ChatGPT for HR: The Complete Guide for Forward-Thinking HR
- CEO at DeckLinks, Speaker, Podcast Host
- Published on June 6, 2023
- Updated on August 29, 2024
Table of Contents
Could ChatGPT really transform HR? According to a recent study by Society for Human Resource Management (SHRM), “65 percent of HR leaders expect AI to have a positive impact on the HR function over the next two years”. HR teams face immense pressure to deliver exceptional employee experiences on limited budgets and resources. Could ChatGPT for HR be the solution?
ChatGPT by OpenAI is not just another piece of AI technology. It is truly a game-changer for HR professionals! And this article? It’s the guide you need, the step-by-step ChatGPT guide that shows you how to unlock the power of ChatGPT for HR.
You’ll learn key use cases, implementation tips, limitations to be aware of, and much more. If you’re skeptical this AI is ready for HR primetime, this guide will help you reconsider.
How to Enable ChatGPT Plugins to Automate Repetitive Tasks
If you’re looking to truly tap into the potential of ChatGPT for human resources and this guide, you’re going to need access to the ChatGPT Plugin Store. Now, that’s only possible with ChatGPT Plus – which yes, is a paid subscription.
But trust me when I tell you that subscribing for ChatGPT Plus is a smart move. It’s incredibly affordable for an HR department of any size and it opens the door to the latest and greatest GPT model, something you just won’t find in the free version of Chat GPT. But that’s not all. ChatGPT Plus also allows HR professionals to access and process data straight from the Internet. The free version, it’s a little more limited, it has to work with the data set that was used to train the GPT language model. Also, ChatGPT’s output generated on a free ChatGPT version won’t be as detailed compared to ChatGPT Plus.
Once you’ve got your ChatGPT Plus subscription sorted, head over to the main menu by clicking on your name in the bottom left corner and then to “Settings”.
When the “Settings” pop up shows up, move over to the “Beta features” tab and toggle “Plugins”.
This is your gateway to the world of plugins from the ChatGPT Plugins store. The best part? Every single plugin available right now is absolutely free! Installing a ChatGPT plugin is a breeze too. Simply identify the one you want, hit “Install” and you’re set.
If there’s a particular ChatGPT plugin you want to use, you can activate it by heading over to the GPT-4 tab and in the dropdown, selecting “Plugins”.
Once that’s done, you’ll notice another dropdown right under the GPT-3.5 and GPT-4 tabs. While there’s no limit to the number of plugins you can install, you can only have 3 plugins active at a given time.
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1. Use ChatGPT for Resume Screening.
So, let’s talk about using Chat GPT for something specific, like Resume Screening. Most HR professionals will agree that it’s a necessary but arduous task in the hiring process. Often, it feels like looking for a needle in a haystack. On average, HR professionals on average spend about 20 hours screening resumes for a single hire. But with Chat GPT, your HR department can cut down the resume screening time significantly.
According to a poll by the Society for Human Resource Management (SHRM), 76 percent of the 411 respondents reported spending less than five minutes to review a single resume and decide if the applicant is a good fit for the job opening.
Here’s how Chat GPT can help your HR department:
- Automate repetitive tasks and preserve the valuable time of your HR department
- Revamp the resume screening process for increased efficiency and precision
- Swiftly weed out unqualified candidates
- Generate curated lists of candidates for HR teams that align with the job descriptions
Chat GPT employs NLP (Natural Language Processing) allowing it to understand and interpret human language. It’s a far cry from the traditional HR systems that used simple keyword matching, making it an ace at screening resumes.
But remember, every method has its limitations. There’s always the chance that candidates might try to game the system by echoing the job description in their resumes. But this will apply to most HR systems. One way to combat this is to ask ChatGPT to try to spot those types of resumes.
To leverage ChatGPT fully for resume screening and reduce the number of repetitive tasks to a minimum, you’ll need to install a ChatGPT Plugin called AskYourPDF.
