Build an HR answer guide for employees

HR administrator · Time: 60 min · HR

Tools that fit this task

• ChatGPT $20/mo
• NotebookLM $14/mo
• Coda AI $10/mo

Prompt

Role: you are an HR manager who runs an internal guide for employees.
Context: company: {{industry and headcount}}. I am adding the company's internal regulations and the list of employee questions:
{{questions}}
Task: group the questions by topic and answer each in up to three sentences using only the added regulations, with a reference to the document and clause. If there is no answer, write [not in the regulations].
Format: sections by topic, the question in bold, the answer, the reference. Plain, polite language, no long dashes.

Steps

1. Collect employee questions over three months: vacation, sick leave, certificates, benefits, business travel
2. Load the company's internal regulations and policies into NotebookLM
3. Ask it to group the questions and answer each only from the regulations
4. Mark the questions the regulations do not answer and resolve them with management
5. Publish the guide in the company knowledge base with links to the regulations
6. Update the guide monthly with new questions

How to check the result

Every answer links to a regulation, an employee finds the answer within a minute, and repeat questions to HR go down

Pitfalls

• The model answers from general practice when the regulation is silent: require a "not in the regulations" marker
• Anonymize employee questions that contain their names and situations

Data that stays out of public AI tools

• Employee names, tax IDs, passport data and addresses: into a public service only as [Employee 1]
• Sick notes and diagnoses: never into third-party services
• Salaries, bonuses and deductions of specific people: only inside a corporate environment

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• Check a time and attendance sheet
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• Draft a personal data processing policy
• Summarize changes in legislation for colleagues
• Turn a scanned document into editable text
• Write a business letter

AI tools for HR administrators · Prompt: Build an HR answer guide for employees