Small businesses face a plethora of challenges when it comes to HR document management. No sooner than the first iteration of a policy document is complete, a change in employment law deems it obsolete or in need of an update. This often leaves HR teams drowning in paperwork.

Sound familiar?

According to SHRM, HR professionals spend an average of 4 hours per week drafting documents. This not only takes away from more valuable activities like employee engagement and talent development but also contributes to burnout and reduces overall efficiency.  

AI document generation offers a lifeline to overstretched HR teams, enabling them to reclaim time by automating tedious tasks.

AI document generation use cases for HR

A recent study by McKinsey found that AI-powered tools can automate up to 80% of the time spent on tasks like generating offer letters, employment contracts, and onboarding documents. This could prove invaluable to a small business HR team with dwindling resources.

Let’s take a look at examples of AI-driven document generation use cases:

1. Crafting a comprehensive social media policy

Imagine needing a clear and concise social media policy. Traditionally, this could take hours of research and drafting. With AI, the process is streamlined:

• The challenge: An HR manager needs to create a social media policy that addresses company-specific concerns and legal best practices.
• The AI-powered solution: Using the AI Wizard, the HR manager simply inputs key details, such as the social media platforms the company uses and any specific rules or guidelines. The AI then generates a comprehensive policy draft, including sections on appropriate use, confidentiality, and brand representation. Features like "Expand" provide best practice examples and detailed explanations, ensuring a thorough and legally sound document.

Save hours of preparation, ensure a uniform policy across the company, and create constructive and fair guidelines for employees. Plus, securely store complete policies and company documents within Appogee HR Essentials or Appogee HR Success.

2. Seamless policy updates

Staying on top of ever-changing legal requirements can be a major headache. AI simplifies policy updates, minimising compliance risks and ensuring clear communication:

• The challenge: New legal regulations necessitate updating the company's remote work policy.
• The AI-powered solution: The HR manager uses the AI Wizard to access the existing remote work policy template. They input the updated legal requirements and any organisational changes. The AI automatically updates the affected sections, ensuring compliance. Tools like "Expand" and "Change Tone" allow for fine-tuning the language for clarity and professionalism.

Keep policies up-to-date with legal requirements, reduce compliance risks, and clearly communicate changes to employees. Appogee HR's document-sharing features, including acknowledgements, make distribution and tracking a breeze.

3. Streamlined job description creation

Finding the right talent starts with a compelling job description. AI can help you create impactful job postings quickly and efficiently:

• The challenge: A hiring manager needs to quickly draft job descriptions for open roles.
• The AI-powered solution: Using the AI Assistant, the hiring manager inputs the role title, responsibilities, and required skills. The AI suggests optimised role summaries and detailed sections, including potential qualifications and experience levels. AI tools like "Rewrite" enhance readability and appeal, ensuring the job posting attracts top candidates.

Speed up the hiring process and ensure detailed, compelling, and professional job postings. For even greater efficiency, integrate with Applicant Tracking Systems like Greenhouse or Teamtailor using Appogee HR Essentials or Appogee HR Access.

Secure, compliant, and organised document management systems

We've explored how AI document generation can transform your HR processes, saving you time and boosting efficiency. Creating those documents, however, is only half the story. What happens after you've generated those contracts, policies, and job descriptions? 

Having a secure and compliant system for organising and managing your company documents is just as crucial. Without it, even the most efficiently generated documents can become lost, outdated, or accessed by the wrong people. That's where a robust HR document management system comes in. 

Appogee HR's document management software offers a comprehensive solution for the challenges of modern HR. It provides a centralised, secure platform to manage all your essential documents and policies. Here's how it can benefit your business:

• Secure, centralised storage: Store and share all your company documents and policies within one secure platform. No more searching through filing cabinets or shared drives.
  
  
• Simplified compliance: Versioning and acknowledgment requests make it easy to maintain compliance and ensure employees have read and understood critical information.
  
  
• Granular access control: Share documents company-wide or restrict access to specific teams, giving you complete control over who sees what.
  
  
• Acknowledgment requests: Get peace of mind knowing employees have reviewed important policies. Set acknowledgment requests for critical HR documents and track responses easily.
  
  
• Effortless versioning: Update and track changes to your policies with a simple, streamlined workflow. Receive notifications about updates and access to previous versions in just a few clicks, maintaining a complete document history.

Ready to reclaim your time and empower your HR teams

Take your HR teams from overwhelmed to optimised. Appogee HR's AI-powered document generation and comprehensive document management system work together seamlessly to streamline your HR processes, boost efficiency, and ensure compliance.

Start your free 14-day trial of Appogee HR today or request a personalised demo.