The EU AI Act: What it means for IT and digital workplace leaders

The EU AI Act became effective in 2024, and the first practical requirements started applying in early 2025. For many Swedish organisations, this is the regulation that will have the biggest impact on digital workplace planning.

Key points you need to know:

• AI systems will be classified by risk level.
  “High-risk” systems (e.g., tools used for recruitment, monitoring, or certain automation processes) will face stricter rules.
• Organisations must ensure AI literacy for staff who use or manage AI systems — meaning training, documentation, and clear processes.
• Transparency will be required when AI influences decisions that affect employees.

Why this matters for the digital workplace:

• Many workplace tools now include AI features (device health scoring, anomaly detection, automated remediation).
• IT teams will need to document how AI-driven insights are used and ensure fairness, privacy, and proper oversight.
• Digital workplace platforms like DEX solutions must be assessed not only for technical benefits, but for compliance readiness.

Stronger requirements on data privacy and employee monitoring

The EU continues to strengthen protection through GDPR updates, local guidance, and the AI Act.

What’s changing:

• More scrutiny on tools that collect employee data — like monitoring softwares, productivity analytics, or system telemetry.
• Organisations must clearly explain what data they gather, why they gather it, and how it is used.
• Automated decision-making (e.g., algorithmic service desk prioritisation, performance data, access control) must be transparent and contestable.

Impact on digital workplaces:

• IT teams using analytics tools must ensure data minimisation and fair use.
• Vendors need to provide strong privacy controls — making compliant, EU-based or EU-ready solutions more attractive.
• Change management will play a bigger role because organisations must inform employees clearly about how data is used.

Cybersecurity legislation: NIS2 raises the bar

The EU’s NIS2 Directive, which came into force in 2023, now places higher security and incident reporting requirements on many Swedish organisations, especially in public sector and critical industries.

For the digital workplace this means:

• Higher expectations for endpoint security, patching, and vulnerability management.
• Faster detection and reporting of cybersecurity incidents — with potential penalties for delays.
• A need for tools that provide real-time visibility into device health, application performance, and emerging risks.

DEX platforms, with their ability to detect anomalies early, support self-healing, and highlight vulnerabilities proactively, will play a growing role in meeting NIS2 requirements.

What organisations should focus on now

Here are the practical steps EU organisations can take to keep their digital workplace strategy aligned with new legislation:

1. Map your AI use - Understand what AI your organisation already uses — including embedded tools you might not think of as “AI.”

2. Strengthen governance around employee data - Create clear rules for how digital workplace data (device telemetry, experience scores, crash analytics) is collected, used, and stored.

2. Train your teams - Both IT and business staff will need easy-to-understand guidance on AI use, privacy, and responsible automation.

4. Choose partners who are compliance-ready

Vendors should:

• operate under EU rules
• offer transparency
• support security and data minimisation
• help you document compliance

5. Build compliance into your digital workplace roadmap

Regulations will keep evolving — designing with compliance in mind from the start saves time and reduces risk.

Turning regulation into opportunity

While new EU legislation adds complexity, it also pushes organisations toward more secure, transparent, and human‑centric digital workplaces. Companies that take a proactive approach will not only stay compliant but also build stronger digital foundations — boosting productivity, reducing risk, and increasing trust among employees and customers.  

Check out our webinar on How to build a more resilient, productive & future-ready digital environment.