PeopleSpheres A year after ChatGPT burst into our space, Glassdoor reported the usage of AI by professionals in the workplace doubled. A little later, Microsoft reported that 70% of employees were comfortable using AI-based tools for admin tasks.
No wonder:
Employees get more time for meaningful face-to-face interactions and innovative decisions by delegating technical and monotonous duties to generative AI. Work efficiency grows, and organizations save money and meet their goals.
What about AI in HR? How can AI tools help them with work tasks? More importantly, how can you integrate generative AI in HR departments and navigate AI-generated content there so that it does more good than harm?
Keep reading to learn more.
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What is AI in HR?
Artificial intelligence (AI) is a term to define a machine’s ability to predict, decide, recommend, and perform tasks like a human. AI has different types, each with various algorithms and purposes:
- Generative AI creates texts, images, videos, and other content.
- Conversational AI supports employees (answers HR questions, offers learning recommendations, guides through benefits enrollment, etc.).
- NLP (natural language processing) interprets written and spoken languages. It can help HR analyze surveys, performance reviews, and interview manuscripts. Also, it can interpret sentiments in employee feedback so HR representatives see what workplace concerns to address.
- Automation AI assists with repetitive administrative tasks (compliance tracking, resume screening, payroll processing, etc.) HR teams can use it to reduce the risk of human error, thus improving their accuracy and efficiency.
- AI agents are autonomous systems that can perform HR tasks with minimal human intervention (guide new hires, monitor performance, schedule training, or suggest career developments).
ChatGPT, for example, is a generative AI tool using massive datasets to create new content. HR specialists often use it or those like it to write candidate outreach, generate job descriptions, draft policy documents and contracts, create training materials, assist with workforce planning, etc. On the other hand, they also address AI tools like a ChatGPT detector to see if candidates don’t over-rely on AI for resume building or cover letter creation.
Generative AI helps HR professionals navigate four areas in their work:
First and foremost, it’s content creation for all the stages of the employee life cycle: job descriptions based on skill profiles, personalized emails to candidates, HR policies, and training content.
Then, it’s the work with data. AI helps extract and summarize key insights like salary data, performance ratings, etc.
Also, HRs use generative AI in communication. Chatbots work to increase employee engagement, boost growth, and improve experience.
Finally, AI-based software assists HR specialists with compiling data from massive datasets to analyze it for organizational planning, such as retaining the best professionals by pinpointing skill gaps and identifying high-potential workers.
For example, it can determine the probability of attrition rates, pinpoint employee skill gaps, or identify high-potential workers.
Is AI (actually) intelligent?
When ChatGPT first appeared in public in November 2022, the world’s reaction was, to say the least, wow. Specialists and influencers in different niches and average users called it “pure magic” for its ability to generate convincing imitations of human writing.
“Imitations” is the keyword here.
As Gary N. Smith, professor of Economics and specialist in limitations of AI, says, we should take the “I” letter out of AI: It’s not intelligent, cognitive, or aware. While its conversation reminds a human, AI doesn’t understand what it’s “saying.”
Trained on massive text databases, generative AI doesn’t know word meanings; it just takes the statistical patterns from those databases to predict likely word sequences.
Let’s say you ask ChatGPT to compliment you. It will “say” something nice, but it won’t mean it as it’s incapable of perceptions or opinions. With that in mind, we shouldn’t use AI as a substitute for human judgment, especially if working in niches like HR where a human factor matters.
Speaking of AI in HR practices, we should also remember employment laws. They still apply when you address AI to assist with decisions and actions.
Enhancing Recruitment With AI Across Borders
AI isn’t just transforming routine HR tasks—it’s revolutionizing recruitment by enabling companies to source global talent worldwide. Tools like generative AI and NLP can analyze resumes, assess candidate fit, and even predict cultural alignment from global applicant pools. This expands hiring horizons, allowing HR to build diverse, skilled teams while saving time on manual screening processes
Legal issues of working with AI in HR
More and more AI solutions enter the market, tools evolve, and many companies integrate them into the workplace. With that in mind, legislative and regulatory activities on using AI in hiring are rising.
