Set your AI rules
01
Company AI Use Policy
Editable Word policy plus ready-to-share PDF.
WORDPDF
02
AI Tools Register
Excel register for approved tools, owners, uses, data categories and review dates.
EXCEL
03
AI Use Decision Check
Interactive Excel assessment that helps identify routine uses, internal-review cases and uses that should stop pending further review.
EXCEL
Train your team
04
Employee AI Quick Rules
One-page everyday reference.
PDF
05
AI Literacy Mini Training
Practical staff training designed to take approximately 15–20 minutes.
PDF
06
AI Literacy Knowledge Check
Short learning check with answer key and coaching guidance.
PDF
07
AI Training Record
Excel record for the person responsible for training administration.
EXCEL
08
Employee AI Acknowledgement
Editable form for recording receipt and understanding of internal AI rules.
WORD
Keep control
09
AI Incident & Concern Log
Excel workflow for incidents, near misses, ownership and follow-up.
EXCEL
10
Quarterly AI Review
Structured review workbook with action tracking and review history.
EXCEL
11
20 Safe AI Rules for Small Business
Two-page practical staff reference.
PDF
12
Licence, Disclaimer & Version Notes
Product licence, responsible-use notes and release/version information.
PDF
Built for the person responsible — simple for the team
For the owner / manager
The owner, manager, operations lead or other responsible person maintains the policy, registers, decision checks, training and incident records and the quarterly review.
- Maintains the company AI policy and keeps it current.
- Keeps the tools register and decision checks up to date.
- Holds the training, acknowledgement and incident records.
- Runs the quarterly review and tracks the resulting actions.
For employees
Staff do not manage the spreadsheets. They receive the rules and training relevant to them while the responsible person keeps the records.
- Receives the relevant company AI policy.
- Gets practical everyday AI rules in plain English.
- Completes short, practical AI-literacy training.
- Completes a knowledge check and acknowledgement.
Use it the way your business already works
Management records
Excel
Maintained digitally by the responsible person.
Policies & training
Word / PDF
Customise, share or present digitally.
Employee materials
PDF / Word
Digital by default, printable where useful.
What this looks like in a small team
An example based on an eight-person business.
- 01
The manager records ChatGPT and Canva AI in the AI Tools Register.
- 02
The Company AI Use Policy is customised.
- 03
Employees receive the Quick Rules and complete the Mini Training.
- 04
The manager records completed training in the Training Record.
- 05
Employees acknowledge the internal AI rules.
- 06
If an AI-related incident occurs, the manager records and follows it up in the Incident & Concern Log.
- 07
Each quarter, the manager completes the Quarterly AI Review.
The result is a simple, repeatable governance routine — without introducing another complex software platform.
Designed for businesses that need practical structure, not enterprise complexity
- Small service businesses
- Agencies
- Consultancies
- Freelancers with staff or contractors
- Professional-services teams
- Online businesses
- Local businesses
- Small organisations using common generative-AI tools
Businesses operating in highly regulated, safety-critical or specialist contexts may need additional sector-specific controls and professional advice.
This kit is
- A practical AI governance starting system
- Editable internal rules and records
- Practical staff AI-literacy material
- A repeatable workflow for small teams
- Designed around familiar business file formats
This kit is not
- Legal advice
- An AI Act compliance certification
- A replacement for privacy, cybersecurity, employment or sector-specific advice
- An automated legal-classification engine
- Enterprise governance software
Put practical AI rules in place without building the system from scratch.
€24.90
One-time digital purchase
- Editable Word
- Ready-to-share PDF
- Interactive Excel
- Guided Setup Centre
- One-time purchase
Editable Word files, ready-to-share PDF files and interactive Excel workbooks. Instant digital download through Etsy. No subscription required for Release 1.0.
Digital product; nothing is shipped. Secure checkout and digital delivery are handled by Etsy.
FAQ
Questions, answered
Do I need to be an AI expert?
No. The kit is designed to guide a small business through the practical steps in plain English.
Is this software?
No. Release 1.0 uses familiar Word, PDF and Excel tools, supported by an online Setup Centre. There is no separate software platform to learn.
Who should manage the kit?
Usually the owner, manager, operations lead, HR lead or another person responsible for internal processes.
Do employees complete the Excel files?
Normally no. The responsible person maintains the registers and records. Employees mainly receive the policy, quick rules, training, knowledge check and acknowledgement.
Do I need to print the documents?
No. Most items can be used digitally. A few employee-facing documents can also be printed if that suits the business.
Does this make my business EU AI Act compliant?
No. The kit provides practical governance and AI-literacy tools. It does not certify legal compliance or replace professional advice.
Can I customise the materials?
Editable Word and Excel materials are designed for internal customisation within the product licence.
Is this a subscription?
No. Release 1.0 is a one-time digital purchase. Checkout and digital delivery are handled through Etsy.
How do I receive the files?
After purchase, Etsy provides access to the digital download associated with your order. The kit is supplied as one organised ZIP package containing the included Word, PDF and Excel files.
Give your team clearer AI rules — and give your business a simple way to manage them.
A practical digital system by Aegean Template Co — an Aegean Astraea brand.