PAAF Role Card: HR Coordinators

Purpose: Equip HR Coordinators to safely and confidently use Ai to streamline onboarding, answer repetitive employee questions, and support internal documentation—while maintaining professionalism, empathy, and compliance with organizational values.

1. Familiarize

Objective: Recognize how Ai is already helping in HR tools and communication workflows.

Steps

• Identify where Ai appears in Confluence, employee portals, or onboarding pages.

• Try autocomplete or summaries in HR FAQs, policy documents, or templates.

• Explore the AI Touchpoint Map to locate Ai in your tools.

• Watch a short demo or play “Spot the Ai” using your own onboarding materials.

Pro Tips:

• Start with internal FAQs: “What are our remote work policies?”

• Look for Ai in team wikis, JSM request queues, or HR service portals.

Troubleshooting

• “I didn’t know AI was part of our HR tools.” → Check Confluence or knowledge base entries.

• “Not sure how this helps HR.” → Use real tasks like onboarding checklists and intro emails.

Best Practices

• Highlight new Ai features during HR team huddles.

• Share any surprising finds in your team chat or HR portal.

2. Learn

Objective: Understand what Ai does and how it handles HR knowledge responsibly.

Steps

• Learn how Ai retrieves and rewrites information stored in knowledge base.

• Review terms like data privacy, hallucination, and prompt refinement.

• Take a microlearning session like “AI in HR: Friend or Foe?”

• Use “Explain AI Like a 5th Grader” to simplify concepts with colleagues.

Pro Tips:

• Think of Ai as an assistant who helps you draft and surface answers faster—but always needs review.

• Try asking: “Can you rewrite this benefits summary in plain language?”

Troubleshooting

• “I’m nervous about tone.” → Practice prompt cues like “friendly,” “reassuring,” or “neutral.”

• “What if it shares sensitive data?” → Stick to general HR guidance, not personal cases.

Best Practices

• Pair AI literacy with HR policy awareness—know when not to use Ai.

• Add a “review and adjust for tone” step before sharing anything AI-generated.

3. Evaluate

Objective: Choose safe, effective ways to use Ai in daily HR tasks.

Steps

• List repeatable tasks like onboarding messages, internal guides, or policy summaries.

• Use the AI Fit Matrix to decide what’s a good match.

• Exclude anything requiring judgment on performance, conflict, or legal matters.

• Select 1–2 safe, internal-facing tasks to test first.

Pro Tips:

• Great use cases: onboarding templates, first-day FAQs, calendar reminders, policy digests.

• Avoid sensitive employee communication or compliance-related writing at first.

Troubleshooting

• “Everything feels too sensitive.” → Start with content already published (e.g., policies).

• “I don’t know what’s AI-friendly.” → Use the Red Flag Indicators for HR scenarios.

Best Practices

• Keep your first prompt simple: “Summarize this PTO policy in 3 points.”

• Share your selected tasks with a peer for input and validation.

4. Experiment & Practice

Objective: Try using Ai for real tasks and improve your outcomes through iteration.

Steps

• Use Ai to summarize internal policies, generate onboarding checklist drafts, or rephrase benefits blurbs.

• Capture your process in the Prompt Practice Log—what saved time, what needed tweaks?

• Adjust wording for clarity, tone, and employee-friendliness.

• Peer review with another HR team member.

Pro Tips:

• Prompt examples:

  • “Write a welcome email for a new remote hire.”

  • “Summarize our hybrid policy in a casual tone.”

Troubleshooting

• “The result was too vague.” → Add who it’s for, what channel it’s in, and how it should sound.

• “It reused old language.” → Include key phrases or tone guidance in the prompt.

Best Practices

• Keep a log of “before and after” prompt adjustments.

• Ask for feedback from your onboarding buddy or employee feedback channel.

5. Protect

Objective: Ensure that content created with Ai is respectful, inclusive, and accurate.

Steps

• Reflect on: Would I send this to a new hire? Does it reflect our culture and policy?

• Use the “Pause & Probe” framework after each new AI-assisted message.

• Review for tone, accuracy, and potential bias.

• Track errors or awkward phrasings in the Prompt Log for learning.

Pro Tips:

• Always check for inclusive language and policy accuracy before publishing.

• Use the Ai Risk Rating for any externally-facing or sensitive communication.

Troubleshooting

• “I didn’t notice an issue until someone flagged it.” → Build in a second-pair-of-eyes review step.

• “I’m not sure it’s inclusive.” → Compare against your org’s inclusive language guide.

Best Practices

• Incorporate a “content check” into your HR checklist for AI-assisted outputs.

• Share risk insights in team meetings to build awareness together.

6. Integrate in Work

Objective: Make AI a helpful part of your day-to-day HR workflows.

Steps

• Identify one weekly HR task where Ai can assist (e.g., prepping new hire packets, updating policy summaries).

• Build a small Prompt Library for HR use cases (e.g., tone changes, rephrasing FAQs).

• Track time saved or improved output in a Weekly Integration Log.

Pro Tips:

• Try: “Rephrase this for a new hire in their first week—keep it welcoming but professional.”

• Use Ai for routine check-in notes, internal updates, or Slack templates.

Troubleshooting

• “I forgot to use it.” → Add Ai suggestions to your templates or checklists.

• “Results feel inconsistent.” → Refine and reuse prompts that worked well.

Best Practices

• Share your Prompt Library with other HR peers.

• Add AI use to your onboarding flow: “Here’s how Ai can help us help you.”

7. Share & Grow

Objective: Share best practices, mentor others, and shape ethical AI use in HR.

Steps

• Share 1–2 Ai wins each month in your HR team meetings.

• Help another HR coordinator craft or improve a prompt.

• Contribute to a Prompt Library for onboarding, internal policies, or engagement campaigns.

• Lead a session during your HR knowledge share on “Ai Tips for HR.”

Pro Tips:

• Use the Peer Coaching Guide to support junior teammates or new hires.

• Record a short Loom or written tutorial: “How I use Ai for onboarding prep.”

Troubleshooting

• “Others aren’t using Ai yet.” → Model the use and highlight what’s worked for you.

• “Not sure what to share.” → Document your most-used prompt or biggest time save.

Best Practices

• Build a rotating “AI in HR” tip of the week.

• Champion ethical use and responsible tone in all AI content shared with employees.