Smarter Week

AI and automation by role

How HR business partners can use AI and automation

Below are 14 common tasks for HR business partners, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: HRBP, HR Manager, People Partner, Senior HR Business Partner, Head of People, People Manager

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Task 1 · typically 45 min, every day

Coach managers through people issues

Process fixBest fix

Write short playbooks for the ten people issues managers ask about most

One page each on things like a first warning, a leave request or a resignation lets managers handle the routine cases themselves and come to you better prepared.

Typically saves about 30% of the time4 h to set up
  1. 1List the ten manager questions you get most.
  2. 2Write a one-page playbook for each (AI can draft it from your past answers).
  3. 3Put them in one place and load them into your HR assistant if you have one.
  4. 4Reply to repeat questions with the playbook, then talk.

Tools: Notion, Confluence or SharePoint · ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account)

One more way to fix it
AI

Write the answers down once and point people (or a bot) at them

Collect the questions you keep answering into one page; a workspace AI or a ChatGPT Project, Claude Project or Gem can answer from it.

Typically saves about 50% of the time1 h to set up
  1. 1For one week, paste every repeat question into a doc.
  2. 2Write the answer under each (or have AI draft it from your replies).
  3. 3Share the page, pin it in chat, and add it to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
  4. 4Reply to repeat questions with the link.
Prompt to copy
Below are questions coworkers keep asking me and my past answers. Turn them into a clear FAQ page grouped by topic. Keep each answer under 80 words and keep any links I gave.

[PASTE QUESTIONS AND ANSWERS]

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents · Notion or Confluence

How to automate this task

Task 2 · typically 90 min, once a week

Investigate and document employee relations issues

Process fixBest fix

Use one intake form, investigation template and case log

A standard way to log and investigate issues saves time on every case and gives you a consistent record if it is ever challenged.

Typically saves about 30% of the time2 h to set up
  1. 1Create a confidential intake form and a case log with restricted access.
  2. 2Write an investigation template: allegation, witnesses, questions, evidence, findings, outcome.
  3. 3Consider an ER case tool like HR Acuity if you handle many cases.
  4. 4Bring in employment counsel early for serious matters.

Tools: HR Acuity · Restricted SharePoint or Google Drive folder · Microsoft Forms or Google Forms

One more way to fix it
AI

Have AI organize interview notes into a timeline, not a conclusion

An approved, enterprise AI tool can turn long interview notes into a timeline and a list of agreed and disputed facts. Findings stay with the investigator.

Typically saves about 30% of the time5 min to set up
  1. 1Use only an enterprise AI account your company has approved for confidential data.
  2. 2Remove names you do not need, or replace them with roles (Employee A, Manager B).
  3. 3Use the prompt below and check every line against your notes.
  4. 4Write the findings yourself; involve counsel for serious matters.
Prompt to copy
From the interview notes below, build: 1) a dated timeline of events, 2) facts that more than one person agrees on, 3) facts that are disputed and who says what, 4) gaps or questions still to ask. Use the labels in the notes (Employee A, etc.). Do not judge credibility, draw conclusions or recommend an outcome.

Notes:
[PASTE]

Tools: Enterprise ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 3 · typically 180 min, once a month

Run the performance review cycle and chase managers

Software featureBest fix

Run reviews in a performance tool with automatic reminders

Lattice, 15Five, Culture Amp, Leapsome or your HRIS performance module send the forms, chase late managers and show completion in one dashboard.

Typically saves about 40% of the time2 h to set up
  1. 1Set the cycle dates and the review template once.
  2. 2Load managers and reporting lines from the HRIS.
  3. 3Turn on automatic reminders at set points before each deadline.
  4. 4Send leaders a completion dashboard link instead of chasing individuals.

Tools: Lattice · 15Five · Culture Amp · Leapsome · Workday or BambooHR performance

One more way to fix it
AI

Give managers a prompt that turns their notes into a fair review draft

Managers paste their own notes and examples; AI organizes them into a draft. The manager owns the content, and the prompt guards against vague or biased wording.

Typically saves about 40% of the time15 min to set up
  1. 1Share the prompt below with managers along with the review template.
  2. 2Remind them to use only an approved AI tool and their own notes.
  3. 3Ask them to check every example and rewrite in their own voice.
  4. 4Calibrate ratings in a meeting as usual; AI does not rate anyone.
Prompt to copy
Help me draft a performance review for [ROLE] using only my notes below. Organize into: key results, strengths (with specific examples), areas to grow (with specific examples), and goals for next period. Use behavior-based, specific language. Flag with [VAGUE] any point that has no example, and flag with [CHECK] any wording that comments on personality, age, family, health or communication style rather than work. Do not invent examples or assign a rating.

My notes:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account) · Lattice AI or Culture Amp AI writing assist

How to automate this task

Task 4 · typically 45 min, once a week

Sit in status or update meetings

Process fixBest fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

How to automate this task

Task 5 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 6 · typically 60 min, once a week

Pull headcount, turnover and hiring reports

Software featureBest fix

Schedule the standard HR reports to send themselves

Most HR systems have built-in headcount, turnover and hiring reports you can save, schedule and share as a live link.

Typically saves about 60% of the time2 h to set up
  1. 1List the reports you build every week or month and who gets them.
  2. 2Rebuild each as a saved report in your HRIS or ATS (BambooHR, Rippling, Workday, Greenhouse, Ashby).
  3. 3Schedule them to email automatically, or share a dashboard link.
  4. 4For combined views, connect the HRIS to Power BI or Google Data Studio.

