HR Guide To ChatGPT 2024: Automate Your Work & Hire The Best

The importance of Human Resources in the corporate world has increased in the past few years. The once-overlooked department now plays an important role in hiring talented candidates and retaining competent staff. However, as they say, "With great power comes great responsibilities." It is true for Human Resource Management professionals as well. But they need not worry about increased responsibilities. ChatGPT for HRs is here to assist them in their work.

In this article, we will discuss how ChatGPT for HRs can be a boon for professionals.

ChatGPT for Recruitment

The Human Resources department has the important job of hiring new candidates. In this section, we will learn about how ChatGPT can make the hiring process easier for them.

Developing Recruitment Strategy Guide

The professionals in the field of Human Resources know the importance of developing an accurate recruitment strategy. It ensures that the process goes smoothly and the right candidates are hired for the job role.

It can be done in the following manner with the help of this Artificial Intelligence-based chatbot, ChatGPT:

Keywords for Job Description

There are hundreds and thousands of job postings on job portals every day. The HRs have to ensure they list all the points and keywords in the job description so that the right candidates can apply. If the job description is not accurate, it would attract the wrong candidates. Consequently, the filtering process of these candidates would cost the company time and resources.

The following ChatGPT prompt can do the job:

"provide a list of keywords for the job position of a software engineer with a work experience of [enter the number of years] and [enter skillset]"

Searching the Candidate with Boolean Search Strings

Using a Boolean search string helps to give a better output. It is time-saving and provides accurate results.

For instance, you might want to find a candidate for a job position with a defined work experience and possessing particular skills.

A Boolean search query of a marketing manager, based in Mumbai, who has five years of work experience would look like this:

"marketing manager" AND "Mumbai" AND "five years of experience"

Create a Question Bank for the Interviews

Before conducting interviews with candidates, even HRs have to create a question bank. It would look unprofessional if the hiring manager is thinking common questions during the interview itself.

Experienced HRs already know the questions they want to ask instinctively. However, the young and new HRs need some external help to assist them with preparing interview questions.

They have to make sure the questions they are asking are relevant to the needs and demands of the company. The questions for somebody in the finance department would be different than questions for a content writing department.

Additionally, they also have to orient the questions according to the credentials of the candidate. A candidate might have written about being the captain of a sports team. In this way, if the company needs a team player for group projects, then questions have to be asked to elicit team working abilities.

A simple prompt like this can be used for ChatGPT:

"provide a list of 10 interview questions for a candidate for [enter position name]"

Even job seekers can use ChatGPT for the same function. They can create a question bank for possible interview questions.

Simplifying the Email Writing Process

As an HR you have to contact several candidates. For this, a lot of time is consumed writing emails. You can simplify these repetitive tasks with the help of ChatGPT.

ChatGPT uses the language model of Natural Language Processing capabilities (NLP) to write emails to match human-like responses.

We will discuss a few email types for which ChatGPT technology can be used by HRs.

Email Templates for Recruitment

The next step after shortlisting the resume of a candidate is to contact them, usually by mail.

They are required to update candidates during the recruitment process. At the same time, the candidates are also to be informed when they are rejected.

In this way, the job of an HR involves writing tons of emails. This process can be simplified with the help of ChatGPT.

Writing Candidate Outreach Copy

Apart from posting jobs on job portals, companies also send emails to engage passive candidates. In outreach emails, the companies try to reach the desirable candidates directly. The companies explain the job description and the benefits of joining.

These emails can easily be templatized and sent to hundreds and thousands of candidates at once. Here also ChatGPT can be used by HRs to make the process of sending emails easier.

Candidate Engagement

HRs also receive plenty of emails where aspiring candidates send application requests. So, instead of applying through job portals or the designated means, they find the email addresses of the HRs and send them emails.

A good HR reads the emails and tries to reply to these job seekers. Here, the HRs use pre-written responses and save time.

For instance, if a candidate was rejected for a job position, it is the responsibility of HR to send an empathetic response. The candidate can be told to come back after work on certain skills. Such responses create candidate engagement where they do not feel outright dejected. Rather, such emails increase the goodwill of the company.

Read how ChatGPT can be used for content creation: Key Uses Of ChatGPT For Content Writers & Copywriting In 2024

Candidate Assessment

The hiring managers can use ChatGPT to assess the candidates who have applied for a wide pool of positions.

Most times, the HRs use an automated Applicant Tracking System. It helps them in the initial stages of recruitment in which the HRs can filter the resumes of the candidates.

However, in the later stages of recruitment, such automated systems fail to provide much help to the hiring managers. It is because the process of filtering resumes involves objective parameters, such as education qualification, skillsets, work experience, etc.

