Two Extra Working Days Thanks to AI Improvements

Dec 20, 2024 10 min reading

The best gift for any enthusiastic HR person? A cloning machine. Or a perfect double. I think, everybody would agree with me. Well, at Sloneek, we can’t give you that kind of blockbuster yet. However, our offer is no worse. We’re giving you two extra days of work as a Christmas present. Don’t you believe me?

This year, we’ve already been dealing with searching for efficiency using AI tools several times. No wonder. The development has moved forward even more furiously than the changes in Czech labour legislation. Still, it’s worth mentioning it one more time. I dare to say that as the year is drawing on, it’s time to realistic summary of where AI really saves time and where we’ll have to give it a few more months or years to defend itself.

Personally, I’ve gone through the phases of excitement and disappointment several times this year. The results of about one-fifth of the processes in which we’ve tried to effectively engage AI were inconclusive or in doubt. I’ve given up finding a tool with perfect Czech language and imagination beyond the assignment and there’s definitely a lot of work on our final vision of AI assistant that will replace HR people when employees ask annoying questions like “how many days of leave do I have left” or “when will I get the meal tickets”.

However, there are a few areas where I can’t imagine working without HR and where tens of hours that can be saved (depending on the position and the specific processes) become commonplace.

What should you prepare as a basis for each prompt?

Current advertisements
Information about your mission and vision
Summary of the essentials of the company culture
Overview of benefits and specifics of the work environment

It helps you to teach your AI model what your business is like and greatly improves the accuracy of the results. Therefore, we don’t allow for these documents in the prompts. We assume that the model has already read them.

Making advertisements

Do you have a well-written basis for a wanted position? Then I recommend to use ChatGPT to easily transform the main document into virtually any format. If you’ve already published it somewhere, you can use it to create awesome social media posts.

What to remind in the prompt:

The length in characters.

Style – formal, playful, funny, professional, with jargon.

The information you want to include and the ones to leave out.

The text structure – for example, the use of emojis.

Tips:

If the text in your advert is well-written, the stylistics of various derived formats will be good as well.

The English translation will be even better, if you specify whether you prefer formal English or “start-up language”.

Don’t be afraid to use ChatGPT as an opponent. “What attracted you to the advert” or “What’s missing there” provide really interesting input.

If you have an exact format of the advert design, upload it to ChatGPT as a template.

Prompt:

Create an advert for our career websites form the documents attached. At the beginning, try to make the position attractive in a paragraph of no more than 250 characters with spaces. Use playful, informal language. Take examples from our website www.xyz.cz.

Then present the position requirements in a structured way, using emojis as bullet points.

Come up with at least 5 variations of an enticing playful headline.

CV scoring

You know those evenings when one CV after another passes through your hands, the candidates blend in and you can no longer say whether the candidate belongs to the stack on the left or right? Or when more and more categories get between clear yes and clear no until you have ten extra stacks? What about entrusting it to AI?

What to remind in the prompt:

Classification criteria. Either upload the advert that AI should base it on or clearly specify what requirements the ideal candidate should meet (years of experience, language skills, types of experience, specific fields of work).
Define the format of the output. Well-arranged table? A score? Qualitative CV summary? It’s only up to you.
Remember off-the job activities or candidate rewards. Let them be listed in a special box.
Give AI space for silicon intuition. Let it make a stack of CVs that seem to be that they don’t meet the criteria but you would recommend them for next study.

Tips:

Most language models can handle files of different formats. However, make sure that, for example, PDF reads the language easily and doesn’t make things up. Just choose a trial CV.
Don’t be afraid of changing the criteria as you go along. The power of AI evaluation lies in ranking candidates according to different criteria.
Expect mistakes. They can happen when processing large number of files. That’s why it’s sometimes recommended as a first step to let AI rewrite various files into one large document.

Prompt:

Evaluate the attached CVs for the position described in the advertisement. Make a clear spreadsheet to sort the candidates by relevance. Include the following criteria in the spreadsheet: years of experience, language skills, experience in specific fields, off-the job activities. Score the candidates from 1 to 10 according to the eligibility. Asterisk those who don’t meet the formal requirements but could be suitable candidates. Prepare a brief summary of each candidate’s strengths and weaknesses – maximum 300 characters with spaces.

Generate checklists for onboarding, offboarding or other agenda

AI can be a great tool for creating structured checklists that make it easier to manage different processes in your company. Whether it’s onboarding of a new employee, departure of a team member or ensuring that the projects run smoothly. ChatGPT is able to prepare a customized checklist of steps.

What to mention in the prompt:

Specify the type of the process, i.e. if it’s onboarding, offboarding or preparing a checklist for a company event or a professional conference with colleagues.
Specify the level of the details. It makes a difference whether you need just a basic checklist or a sophisticated and detailed checklist with the estimated time and defined responsibilities.
Think about whether you want a universal list or if the checklist should be created for a specific position, team or department.
Define the language and formal processing.

