Smarter Week

How to automate it

How to automate “investigate and document employee relations issues”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

90 min
typically, once a week
25%
of the time can be automated
Some setup
to set up

Fix 1 of 2

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

Fix 2 of 2

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

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

HR business partner

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for HR business partners