On the other hand, the more advanced stages of recruitment assess the candidates thoroughly. Sometimes, it put the HRs in confusion when they have to conduct mass hiring. The HRs may also need to compare the strengths and weaknesses of multiple candidates who may be shortlisted for a job role.

Here, they can use ChatGPT to used to list the pros and cons of each candidate. It will help the hiring managers to determine which one is a suitable candidate and take informed decisions. See the example for reference:

ChatGPT as an Employee Support System

Another aspect of the job of an HR is to maintain positive employee-employer relationships. It is done through various activities. In this section, we will discuss some of the employee relation activities that the HRs are responsible for and how they can use ChatGPT for that.

Chat GPT for Onboarding New Employees

When new employees join a company, they undergo an onboarding process. In this process, the employees are introduced to different aspects of the company, such as:

The structure of the company: It includes different departments and their roles.
The company policies: It includes details of employee benefits, leave structure, salary dispersal dates, etc.
Mission and value statement: Here, the new employees are introduced to the value system of the company. For instance, company culture may include employee empowerment, encouraging social inclusion, promoting camaraderie among everyone, etc.

The HRs can use ChatGPT to automate a wide range of such tasks. They can create graphic documents or interesting videos to assist in the onboarding process of new employees.

For instance, on the first day of their jobs, the employees can be given a document, containing all the above details. This document can be framed and designed in ChatGPT.

Chat GPT for Employee Communication

HRs are the soul of an organization. Their jobs involve some of the most basic, yet crucial aspects of an organization - acting as a bridge between the management and the employee.

They have to ensure all the managerial decisions reach the employee. In the same manner, the employees should be able to raise their concerns easily.

ChatGPT for HRs is a powerful tool that can be of great help here. It can do it in two ways:

One, it can help in drafting and conveying new policy decisions taken by the management. So, if the management changes the appraisal policy, ChatGPT can be used for translating the main points into a document. This document, in return, can be shared with the employees.
Two, HRs can use this innovative technology to generate feedback forms and share them among the employees. This chatbot technology can also help in assessing the responses and creating an analytical study. It will provide the HRs with numerical data for feedback, which they can use to further improve employee engagement.

A bonus point:

Among the most interesting aspects of the job of an HR is organizing team-building activities and cultural events. However, an HR cannot use the same ideas every year. They have to come up with interesting activities for promoting team building spirit. ChatGPT can be used for generating ideas for organizing cultural/festive events.

Handling Administrative Tasks with ChatGPT

Now we come to another important duties of an HR - the administrative work. It includes looking after the payroll functions and other financial duties of an organization.

Some of the aspects of payroll functions include:

Verifying documents of the employees.
Generating payslips.
Attendance management.
Ensuring the accuracy of salary calculations.
Preparing the record of employees and undertaking performance management.
Maintaining and updating their insurance details.
Managing appraisal details.
Liasoning with the company's chartered accountant to manage its finances.

All these activities require high attention to detail and accuracy of data. ChatGPT comes with an automated system that can aid error-free payroll calculations and make data-driven decisions.

The AI-powered chatbot can also be used to answer quick employee queries related to their salaries. For instance, if an employee wants to know what would his salary be after the TDS deduction, then the chatbot can be used to do an instantaneous calculation.

Benefits of ChatGPT for HRs

Now that we are aware of the uses of ChatGPT for HRs, let us have a look at the benefits of ChatGPT for HRs. The top uses of ChatGPT for HRs are as follows:

1. ChatGPT automates the day-to-day activities and routine tasks. Thereby, it results in better output by saving time and effort. The HRs can focus on other important aspects of the job.

2. ChatGPT assists in simplifying the recruitment process. The HRs can design customized HR strategies and determine how they can be undertaken effectively.

3. ChatGPT can make the candidate experience more seamless. With a clear job description and HR interaction through well-worded emails, the potential candidates do not find it difficult to interact with the company. It results in better goodwill for the company.

4. It's cost-effective as it does not involve huge capital. ChatGPT is free, at least for some time.

In this article, we discussed how ChatGPT for HRs can be a valuable tool. It can simplify their work to a large extent. So, ChatGPT is for HRs what Unstop is for students.

To read more such interesting articles, stay tuned to Unstop.

Gurpreet Saini

Sr. Associate Content Writer

An avid reader and an ambitious traveller, I like to curate stories. The instinctive desire to explore the unchartered territories of the unknown and unseen inspires me to find wonder in the cosmos. I find solace in the embrace of nature, and hope to create an environment of peace wherever I go.

Updated On: 27 Oct'23, 11:42 AM IST