Prepare for a labor inspection

HR administrator · Time: 90 min · Legal

Tools that fit this task

• ChatGPT $20/mo
• Claude $20/mo
• NotebookLM $14/mo

Prompt

Role: you are an employment lawyer who prepares companies for labor inspections.
Context: company: {{headcount, type of business}}, jurisdiction {{country}}. I am adding the current rules and the list of inspection points.
Task: build a checklist of documents and actions from the added rules, split it by risk (critical, medium, low) and give the provision for each item. Add nothing from memory without a [VERIFY] marker.
Format: a table "document or action, provision, risk, our status [I fill this in]", then a ten-point brief for management. No long dashes.

Steps

1. Load into NotebookLM the current rules on labor inspections and the list of points the labor inspectorate checks
2. Get a checklist of documents: employment contracts, orders, timesheets, vacation schedules, safety briefings
3. Go through your documents with the checklist and mark the gaps
4. Ask the assistant to prioritize the gaps by the size of possible fines
5. Fix the critical gaps and assign someone to meet the inspector
6. Prepare a folder of documents and a brief for management on how to act during the inspection

How to check the result

All critical checklist items are closed, the documents are collected in one folder, and management knows its rights during the inspection

Pitfalls

• Fine amounts change with the minimum wage: check the amount for the current year
• The document list depends on the type of business and headcount: adjust it to your company

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

Other tasks for HR administrators

• Draft an HR order
• Draft an internal company order
• Build an annual vacation schedule
• Check a time and attendance sheet
• Write a formal role description
• Build an HR answer guide for employees
• 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: Prepare for a labor inspection