If you’re on the free version of Chat GPT, you’ll need to manually feed resumes into Chat GPT. And you’ll also need to periodically provide Chat GPT with resume screening instructions since the free version doesn’t exactly have a great memory.
I’ve done my fair share of resume screening using the free version of Chat GPT, and it wasn’t the most efficient. So, I strongly recommend getting ChatGPT Plus to help you automate repetitive tasks. It’s quite the bargain and will save you plenty of time, not to mention it’ll give you superior results as you’ll be working with the latest GPT model which isn’t available on the free version.
To use Chat GPT for resume screening use the prompt below:
ChatGPT prompt for resume screening
“Help me identify the right candidates for {job position} position. Below are the job requirements for this position. I will be posting links to the candidate’s resumes in this chat. I want you to rate the candidates on a scale 1-10 if they are a good fit for the job and provide in-depth explanations and logic behind your ratings. Also, create a comparison table based on the key qualifications and responsibilities for this {position_name} position that will help me pick the best candidate for the job. Do you understand?
{Insert job description}.”
Now, Chat GPT currently doesn’t support file uploads, but that might change down the line. Once you’ve pasted the ChatGPT prompt alongside the job description, you’ll need to provide Chat GPT with URLs to the resumes in PDF format. Depending on the HR systems you’re using to collect applicants’ resumes, you might already have a list of URLs. Alternatively, you can generate PDF URLs by uploading them to a file-sharing site or using AskYourPDF’s own service (https://askyourpdf.com/upload) to generate unique PDF IDs that you can input into Chat GPT.
Here’s an example of a ChatGPT’s output when screening resumes for an ABM marketing position:
FYI the “doc_id: xxxx” that you see in the screenshots are links to PDF files that I’ve uploaded to https://askyourpdf.com/upload, you can use any other cloud provider to feed your PDF files to Chat GPT.
With ChatGPT, the resume screening process becomes a whole lot more manageable with a lot less repetitive tasks. Its capability to dissect and screen resumes, assess key qualifications, and rank candidates based on their relevance, drastically reduces the time spent on resume screening, making it a substantial asset to HR professionals and recruiters.
Showcase your brand.
Create company profiles with custom banners and info-packages tailored to different use cases.
Show your contact info easily accessible by employees or job candidates.
Add custom CTAs to drive employees or job candidates to your calendar, sign up form, etc.
Collect feedback from employees or job candidates. Feedback and reactions are not publicly visible.
Share any existing PDF presentations and documents.
4x HR Content Engagement
Captivate employees with video-narrated content and streamline HR operations. Use engagement analytics and drive action with custom CTAs. Learn more.
2. Use ChatGPT to Write a Job Posting.
Crafting job postings isn’t just about listing the responsibilities and requirements. It’s about selling the position. Hiring process is about selling the organization. Chat GPT can help you write compelling, engaging job postings that resonate with potential candidates. Let’s dive into how you can harness the power of Chat GPT for this very purpose.
Before applying for a job, 77% of job candidates would take into account the company's culture, and 56% job candidates believe a strong workplace culture is more significant than salary.
To start, copy paste the prompt below in the Chat GPT chat box and customize the prompt by typing the job position under {job_position} and inserting relevant information under {Insert company work environment, culture, and values}.
ChatGPT prompt to write a job posting
“Act as an HR Manager. Craft a comprehensive job description for the position of {position_name} that accurately describes the necessary duties and qualifications required for the position. Make sure to include the mandatory skills, the expected responsibilities, and other information that may be essential for a successful candidate to have before and on joining the company. Be sure to highlight the company’s work environment, culture, and values (listed down below). Also detailing the key qualifications such as education, experience, and certifications required for the role. Additionally, focus on presenting the various growth opportunities that the employee can expect throughout their professional journey.
{Insert company work environment, culture, and values}.”
