HR & AI seeing the future of write-ups

HR & AI: Seeing the Future of Write-Ups

HR policy and procedures just became a lot easier. I remember the time-consuming work it took to create documents and forms that managers could use to professionally interact with employees while staying within the bounds of the law. It wasn’t always simple—getting the tone right, including the necessary details, and making sure it all aligned with legal standards took effort.

Just today, someone who works for a small company asked me for help with an employee write-up. They needed a template for addressing poor performance that could lead to termination. Naturally, I suggested using ChatGPT. Why? Instead of drafting the document from scratch, AI can assist by asking key questions that help shape the write-up, ensuring that it’s professional, thorough, and legally sound.

I proposed the following prompt to get started:
"I need to create a template for an employee write-up for poor performance that may lead to termination. What questions do you have of me before you write this?"

Here's how ChatGPT responded:

1. Tone & Approach: How formal or informal should the tone be? Do you prefer a direct tone, or would you like it softened with empathy?

2. Policy Details: Do you have specific company policies or procedures that need to be referenced? Should the template include a final warning or a probation period before termination?

3. Examples of Poor Performance: Are there specific performance issues you’d like to highlight in the template (e.g., missed deadlines, failure to meet quotas, lack of communication)?

4. Employee Improvement: Should the write-up outline a performance improvement plan (PIP) with measurable goals and deadlines, or is this a last warning?

5. Supervisor’s Role: How would you like the supervisor to be involved? Should they meet with the employee to discuss the issue or merely document the write-up?

6. Consequences: Should the template clearly state that failure to improve may result in termination, or do you prefer a less explicit approach?

7. Sign-Off: Would you like space for employee and manager signatures, or any other acknowledgment of the discussion?

After answering these questions, ChatGPT provided a comprehensive template for the write-up—professional, tailored, and ready to use.

Why This Process is a Game Changer

The result was pretty impressive. For small businesses, where HR resources may be limited, AI like ChatGPT can help generate well-structured documents with ease. It offers a starting point that is adaptable to the company’s needs, ensuring consistency in how performance issues are handled.

Of course, this isn't the whole picture. There are state and federal laws that anyone handling HR must be familiar with, especially around employee rights and termination procedures. But using AI to draft the basics gets managers in the right mindset and gives them something concrete to move forward with. Instead of worrying about formatting or missing key details, they can focus on the more nuanced aspects of the conversation—like communication and employee development.

AI’s Role in Evolving HR Practices

With tools like ChatGPT, HR procedures no longer have to be manual or tedious. Managers can get instant assistance in drafting documents like performance reviews, write-ups, and even improvement plans. As AI continues to evolve, it's likely that HR processes will only become more streamlined, empowering managers to handle sensitive situations professionally and legally.

In a world where efficiency matters, especially for small businesses, using AI to handle these tasks is not just smart—it’s transformative.

Contact us at BizCoachTN for help in transforming your life and business.