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The Role of ChatGPT in HR Policy

If you haven’t checked out ChatGPT by OpenAI, you should. It’s an impressive bot that uses artificial intelligence (AI) to provide any and all information requested via the chat. At first glance this type of new resource seems so incredibly helpful (which it can be). Advantages include saving time, idea generation, cost-saving, and streamlined research to name a few. If you are thinking that your organization won’t need to get on the AI chat bandwagon, think again.

AI Chat Use Cases in Nonprofits


Offer information and resources: Provide information about programs and services offered by your nonprofit including how to access services, eligibility requirements, and application procedures. Or, provide information to your employees about HR related matters such as benefits, employee policies or payroll.


Engage with donors, and volunteers: Answer questions from donors and volunteers, including how to make a donation, how to get involved with your nonprofit, or how to apply to become a volunteer.


Conduct surveys and polls: Conduct surveys and polls to gather feedback from stakeholders, donors, volunteers and even employees. Or, use it to better understand employee and stakeholder needs and preferences to increase giving and/or engagement.


Provide education and training: Provide education and training on various topics related to your mission, such as health education, financial literacy, or job skills training.



Increase engagement with social media followers: Generate digital marketing content ideas, engage with social media followers, answer questions, and provide more information about the organization's mission and activities.


 

Exploring AI Chat Challenges and Opportunities


There are also some issues that come along with using AI chats. For one, ChatGPT doesn’t always provide accurate, trustworthy information. It also does not readily provide sources for the information it shares, nor does it necessarily provide the most recent data or research available. So like with most other things, ChatGPT isn’t able to replace the thoroughness and accuracy of having an actual human doing the work.


But as a resource that is now available to anyone with access to the internet, it brings to light many new issues o


rganizations have never had to address before:


  • Are employees allowed to use AI chat bots to complete work-related tasks?

  • If so, is there a limit to what can or cannot be discussed within the AI chat?

  • How will information be fact checked and cited?

  • If not, how will the organization monitor this new restriction?

  • What consequences need to be in place for employees who do not abide by the organization’s expectation?

 

Do You Have a Policy In Place?


The truth is, AI chats are already disrupting how businesses do work. Now that it’s in the picture, organizations are going to need to update their HR policies to include clear expectations and guidelines for employees. This will ensure that employees know exactly what AI chat bots can or cannot be used for.


Establishing a policy around the use of AI chats within the organization can seem like an overwhelming task given that it isn’t something organizations have had to address before. But like with drafting policy on any other topic, it’s important to make sure you do the following:



Before Drafting

Before drafting a policy, you’ll need to establish your organization’s position toward the use of AI chats within the workplace– are you for it? Against it? For it in some scenarios but against it in others? It’s important to figure out the boundaries you want to establish.


While Drafting

Once boundaries are determined, you’ll need to very clearly outline them in your policy. Your policy should include:

  • An outline of acceptable uses and prohibited uses

  • A notice about privacy and confidentiality

  • An outline of the disciplinary action(s) that will be taken if the policy is violated

  • An acknowledgement signature



After Drafting

After drafting a policy, it’s important to ensure that all employees are provided with a copy of the policy to review and sign. The policy should also be added to your organization’s employee handbook so that it can be easily accessed for reference.

 

If your organization hasn’t yet developed a policy surrounding the use of AI chat bots within the workplace and to complete job-related tasks, now is a good time to start. Reach out to Cause Capacity today for support establishing your organization’s guidelines and drafting an AI chat bot policy.



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