Here’s an example of a ChatGPT’s output of a job posting for an ABM marketing position:
3. Analyze Employee Engagement Survey Results Using Chat GPT.
Now, when we talk about Employee Engagement Surveys, it’s a powerful tool for HR departments, right? It’s about hearing the voice of your employees, about understanding their sentiments. And as an organization, you need to not just listen, but truly understand what they’re saying.
Consider this scenario: You’ve sent out Employee Engagement Surveys, and you’ve got the responses back. It’s a huge pile of data – quantitative data, qualitative data, and these open-text responses which are full of invaluable insights. But here’s the challenge: it takes an enormous amount of time and effort to go through each and every response and analyze them properly.
The proportion of workers who are engaged compared to those who are actively disengaged in the U.S. has decreased from 2.1-to-1 in 2021 to 1.8-to-1 currently. This is the lowest it has been since 2013, almost ten years ago. In 2020, the ratio was 2.6-to-1. The highest ratio on record was 2.7-to-1 in 2019.
Chat GPT can help you unravel the treasure trove of insights and HR metrics that are hidden within your survey data, and it can do it quickly and efficiently.
To analyze Employee Engagement Survey results with Chat GPT efficiently, you will need to install AskYourPDF ChatGPT plugin. Feed the Employee Engagement Survey results the same way as described in the Chat GPT use case #1 (How to use Chat GPT for Resume Screening).
ChatGPT prompt to analyze employee engagement survey results
“Act as an HR manager. Analyze the results of the Employee Engagement Survey below. The survey was conducted online, and the participation rate was at least {input participation rate} for all teams. Using the results in the survey report, identify the top three areas where the company is doing well in terms of employee engagement and the three areas with the least employee engagement. Provide recommendations that can assist the organization in addressing the identified low-engagement areas. Also, develop an action plan to maintain the high-engagement areas. Consider inclusiveness, work-life balance, compensation packages, employee support, and other areas of employment that could have driven the results.
{Insert AskYourPDF doc IDs or URL links to Employee Engagement Surveys in PDF format}.”
Here’s an example of ChatGPT’s output when it was prompted to analyze Employee Engagement Survey Results:
And remember, it’s not just about finding out what’s wrong. It’s about finding out what’s working too. Which company policies are your employees appreciating? What aspects of the company culture are they really enjoying? With Chat GPT, you get these valuable insights delivered to you, neatly and efficiently.
4. Leverage ChatGPT to Reference HR Policies and Company Policies.
Understanding HR policies can sometimes feel like deciphering an alien language. It’s all rules, regulations, and fine print that can seem overwhelming.
Imagine an employee has company policies question regarding employee benefits, and instead of rifling through stacks of documents or manuals, you just ask Chat GPT. It sifts through all that company policies stuff and shoots back an answer that’s easy to understand.
This isn’t just about avoiding company policies slip-ups, either. It’s about making sure everyone on the team knows the rules of the game, so we’re all playing on the same field.
There’s no specific ChatGPT prompt to reference HR policies or company policies, all you need to do is simply enable AskYourPDF plugin, provide the URL or AskYourPDF doc ID containing the company policies in PDF format to Chat GPT, and ask any questions related to the HR policies.
Here’s an example of ChatGPT’s output when it was prompted to reference Google’s HR policies:
5. Write Interview Questions with Chat GPT.
You know, the bit where you’ve got to put together the “perfect” list of interview questions. Yeah, that one. It’s no joke!
You’re looking at a towering mountain of criteria to meet, skills to assess, and personalities to predict. And all this, while trying to maintain a conversation that’s as breezy and casual as a Sunday brunch chat. You’re like the world’s most unexpected tightrope walker, trying to balance the hard-hitting questions with a spoonful of sugar to make the whole thing less of an inquisition.
And then there’s the flip side – the daunting prospect of asking too few or too basic questions, causing your interviewee to wonder if they’re applying for a top-tier position or a spot on a pub trivia team.
