Job descriptions and communications
Use an approved tool to organize a first draft from non-sensitive information. A person checks role accuracy, accessibility, tone, and applicable requirements before it is used.
HR & AIPut people at the center.
Put people at the center.
Put AI in its place.
Practical guidance for the tools already entering your workplace: what to use, what to review, and where human judgment must stay in charge.
Start with the work
Useful assistance. Accountable people.
Start with the problem you need to solve and the people affected. Then decide whether an AI tool belongs in the process.
Training and manager preparation
Build an agenda, generate practice questions, or outline a learning session using fictional examples. Verify every factual claim and keep employee situations out of unapproved systems.
Hiring, performance, and people decisions
Screening, ranking, monitoring, or recommending employment outcomes calls for closer review. Assess the tool, data, accessibility, bias, and applicable rules before use—not just the final answer.
A practical starting point
Five ground rules for responsible use.
01 · Decide what is approved
Name the permitted tools, tasks, and account types. Decide who approves a new tool and who owns the workflow. An employee’s personal subscription is not the same as an approved business system.
02 · Protect the information
Set rules for employee, applicant, compensation, health, client, and donor information. Review what the vendor stores, who can access it, whether it is used for training, and how it is deleted. Remove unnecessary personal details; use fictional examples where possible.
03 · Make human review meaningful
The reviewer needs enough context and authority to disagree with the output. Check accuracy, source quality, fairness, and the effect on the person—not just spelling. Document the rationale for consequential decisions.
04 · Explain the process
Tell people when and how a tool is involved where appropriate or required. Provide a route to ask questions, request an accessible alternative, challenge an error, or reach a person.
05 · Monitor what changes
Revisit vendor terms, new features, the data used, and any expansion of the workflow. Track errors and complaints, assign an owner, and schedule the next review. A one-time approval should not become permission for every future use.
AI meeting assistants
Decide what belongs on the record.
Before the meeting
Decide whether recording or transcription is appropriate at all. Confirm the applicable notice and consent requirements, make the tool visible to participants, and provide an alternative when needed.
After the meeting
Review the summary for omissions or errors. Restrict access, confirm retention, and follow any legal-hold instructions before deletion.
Pause before sensitive conversations.
Personnel concerns, health information, investigations, and legal advice deserve a separate decision. Do not let a default calendar setting decide whether a bot joins.
Read the full notetaker checklist →A starting point, not a rating
What is in place—and what needs attention?
This check creates a practical discussion list. It does not measure legal risk, certify a tool, or declare an organization “AI ready.”
Educational guidance, not legal advice or a certification of compliance. Requirements depend on location, employer size, industry, and the facts. Consult qualified employment counsel for decisions involving legal obligations.
Know what applies
A focused watchlist, with the source attached.
California · Employment
Discrimination rules and automated systems
California’s employment regulations addressing automated decision systems took effect October 1, 2025. Review whether and how the rules apply to your organization and workflow.
Read the explainer California · PrivacyDifferent obligations, different dates
The CPPA’s regulations took effect January 1, 2026; compliance dates vary. ADMT requirements begin January 1, 2027 for covered businesses and uses. Do not assume every nonprofit or employer is covered.
Understand the distinction Across marketsStart with your actual work locations
Rules can differ by state, country, tool, and decision. Build a location-specific review with qualified support before using AI in consequential people decisions.
Plan a location reviewOfficial reading: California CRD · CPPA implementation dates · CCPA coverage · NIST AI Risk Management Framework
These sources are not endorsements of HRM.
Educational guidance, not legal advice or a certification of compliance. Requirements depend on location, employer size, industry, and the facts. Consult qualified employment counsel for decisions involving legal obligations.
Make the guidance usable
From questions to a working plan.
Understand the current workflow
A scoped review can produce a tool inventory, responsibility map, and prioritized questions for HR, IT, vendors, or counsel.
Write rules people can follow
An engagement may include acceptable-use guidance, meeting-tool protocols, manager training, and employee communication materials.
Pilot, check, and adjust
Agree on a limited use case, reviewer, success measures, and review date. Expand only after addressing the issues the pilot reveals.
A simple first month
Week 1: inventory tools. Week 2: agree on boundaries and owners. Week 3: train a small pilot group. Week 4: review errors, feedback, and next steps. This is an illustrative sequence; scope and timing depend on the organization.
Start a conversation
Book a Fit CallClearer AI practices. More confident people.
Bring your current tools and questions. We’ll help identify the HR work needed and where other specialist review belongs.