Artificial intelligence bots are becoming increasingly popular across the internet. One of the most well-known AI bots is OpenAI’s ChatGPT, which has caught the attention of many professionals, including human resources leaders who are exploring the potential applications of AI bots in their field.
HR leaders can leverage AI bots as a tool to generate first drafts of more-administrative employee components, including handbooks and job descriptions, and recruiting functions. However, there are several key factors to keep in mind when using AI bots in HR.
Optimize efficiencies. There are many tools that have made work more efficient for HR departments over the years. AI bots are another tool that can make the job easier. In the past several decades, technology has revolutionized our daily work lives many times over, and this is no different. The transition to new technologies involves a well-thought-out strategy, and it could mean some convincing for those employees who are accustomed to traditional ways of doing things.
While not common yet, AI bots can be used as an employee retention tool. This technology is a way for HR departments to conduct regular employee check-ins and gather feedback. This can improve employee engagement and retention by making employees feel more valued and heard. However, this isn’t a strategy without human oversight. No communication with employees should go unchecked and organizations should have a plan for how to act upon feedback for it to be truly successful.
AI bots can be used in many small ways to save time so HR leaders can focus on more-strategic planning for company growth or the tasks that require a human touch.
Develop a policy. AI bots have the potential to touch nearly every employee’s tasks. Some workers may begin to lighten their load by using AI bots without consulting their managers first. To avoid pitfalls and share best practices for improving efficiency, it is important for teams to discuss how they plan to use AI bots.
Policies on AI bots may differ depending on the industry and the type of work. Within HR, department heads may approve AI-generated content for administrative tasks but feel reluctant toward allowing AI support for personal communications, internally or externally. No matter the tool, it is imperative for companies to establish policies on how and when to use AI, such as when it can be used, how it should be edited and the review process.
Take the human approach. HR leaders need to consider when it is appropriate to use AI bots and when it is not. Highly sensitive or personal subject matter is best handled exclusively by a member of the HR team.
It is essential to avoid using AI bots for communications around sensitive subjects, such as layoffs, terminations or the loss of a co-worker. If the HR team uses AI bots to write these messages, it may become a disaster, as employees may feel hurt, angry and disrespected.
In times of celebration, such as a job offer or promotion, an AI bot can be a great tool to begin an outline of the message. However, the human touch is paramount since it can be easy to spot templates or the nonpersonal manner of AI.
Training is an area of HR where the human touch and AI can make great strides. AI can be used to personalize employee training and development programs. Through analyzing employee performance data and identifying knowledge gaps, AI algorithms can recommend training programs tailored to the specific needs of each employee. By doing this administrative function, the HR department can work strategically to improve the training to best serve the organization and the bottom line.
By carefully considering the use of AI bots, HR professionals can navigate this new technological territory with ease. New technology can be a valuable tool, but it should always be used wisely and with thoughtful consideration.
Eric Cormier is a manager of human resources services in Rhode Island for Texas-based Insperity Inc., which provides human resources and administrative services.