Luckily, Chat GPT can make your life so much easier and help you write interview questions in no time.
ChatGPT prompt to write interview questions
“Act as a hiring manager for a {company type}. Make a list of the top 20 questions that you could ask while hiring an ABM marketer to ensure they are the right fit for the company. Your questions should be targeted to uncover the candidate’s knowledge, skills, experience, and work style. Additionally, make sure to ask how the candidate approaches building an efficient and effective ABM strategy for {product} focusing on the account selection, messaging, and attribution. Provide recommended answers to each question you propose to help ensure the candidate is well-prepared and well-reasoned in their responses. Avoid generic questions.”
Here’s an example of ChatGPT’s output when it was prompted to write interview questions:
Showcase your brand.
Create company profiles with custom banners and info-packages tailored to different use cases.
Show your contact info easily accessible by employees or job candidates.
Add custom CTAs to drive employees or job candidates to your calendar, sign up form, etc.
Collect feedback from employees or job candidates. Feedback and reactions are not publicly visible.
Share any existing PDF presentations and documents.
4x HR Content Engagement
Captivate employees with video-narrated content and streamline HR operations. Use engagement analytics and drive action with custom CTAs. Learn more.
6. Improve employee onboarding using ChatGPT.
Navigating the labyrinth of employee onboarding can often feel like a Herculean task. The countless forms, the barrage of information, the new faces and names to remember – it’s a whirlwind that can leave even the most seasoned HR professionals feeling lost at sea. ChatGPT can help you make this process less daunting and more navigable.
ChatGPT prompt to improve employee onboarding
“Develop an in-depth guide, in a table format, that provides step-by-step strategies for a Human Resources Manager at a [company type] company. This guide should detail how to create an effective onboarding program, with specific actions, timelines, and resources needed at each step. The program should be designed to ensure a smooth and quick adjustment for new hires, particularly those stepping into [role] roles. The guide should also include tips on how to measure the success of the onboarding process and make necessary adjustments for continuous improvement.”
Here’s an example of ChatGPT’s output when it was prompted to develop an onboarding program for a SaaS company:
7. Comply with labor laws using ChatGPT.
The sea of labor regulations is vast and ever-changing, and even the most experienced HR managers can find themselves lost amidst the waves of legal jargon and complex requirements. ChatGPT can serve as a beacon, helping HR managers to stay on course and ensure they’re meeting all necessary labor law obligations.
ChatGPT prompt to help HR managers comply with labor laws
“Compile a comprehensive and detailed list of reliable resources that an HR Manager, can use to stay up to date with the latest changes in labor laws and regulations in [company location]. These resources should be specifically geared towards helping the HR Manager ensure that their [company type] company, remains in compliance with all relevant laws and regulations.”
Here’s an example of ChatGPT’s output when it was prompted to compile a list of labor law resources for a specific region (to run this prompt you will need to install WebPilot ChatGPT Plugin):
8. Improve recruitment tactics with ChatGPT.
Recruitment is about finding the balance between the right talent and managing the sheer volume of applications. And it can be a very daunting task. It’s a journey filled with potential pitfalls, where a single misstep can lead to missed opportunities. ChatGPT can help you maintain this balance and make recruitment journey less treacherous.
ChatGPT prompt to improve recruitment tactics
“Develop a comprehensive and practical guide, filled with sequential instructions, for an HR Manager working in a [company type] company. This guide should focus on improving their recruitment tactics, effectively attracting top-notch [role], and refining the hiring procedure for maximum efficiency. The guide should be tailored to the nuances of the industry and the specific role of [role].”
Here’s an example of ChatGPT’s output when it was prompted to develop comprehensive recruitment tactics:
9. Create a Performance Improvement Plan (PIP) with ChatGPT.
Creating a Performance Improvement Plan (PIP) is no walk in the park. It’s a complex, high-stakes task that requires a deep understanding of an employee’s strengths and weaknesses, a clear vision of what improvement looks like, and a roadmap to get there. It’s about setting clear, achievable goals and providing the right support to help the employee reach them. It’s a delicate balancing act that can significantly impact an employee’s future with the company.