Thus, Illinois, Maryland, and New York City in the USA already regulate the use of AI technology in workforce interactions.
As for now, the general rules are as follows:
- AI-based decisions on hiring and promoting employees must be free of discrimination.
- AI-based solutions for employee benefits must comply with ERISA (the Employee Retirement Income and Security Act).
- AI data analysis must comply with HIPAA (the Health Insurance Portability and Accountability Act) and other laws, such as, for example, the Health Information Technology for Economic and Clinical Health Act.
Plus, using AI doesn’t absolve a company of compliance obligations.
Upskilling HR Teams For Effective AI Integration
As AI technologies reshape HR practices, upskilling teams to integrate these tools effectively is crucial for staying competitive. HR professionals need to master AI’s capabilities—such as generating content, analyzing data, and automating tasks—while understanding its pitfalls, like misinterpretations or unintended biases.
Training programs can bridge this gap by teaching staff to evaluate AI outputs critically, ensuring they align with company goals and legal standards. Beyond technical skills, upskilling fosters confidence in using AI to enhance decision-making, from spotting talent trends to improving employee engagement.
It also prepares HR to address workforce concerns about AI, promoting transparency and trust. Given AI’s rapid evolution, continuous learning through workshops, certifications, and real-world simulations keeps teams adaptable and informed about emerging tools and regulations.
- Technical Proficiency: Learn to use AI for content creation, data analysis, and task automation.
- Critical Evaluation: Assess AI outputs for accuracy, relevance, and bias.
- Legal Awareness: Understand compliance with employment laws and data privacy.
- Employee Communication: Explain AI’s role to staff, addressing fears and building trust.
- Ongoing Education: Stay updated with regular training on new AI advancements.
AI in HR: Best practices
Given the above, how can HR specialists navigate AI content when working with employees?
AI tools aren’t perfect: They make mistakes, can provide false information, and often have problems with safety and confidentiality issues. Consider that when choosing and testing AI software for your HR needs, and consult your attorney when reviewing AI vendors.
Follow the best privacy practices and standards when exchanging information with AI tools. Also, ensure your AI products align with your business needs.
Implement an AI policy so employees understand how they should and shouldn’t use corresponding tools at work. Encourage colleagues to address those guidelines when addressing AI in HR practices:
- Recruitment (generate job postings, draft emails, customize screening questions)
- Onboarding (AI-powered chatbots can support new hires and answer questions on company policies, benefits, and other information.)
- Training (provide learning suggestions for employees, update training materials, create training simulations)
- Training” point: HR teams can also use AI to create, manage, and host interactive platforms, ensuring employees have access to up-to-date resources tailored to their roles
- Employee engagement (AI can help you brainstorm survey questions for employees and handle routine queries regarding company information, saving you time to spend on face-to-face interactions.)
- Policies and documentation (Why not use generative AI to create and update your company policies and documents?). There are several discounts and rewards being incentivized for employees to stay engaged and streamline benefits management, all made more efficient with AI-driven tools.”
Always fact-check AI-generated content and monitor AI use for discriminative and other unlawful practices.
Develop an AI strategy for your organization:
Explain to employees why you use AI, what you want to accomplish with it, and how you’ll measure success. Be transparent with your views and intentions about AI: Some employees may have negative feelings about it, so ask for their feedback when developing and implementing AI practices. Explain how AI can change their work and appreciate their thoughts and arguments for or against it.
Motivate employees to share feedback on what’s working and not working for them in AI. It may happen that your AI strategies or the conversion from AI-generated content are worth reviewing and improving.
Last but not least:
AI technology advances fast. So, plan for monitoring and continued education: Employees will need regular training for productive and efficient work with new AI models. Also, monitor federal and state laws on the topic.
Long story short
Generative AI learns fast and gets smarter, actively integrating into the workplace. Incorporate AI tools and software into your HR practices today to reduce employee workload and help them spend time on more creative and innovative tasks.
AI can’t replace human expertise. It can be a helpful hand and a productivity tool for you and your HR team.
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