HR and AI: Enhancing workplace efficiency

The use of Artificial Intelligence bots is gaining popularity, with OpenAI's ChatGPT one of the most well-known.

HR leaders are increasingly exploring the possible applications of AI bots in their profession, which could save an immense amount of time.

Administrative tasks seem to be the best use for AI right now. It has the capability to develop first drafts of employee-facing elements, such as handbooks and job descriptions, and it may also be useful for many recruiting functions. However, there are a few crucial factors to keep in mind when using AI bots in HR.

Set guidelines

When new technology has the potential to impact every role within a company, it is important to plan and set guidelines on its use. In fact, some employees may have already discovered the tool and started using it without first consulting with their manager. Discussing how the organization plans to use AI bots is important to avoid any potential issues and share best practices.

The policies a company decides to implement surrounding AI bots depends on the industry and the type of work. HR departments may develop policies around AI-generated content for specific administrative tasks. These policies could also entail discouraging the use of AI bots for personal communications, whether internal or external. It is always important to establish guidelines and set policies when any new tool is introduced to the company. This includes when and how it can be used and the review process when using AI.

Enhance productivity

Technology continues to reinvent the HR profession and the use of AI bots is no different. When used properly, HR departments may see an uptick in efficiencies and the ability to focus more on the people strategy that gets bogged down at times with administrative tasks.

However, keep in mind that as eloquent and conversational as AI bots can be, they are not a replacement for human reasoning and nuance. Transitioning to new technologies should not be taken on for productivity's sake alone, but it should be a thoughtful decision.

For example, AI bots can help with employee retention. Through the use of AI, HR departments can reach out to employees with regular surveys and check-ins to gather feedback. Even if they are simple check-ins where employees are providing feedback, it improves employee engagement and retention because they feel heard. This is also where strategy comes into play.

If a company solicits employee feedback, they must be prepared to review and act upon it for it be impactful. Otherwise, it could do more harm than good.

When used for tasks such as job descriptions and handbooks, AI bots may be a timesaver. Time savings for simple, yet non-automated elements, can allow for the HR department to concentrate on the relationships and strategic planning needed to keep a healthy organization. AI-generated content should still be reviewed by the HR professionals in charge of them, though.

Preserve the personal touch

AI cannot be used for every element of HR, nor is it appropriate in every situation. Highly sensitive matters should be handled with the utmost discretion and with a personal touch. An AI bot does not have the human touch needed for these more delicate situations, such as layoffs, terminations or the loss of a co-worker. The use of AI bots in these situations opens the company up to increased scrutiny by employees and the general public.

An AI bot can be a great tool to help develop a first draft of specific celebratory employee communications, such as a job offer or promotion. Once developed, it is important for a member of the HR team to review and personalize the message to give it the human touch required.

With a thoughtful policy and plan, HR departments can easily navigate the when and how AI bots are used. When applied appropriately to enhance efficiencies, HR teams are less likely to get bogged down in administration.

• Bob McIntyre is a director of service operations with Insperity, a leading provider of human resources offering the most comprehensive suite of scalable HR solutions available in the marketplace. For more information about Insperity, call (800) 465-3800 or visit www.insperity.com.