What’s AI Got to Do With HR?
And Why Your Employee Handbook Needs an AI Policy
While working in HR across diverse organizations, including Fortune 500s, nonprofits, local government, and small businesses, no matter where I worked, I spent around 30-50% of my time on repetitive HR- administrative tasks.
If there's a way to streamline administrative tasks using Artificial Intelligence (AI) so HR folks can focus more on employee experience, conflict navigation, etc., I'm here for it!
Having used AI to help generate interview questions, write emails, and create templates, here’s what I’ve learned so far about using AI to streamline HR administrative tasks.
AI generates ideas but doesn’t replace critical thinking.
Need help with writing a job description? Want ideas for having a difficult workplace discussion? AI can help you with identifying a framework and getting started, but just like with frameworks and templates you find on the internet, be careful about adapting the framework or template exactly as-is. AI-generated templates need your critical thinking and expertise.
For example, I recently pulled a job description using ChatGPT. It was a great generic template and helpful with getting started, but it was missing key components of a good job description, such as the organization’s EEO statement, background check and drug testing requirements, an estimate of the % of time the employee will spend traveling, how to request an accommodation, and the list of missing elements goes on. Yes, the template helped me get started, but no, it didn’t replace the need to think critically or my expertise about how to write an accurate, realistic job description.
AI gives quick information, but it’s not always accurate.
Just like with information you find on the internet, AI can be wrong! I know, shockingly obvious. If you receive data or statistics using AI, be sure to verify…
Is the data accurate, considering the source data?
Is the data from a trusted source you have verified?
AI supplements your communication but doesn’t replace human connection.
I think of AI for communication like a calculator or spreadsheet for mathematical calculations. The calculator and spreadsheet help you crunch the data, but you still need to apply it to your specific circumstances, situation, and the people involved. This often requires developing a relationship through your communications by adding a personal touch - something AI doesn’t do well yet, in my opinion.
AI helps you generate communication templates, but if you want it to sound like a warm human and have your communications tailored to your specific circumstances, you’ll still need to spend time modifying, interpreting, and editing what AI generates for you.
AI is inherently biased (it was created by humans!)
No matter what AI tool is used, employers must ensure equity, anti-bias, and anti-discrimination. The EEOC has issued important guidance on AI and anti-discrimination requirements. Employers must analyze the AI tool itself and how it is being used to ensure there is no adverse impact on applicants and employees. The EEOC also recently settled its first AI-related discrimination case.
Using AI incorrectly and not being aware of how it may contribute to disparate impact (aka illegal discrimination) should be at the forefront of employer communications, internal controls, and training. Interrupting bias training is a good place for any organization to start.
AI helps save time on HR administrative tasks.
Here are ways I’m seeing HR and operations/administration departments leverage AI for efficiency…
Automating candidate sourcing, recruitment tasks, and applicant communications (remember a personal touch is still needed in relationship-based recruiting though, which is the most effective way to recruit.)
Predictive analytics needed for workforce planning (we still need to be able to interpret and implement decisions based on the specific data and goals though, i.e. turnover, retention goals, work demand, etc.)
Creating and ideating interview questions, performance evaluation verbiage, and training outlines.
Notetaking and synthesizing large amounts of information.
Keep in mind confidentiality and information security. Unless your organization is paying for an AI resource and you have assurance from that AI company that the data is private and secure, as stated in their written contractual obligations to your organization, employees should not share confidential information with AI tools.
Your handbook needs an AI policy. Here’s what to include in your AI policy.
Employees are actively using AI, whether your organization has a policy or not. For this reason, having a policy in your employee handbook is critical.
At a minimum, the AI employee handbook policy should cover…
Which AI software is authorized for work purposes
How to seek approval for using an AI tool before using the AI tool
Prohibition on disclosure of confidential information, unless it is an employer-sponsored AI tool where a business agreement exists (and the AI company gives the employer written assurance of confidentiality in its written terms/signed agreement.)
😊Lastly, AI did NOT write this article.
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