How HR leaders can get started with ChatGPT

ChatGPT is fast becoming the workplace collaborator you never knew you needed. Get experimenting with the AI chatbot today using these top tips.

Available 24/7 to answer questions, generate content and analyse information, the generative AI chatbot is proving to be an indispensable tool for employees-and companies-worldwide. In fact, 80% of Fortune 500 companies have a registered ChatGPT account.

With an enterprise version of the app launched in August 2023, creators OpenAI have enhanced the AI assistant to meet the needs of large businesses and organisations, offering particularly valuable features in an enterprise setting. Early users include Block, Canva, Estée Lauder, PwC, and Zapier.

"Businesses are redefining how they operate and are using ChatGPT to craft clearer communications, accelerate coding tasks, rapidly explore answers to complex business questions, assist with creative work, and much more," report OpenAI.

The latest version-GPT-4o-is even more appealing. It has addressed many of the early issues around information accuracy, data privacy, and security breaches. The app now has enterprise-grade security and privacy, making ChatGPT a far more secure and reliable tool for work environments. This is music to any HR leader's ears!

So, what can HR use ChatGPT for?

For HR leaders and their teams, ChatGPT's broad range of capabilities can significantly enhance HR operations. It streamlines processes and enhances communication, improves decision-making and boosts employee engagement. The virtual assistant is gaining a reputation for being a critical tool in modern HR management.

At its basic level, ChatGPT is a tool that can help HR write job descriptions, policies, applicant emails, feedback surveys, and company communications.

A great place for HR leaders to start is by asking the app to create a policy on using AI in the workplace, specifically highlighting best practices for employees using ChatGPT. Once it has generated its version of the policy, HR can then refine, tweak, and tailor it to their specific organisation.

With GPT-4o, HR can more easily analyse and interpret larger datasets. AI can be usedto gain insights from employee surveys, performance data, and other HR metrics, helping in strategic decision-making and identifying trends.

ChatGPT goes multimodal

Another new enhancement is ChatGPT's ability to understand text, audio, image, and video and output any combination of these modes as well. It can cope with background noise and multiple voices and even detect human emotion and alter responses based on that.

HR leaders could upload candidate interview videos, and ChatGPT will provide summaries, identify key skills and competencies demonstrated, and highlight relevant parts of the interview for others to review.

Visual aids to outline development plans, training progress, and skill gaps are other ways that ChatGPT's new multimodal capabilities can support HR. Asking the AI to generate infographics to communicate key messages to employees or create a visual representation of some key HR metrics can help bring data to life for key stakeholders within the company.

Tips for using ChatGPT effectively

Like any new software or app, you get out what you put in, which cannot apply more when it comes to ChatGPT. If HR takes the time to familiarise themselves with what ChatGPT can and can't do, they will have more success from the get-go.

Being specific and clear with instructions and providing background and context really does pay off. It's also wise to remember that despite the latest version's enhancements, no AI is ever 100% accurate, and all information generated by the app should be sense-checked and independently verified.

• Be specific: The more details you provide, the more tailored and useful the response will be.
• Use context: Mention the specific situation or context to get more relevant responses.
• Review and customise: Always review the generated content and customise it to fit your organisation's specific needs and tone.
• Ensure data privacy and confidentiality: Avoid sharing personally identifiable information (PII) or confidential employee data directly with ChatGPT. Use anonymised data or seek general advice without revealing sensitive details.
• Remember its limitations: Back up claims made by the app and verify sources of information. There are still instances of misinformation and inaccuracies, particularly as the app gets faster at churning out info.

Practice with prompts

The quickest way to become confident with using ChatGPT is to practice. However, it can be daunting when you first log onto ChatGPT and face the empty message bar that says "Message ChatGPT". The best way to experiment with the AI is by using prompts.

"There are numerous prompts available online to help HR leaders experiment and practice with ChatGPT," says Ben Eubanks, Chief Research Officer at Lighthouse Research & Advisory and author of Artificial Intelligence for HR. "Give yourself half an hour and I guarantee you will learn something, you will see something, and you will be excited about what this tech can do."

We have created a handy ChatGPT Cheat Sheet of quick prompts for HR leaders to help them get started with various tasks, from writing a job description to requesting an employee conflict resolution guide.

Quick wins and no barrier to experimenting

The best part about ChatGPT is that it's easily accessible and readily available for HR leaders to start experimenting with. There is no steep learning curve, and using prompts can automate repetitive and time-consuming tasks, freeing up HR leaders to focus on more strategic initiatives.

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