Navigating AI Driven Employee HR Inquiries

The Rise of AI as an Employee Advocate

The adoption of artificial intelligence (AI) is rapidly expanding, particularly within the manufacturing sector where it helps streamline processes and boost productivity. Beyond the factory floor, however, a new trend is emerging. AI large language models (LLMs) like ChatGPT are becoming a tool for employees to communicate with various departments, including Human Resources. This presents a unique set of challenges for employers. In a similar way that people use "WebMD" to self-diagnose health conditions, employees are now leveraging AI tools to serve as their advocates in workplace matters, creating a new dynamic for HR professionals to manage.

New Responsibilities for Human Resources

HR professionals handle critical and sensitive workforce issues daily, from managing employee leaves of absence and maintaining personnel files to ensuring wage and hour law compliance. They must now be increasingly vigilant, as employees may use ChatGPT or other LLMs to draft communications on their behalf. HR teams should prepare for this and carefully consider how to respond when employees use AI to discuss complex legal topics they may not fully understand, or even to formally assert legal claims. A proactive approach is essential to navigate these AI-assisted interactions effectively.

Countering AI-Generated Inaccuracies

Employers need to remember that the output from any AI tool, including ChatGPT, is entirely dependent on the data it was trained on. This means its ability to provide accurate and unbiased information is inherently limited. An employee might use an LLM to craft an email about their leave entitlements, but the information generated by the AI could be incorrect or not applicable to their specific situation or company policy. In these instances, HR professionals must meticulously review such communications. The goal should be to engage the employee in a constructive dialogue, clarify the correct legal requirements and company policies, and educate them where they may be relying on faulty AI-generated information.

The Importance of Clear AI Workplace Policies

When these situations arise, employers should consider it an opportunity to remind employees of the company's official policies regarding the acceptable use of AI tools in the workplace and the potential risks involved in relying on them for important matters. As the use of ChatGPT and other AI technologies continues to grow, it is crucial for employers to develop strategies for monitoring and addressing employee use of these tools. This ensures compliance with all applicable laws and internal policies while simultaneously helping to build stronger, more transparent employee relations.

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