Tips:

Let us help you with your priorities as well! You can simply ask AI to sort the steps in the checklist by importance or time sequence.
Use a ready-made template. You’ve probably tried and tested checklists so you can upload them as a template for next generating. Just beware of the fact that it leads to frustration for some models – they can’t flip the template without considerable defects.
ChatGPT can help you not only with the specific steps but also with creating recommended procedures for each stage of the process. This is especially useful for junior colleagues to whom you want to give “foolproof” instructions.
Experiment with outputs. Try having the checklist created in the form of a spreadsheet, list or workflow diagram. The model won’t always comply with your request, but sometimes it can do surprisingly good things.

Prompt:

Make a checklist for onboarding of a new employee for the position described in the attachment. Begin with a list of the steps before starting at work, continue with the steps during the first week and conclude with a list of the activities during the first three months. Use friendly and professional language. For each step, add the estimated time and colleagues who will be involved.

Generating skill sets

In the age of flexible positions and skill-centric approaches, building skill sets is becoming an endless odyssey. Unless you belong to a company where you pull a dusty skill set out of a drawer and no one takes it seriously anyway. In both cases, it’s a good idea to bet on AI. It’ll help you create a clear and structured overview of the skills you need and clearly define the requirements for the candidate – for the internal discussion or as a basic for the selection process.

What to remind in the prompt:

Clearly define what you mean by junior, intermediate or senior role. Sometimes, it isn’t obvious.
Specify if you want to distinguish between hard and soft skills. While the first part will be probably covered by the ad, you have to be more specific about the second one.
Determine compulsory and “nice-to-have” skills.
Define output format: Skill set can be a spreadsheet with a description, a list of priorities or a simple informal job description.

Tips:

Use AI to create a report according to categories. Skill set can be technical, communicative or managerial.
Select the language style based on the use of the skill set. HR lingo won’t please C-level managers.
Ask AI to find inspiration in major job posting portals when creating the skill set and to determine what requirements are the most common in the market.

Prompt:

Create a list of skills- skill set- for the position attached. Divide the skills into hard skills and soft skills. For both categories, keep track of the technical, managerial and team skills – i.e. people management, interpersonal empathy and emotional intelligence. Score the skills according to importance on a scale of 1-5. Add a short explanation for each skill (max. 150 characters).

Make a list of competencies based on the skills. Divide them into key competences and other competences. Each competence should include the name of the competence, a detailed description and the reason why it’s considered to be the key competence (if you consider it to be the key competence, key competencies are those that are essential for success in the role).

AI tools. — Analysis of the data obtained in the survey.

Help with surveys: Question generating, answers analysis

The biggest enemy to get regular feedback? HR officer’s full daily schedule. Producing a good and relevant questionnaire (I underline both twice) and then evaluating it is one of the dreaded time-consuming activities. It means less frequent and less accurate questioning than needed. However, there are other ways to do it. With the help of AI.

What to remind in the prompt:

Define your company. It’s usually enough to do it by linking to your website.
Clearly define the goal of the survey. That is, what you want to find out – employee satisfaction, get feedback or gather suggestions for improvement.
Specify who will answer the questions – regular employees? Management? The whole company?
Think about the style of the questions. Should they be open-ended? Closed? Should they be about scoring?
Determine the length of the survey.
As for analysis, don’t be afraid to work with graphs. Some AI models are great at this.

Tips:

Mostly, you overestimate the ability of AI to empathise with your company. It helps a lot if you upload, for example, the outputs from some of the previous research.
AI doesn’t mind open-ended questions. The things you’re frightened of the most in an assessment are now becoming achievable. So don’t be afraid of purely quantitative questionnaires that would otherwise be hell to process.
Play around with management summaries from different points of view. AI can break down the results into several slides or a single paragraph according to your needs.

Prompt:

Help me make 10 questions for the www.xyz.cz employee satisfaction survey. The questions should be structured into three sections: work environment, management, personal growth. Use simple and clear language. For each question, add answer options on a scale from 1(completely dissatisfied) to 5 (completely satisfied). As part of the evaluation, summarise the most interesting information in three paragraphs for each category. Add a comparison with last research attached.

Surprise! Sloneek has offered this for a long time

What kind of leaders in AI would we be if we hadn’t offered all these gadgets directly in Sloneek long ago. Over the past year, they’ve become one of the main reasons why the companies want to try us for. And the feedback’s been positive.

It saves tens of hours to the average HR officer. I dare to say that we can talk about several days saved per month. So, feel free to join our family and at Christmas, gift yourself with a demo of Sloneek and less tiring mechanical activities.