Checklist: HR’s Blueprint for Writing Better AI Prompts

Artificial intelligence is disrupting practically every industry, and many HR pros are becoming more comfortable using generative AI (GenAI) in their work. Those who use it regularly understand a key tenet of this technology: that properly structuring your requests of GenAI tools, known as prompts, is crucial to getting the output you want.  Need more of a primer on using AI in your work? Check out the Using Artificial Intelligence for Employment Purposes Toolkit. 

1. Be specific: Provide clear, detailed instructions about what you need from GenAI. For example, include key details such as the tone, audience, or specific elements to emphasize. 

Example: Instead of, “Write a job description,” say, “Write a job description for an entry-level customer service representative that highlights customer interaction skills, problem-solving ability, and basic technical expertise.” 

2. Set the right tone: Specify the tone in your prompt to match your intended audience. For HR, this could range from formal and professional for policy drafts to friendly and motivational for internal team emails. 

Example: “Write an upbeat and empowering announcement for employees celebrating the company’s 5-year anniversary.”

3. Provide context: The more context you give, the better the output. Mention the purpose, target audience, and specific goals. 

Example: “Draft a paragraph describing the company benefits package for a recruitment brochure targeting young professionals in tech fields.”

4. Use step-by-step instructions: For complex tasks, break down the prompt into clear steps or parts to guide the AI. 

Example: “Draft an email with three distinct sections — an introduction explaining the purpose of the email, the main body explaining the new hybrid work policy, and a conclusion with a call to action for employees to sign up for an upcoming info session.”

It’s also important to take ethical and accuracy considerations into account. Below are additional steps to take to ensure work products created using GenAI are as high quality as possible.  

• Always review output: While artificial intelligence can save time, it’s crucial to review and fine-tune the results to ensure accuracy, relevance, and compliance with HR best practices. 
• Stay up-to-date on legal guidelines: Ensure that the output aligns with legal requirements, such as anti-discrimination laws relevant to hiring or performance evaluations. 
• Maintain transparency: If you’re using AI-generated content for employee communications, policies, or job descriptions, be transparent with stakeholders about its use. 
• Focus on ethical use: Use AI responsibly by avoiding bias, ensuring inclusivity, and prioritizing fair practices.