Tools: BambooHR · Rippling · Workday · Greenhouse or Ashby reports · Power BI or Google Data Studio

One more way to fix it
AI

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

How to automate this task

Task 7 · typically 120 min, once a month

Read and summarize engagement survey comments

AIBest fix

Have AI group survey comments into themes with counts

AI reads hundreds of comments and returns themes, counts and example quotes in minutes. Protect anonymity: remove names, and do not report on very small groups.

Typically saves about 60% of the time5 min to set up
  1. 1Export the comments without names or employee IDs. Use only an approved AI tool.
  2. 2Check whether your survey tool already does this (Culture Amp, Lattice, Qualtrics and Microsoft Forms have AI summaries).
  3. 3Otherwise use the prompt below.
  4. 4Read a sample of comments in each theme to confirm the grouping.
Prompt to copy
Below are [NUMBER] anonymous comments from our [SURVEY NAME]. Group them into 5 to 8 themes. For each theme give: a one-line description, how many comments fit it, and two short representative quotes (paraphrase if a quote could identify someone). Then list three suggested actions. Do not guess who wrote anything.

Comments:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account) · Culture Amp · Lattice · Qualtrics · Microsoft Forms

How to automate this task

Task 8 · typically 120 min, once a month

Write or update policies and handbook sections

AIBest fix

Have AI draft or update the policy, then get legal review

AI can draft a clear policy from your notes and the current version, and point out what needs checking. Employment law varies by state and country, so a lawyer reviews it before it goes out.

Typically saves about 45% of the time5 min to set up
  1. 1Gather the current policy, what needs to change and where your employees work.
  2. 2Use the prompt below.
  3. 3Send the draft and the [CHECK] list to employment counsel.
  4. 4Publish with a version date and a short summary of what changed.
Prompt to copy
Update our [POLICY NAME] policy. Current version: [PASTE]. What needs to change: [NOTES]. We have employees in [STATES / COUNTRIES]. Write in plain English, short sections, under [N] words. Mark with [CHECK] anything where the law may differ by location or where you are not sure. After the draft, list the changes from the current version.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account)

How to automate this task

Task 9 · typically 20 min, a few times a week

Take notes and send recaps after meetings

AIBest fix

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

How to automate this task

Task 10 · typically 60 min, once a week

Write documents, proposals or long emails from scratch

AIBest fix

Start from an AI first draft, never a blank page

Give the AI your notes, the audience and an example you liked; you spend your time editing, which is faster and better.

Typically saves about 45% of the time5 min to set up
  1. 1Gather your notes, bullet points and a past document you liked.
  2. 2Tell the AI who it is for and what it must achieve.
  3. 3Ask for an outline first, adjust it, then ask for the full draft.
  4. 4Edit for facts and your voice.
Prompt to copy
You are helping me write a [TYPE OF DOCUMENT] for [AUDIENCE]. The goal is [WHAT IT MUST ACHIEVE]. Here are my notes: [PASTE]. Here is an example I like the style of: [PASTE]. First give me an outline. After I approve it, write the full draft. Don't invent facts; mark anything you are unsure of with [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 11 · typically 15 min, every day

Answer the same questions from coworkers again and again

AIBest fix

Write the answers down once and point people (or a bot) at them

Collect the questions you keep answering into one page; a workspace AI or a ChatGPT Project, Claude Project or Gem can answer from it.

Typically saves about 50% of the time1 h to set up
  1. 1For one week, paste every repeat question into a doc.
  2. 2Write the answer under each (or have AI draft it from your replies).
  3. 3Share the page, pin it in chat, and add it to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
  4. 4Reply to repeat questions with the link.
Prompt to copy
Below are questions coworkers keep asking me and my past answers. Turn them into a clear FAQ page grouped by topic. Keep each answer under 80 words and keep any links I gave.

[PASTE QUESTIONS AND ANSWERS]

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents · Notion or Confluence

One more way to fix it
Software feature

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

How to automate this task

Task 12 · typically 60 min, once a week

Build or update spreadsheet reports by hand

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 13 · typically 15 min, a few times a week

Chase people for approvals or sign-offs

AutomationBest fix

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Task 14 · typically 30 min, a few times a week

Research a topic, company or question online

AIBest fix

Use AI research mode and check the sources

Deep Research modes in ChatGPT, Claude, Gemini and Perplexity read dozens of pages and give you a cited summary.

Typically saves about 55% of the time5 min to set up
  1. 1Write the exact question and what you will use the answer for.
  2. 2Run it in a research mode (ChatGPT Deep Research, Claude Research, Gemini Deep Research or Perplexity).
  3. 3Open the two or three key sources it cites and confirm them.
  4. 4Save the summary where your team can find it.
Prompt to copy
Research [QUESTION]. I need this to [DECISION OR USE]. Give me a one-paragraph answer first, then the key facts as bullets with a source link for each, then what is uncertain or disputed.

Tools: ChatGPT Deep Research · Claude Research · Gemini Deep Research · Perplexity

How to automate this task

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you asked AI to build a spreadsheet formula, pivot or chart for you?
You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.
Have you used an AI "deep research" mode that reads dozens of sources for you?
Research modes in ChatGPT, Claude, Gemini and Perplexity spend a few minutes reading the web and return a summary with links to every source.
Have you asked an AI that can see your company files a question, instead of digging through folders?
Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.
Have you set up a ChatGPT Project, Claude Project or Gem loaded with your team's documents?
You upload your guides and FAQs once, and the assistant answers questions using them, so you stop answering the same thing twice.
Do you start long documents from an AI first draft built on your own notes?
Give the AI your notes, the audience and an example you like. Editing a draft is much faster than writing from a blank page.
Have you tried running your standup as a written check-in in chat instead of a call?
Bots like Geekbot or a Slack or Teams workflow ask everyone the same three questions each morning and post the answers. You only meet when someone is blocked.

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