ChatGPT can help take some of the weight off HR professionals’ shoulders. It can assist in drafting clear, concise PIPs, and provide guidance on best practices.
ChatGPT prompt to create a Performance Improvement Plan (PIP)
“Create a comprehensive and detailed performance improvement plan that an HR Manager at a [company type] company can use to effectively assist underperforming employees in improving their work output and overall productivity in the [setting]. The plan should include actionable steps, measurable goals, and strategies for continuous feedback and improvement.”
Here’s an example of ChatGPT’s output when it was prompted to develop a comprehensive Performance Improvement Plan:
10. Manage internal HR programs using ChatGPT.
Managing internal HR programs is a task that demands a lot from those who undertake it. It’s about keeping the company gears well-oiled and running smoothly, ensuring that every employee feels valued, heard, and motivated to do their best. It’s a task that requires precision, a keen eye for detail, and a deep understanding of the human element at the heart of every organization. ChatGPT can help HR professionals easily navigate the complexities of managing internal programs.
ChatGPT prompt to manage internal HR programs
“Create a comprehensive checklist outlining the essential tasks and responsibilities that an HR Manager should follow to effectively manage and consistently update the [program] of a [company type] company. The ultimate goal should be maintaining its competitiveness and appeal to the [stakeholders]. The checklist should include actionable steps, key performance indicators, and strategies for continuous improvement.”
Here’s an example of ChatGPT’s output when it was prompted to develop a comprehensive checklist to manage an employee benefits program as an HR manager:
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Chat GPT Best Practices
First up, you’ve got to be clear and specific in your prompts. Let’s say you’re looking to evaluate a set of survey responses or you want ChatGPT to draft an onboarding email. Be clear about what you need – lay out the details like you would for a trusted team member. Ambiguity is the enemy of efficiency, and ChatGPT is no exception to that rule.
I also highly recommend to disable “Chat History & Training” option when dealing with highly sensitive or personal information.
Next, we have to remember to keep our language natural and relatable. ChatGPT responds best to conversational language, so skip the corporate jargon. Whether you’re requesting policy explanations or designing employee surveys, approach the task as if you’re discussing it over coffee with a colleague.
Now, context. Just like in any good drama, context is crucial. When you’re asking ChatGPT to analyze performance reviews or generate job descriptions, make sure to provide enough background information. More context means more precise and useful responses.
To refer to a previous chat in ChatGPT, you can install the WebPilot ChatGPT plugin and copy the link of the desired chat. Paste the link into your current chat to have ChatGPT access the information.
And finally, HR professionals thrive on detail and nuance. So, when using ChatGPT, lean into open-ended questions that encourage more comprehensive answers. Think of it as a brainstorming session with your team – you’ll get much richer input by allowing room for explanation and exploration.
Remember, all AI tools are here to aid, not replace, human interaction in HR. It’s all about how you use it to enhance HR processes, and effectiveness and efficiency of HR operations. After all, HR teams goal is always to create an environment where every employee feels heard, respected, and valued. So let ChatGPT help you in making that a reality!
About the Author
Lidia Vijga is a seasoned professional with 10 years of first-hand experience in B2B sales and B2B marketing. She has a proven track record of driving growth for companies across various industries. Throughout her career, Lidia has led numerous successful sales campaigns and implemented innovative marketing strategies that have significantly increased revenue and reduced customer acquisition cost for her clients. Lidia regularly shares her insights and experiences on LinkedIn, webinars, and public speaking engagements. Lidia believes in the power of personal qualities such as kindness, empathy, and the willingness to understand others. She is committed to empowering client-facing teams with tools that enhance their talent instead of automating it, and she firmly believes that teams that show their human side grow companies much faster.
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