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Switching AI tools: preparing your team to keep working
Short answer
After a change of AI tool the team does not need a course from scratch. Describing the task, choosing sources and judging the answer carry over. Practice covers what changed: access to files, account features and how materials are passed in. At Syntalith team training costs from €1,150 net a day. With 15 people each saving 1 hour a week, it pays back in 0.6 months after licence costs.
- net per day of closed training for the team
- from €1,150
- people in one training group
- up to 15
- after this time, we measure the effect on the same tasks
- 30 days
We belong to the OpenAI and Anthropic partner programmes and learn through their official courses. What this means ↓
Author: Syntalith · 3 min read
Statistics
Changing AI tools: statistics 2026
0.6 mo.
payback of a €1,150 training at 15 people saving 1 hour a week each: €2,267 of time regained, €335 of licences a month. Scenario.
40%
According to a study published in Science (2023), ChatGPT cut the time 453 professionals spent on writing tasks by 40%.
Source: Noy and Zhang, Science (2023) ↗
15.1%
According to Eurostat (2025), 15.1% of people aged 16 to 74 in the EU used generative AI tools for work.
59%
According to Microsoft's Work Trend Index (2024), 59% of leaders worry about quantifying the productivity gains of AI.
Source: Microsoft and LinkedIn, Work Trend Index 2024 (2024) ↗
32.7%
According to Eurostat (2025), 32.7% of people aged 16 to 74 in the EU used generative AI tools in the previous 3 months.
Figures checked: 22 October 2026
The same prompt, no document
An employee used to prepare a summary from a document linked in the previous tool. In the new one they paste the same prompt, but the document is not available, and they get a general answer. In the workshop they practise spotting this gap, supplying the material and judging the result.
An old prompt may point to a folder or a feature the new application does not have. Participants rewrite the instruction so that it works in the new environment. Moving from a chat in ChatGPT to ChatGPT Work can mean working on a task with files and connected apps, and Claude Cowork covers a similar area of work with documents.
- 01Taskswhat the team has done with AI so far
- 02Comparisonfile access and features in the new tool
- 03Instructionsold prompts rewritten for the new environment
- 04Triala familiar task on new material
- 05Assessmentthe manager checks the result and the help needed
- Understanding the reader's question
- Choosing the right documents
- Telling findings from guesses
- Checking the basis of a conclusion
What it costs and when it pays back
- Time saved
- 15 people × 1 h a week × 4.33 = 65.0 h
- Value of that time
- €2,267
- Licences
- $375 (€335)
- Left after licences
- €1,932 a month
Payback of a €1,150 training
0.6 months
The hours saved are the scenario's assumption, which we check by timing the tasks before the training and after 30 days. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat. ChatGPT Business licences at $25 per person a month, at the ECB rate of 1.1205 USD per euro on 22 October 2026.
We measure the hours in the scenario before the training and after 30 days, on the same team tasks. If after a month checking AI texts takes as long as writing from scratch, we change the exercises or the scope of the tool.
According to Microsoft's Work Trend Index (2024), 59% of leaders worry about quantifying the productivity gains of AI. After a change of tool it pays to measure which tasks came back to work with AI. After 30 days we count how many tasks done before the change came back to the new tool, and how many needed help from the trainer or IT. The tasks that did not come back show where the instructions need fixing.
When a transition workshop makes sense
A transition workshop makes sense when you know which tasks stalled after the change. If employees stopped using AI and nobody knows why, start with the article on low AI use after buying licences. When a development team changes its tools, for example to Codex, the change covers work in the repository and reviewing code changes, and we cover that scope in the AI-native course.
Only the interface changed
short instructions from IT
no training
File access and features changed
a transition workshop on the team's tasks
from €1,150 a day
A development team changes its coding agent
AI-native course
priced after a call
Where to start
With IT, the person responsible for development and the manager, we choose the tasks done with AI so far. IT explains access, and the process owner names the sources needed. We run the workshop as part of team training. For the free analysis, a description of one task the team does every week and of the tools it uses is enough. You get the written training programme within 2 working days.
Worked example · Scenario
How we count the payback: a team after a tool change
We run the same count for your team in the free analysis.
€5,817
a month for answering 2,000 customer emails
Payback: 0.6 mo.
5 minutes to read an email and write a reply and checking in 15% of the old time are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. Model cost: Claude Sonnet 5.5, about 3,000 + 600 tokens per message with a draft reply, at the ECB rate of 1.1205 USD per euro on 22 October 2026.
See the full calculation →
