ChatGPT has been one of the most talked-about AI tools for months, and for good reason. It offers an opportunity for almost all administrative office workers, including HR professionals, to save time and increase efficiency.
According to Sunweb estimates, ChatGPT had 100 million active monthly users just one month after its launch, representing the fastest-growing user base ever recorded. By the end of April 2023, ChatGPT saw an astonishing 1.76 billion visits, showcasing the untapped potential of AI tools in streamlining how we search for information and work.
In this article, we will delve deeper into ChatGPT, discuss the benefits and risks to consider, and share how to use ChatGPT effectively.
What is ChatGPT?
ChatGPT is an AI-powered chatbot developed by OpenAI. It consists of two main components:
Chat: Referring to its chatbot function.
GPT: Referring to Generative Pre-trained Transformers.
Simply put, a Generative Pre-trained Transformer is an algorithm that produces human-like conversations in the chatbot by predicting the word most likely to come next.
Other large companies have also developed their own GPT-based tools, such as Microsoft’s Bing AI and Google’s Bard. In the HR field, there’s Beamery’s TalentGPT, for example.
ChatGPT for HR: What Can ChatGPT Do?
It’s no secret that AI is becoming a part of HR functions. In our 2023 HR trends, we predicted the ongoing rise and implementation of AI in hiring, firing, and training employees. The HR trends report also highlighted that 40% of HR functions within global companies had already implemented AI applications.
When used correctly in HR functions, AI can be an invaluable tool for HR professionals by:
Eliminating Repetitive Tasks:
HR professionals often deal with repetitive administrative tasks such as answering common employee queries, scheduling interviews, or updating employee records. ChatGPT can handle routine inquiries, providing information to HR professionals and employees so HR can focus on more strategic activities.
Accelerating Talent Search:
ChatGPT can assist in talent acquisition by screening resumes or applications and shortlisting candidates. It can analyze job descriptions and match them with relevant candidates, saving time and effort for HR professionals. It can also help draft screening and interview questions.
Reducing Employee Turnover:
ChatGPT can help identify potential reasons for employee turnover by analyzing qualitative HR data like exit interviews, employee surveys, or feedback. It can identify patterns, spot common themes, and highlight potential areas for improvement. This analysis can help HR professionals take proactive measures to address issues, improve employee satisfaction, and reduce turnover.
Enhancing Employee Engagement:
ChatGPT can provide personalized answers to employee questions, present company policies, and benefits guidelines, and facilitate communication between HR and employees. ChatGPT can also help develop employee engagement initiatives, such as surveys or recognition programs.
Analyzing HR Qualitative Data:
HR departments often collect qualitative data through employee feedback, performance reviews, or cultural assessments. ChatGPT can analyze this data to identify trends, patterns, and potential opportunities for improvement. By processing and summarizing large amounts of data quickly, ChatGPT can provide HR professionals with valuable insights and enable data-driven decision-making.
ChatGPT also offers multiple (and potentially untapped) application opportunities in HR across recruitment, onboarding, training, HR chatbots, performance management, and compliance.
HR Jobs: Can ChatGPT Replace Them?
While ChatGPT and other AI applications can make the lives of HR professionals easier, there are certain things it cannot take over. Here are a few examples:
Providing Emotional Support to Employees:
ChatGPT is well-suited for operational support. However, it can never replace the human touch or provide empathy. It won’t be able to offer emotional support or compassion, especially when an employee has an issue with a coworker or manager that needs resolution or when helping employees maintain a healthy work-life balance.
Developing Strategies and Leading Change:
While the AI tool may assist in drafting (parts of) the strategy, it won’t be able to create or implement one. This is also true for leading change; ChatGPT can play a supportive role in driving organizational change, but the change will still need to be implemented by the people team.
Shaping Organizational Culture:
HR is also critical in shaping company culture and influencing leadership. As such, they are responsible for aligning managers and employees with the culture, fostering a sense of ownership, and maintaining accountability at all company levels.
Other various activities will remain within HR’s responsibility, such as managing workforce ecosystems, redefining remote and hybrid work strategies, creating purpose-driven organizations, and reshaping workplace learning.
ChatGPT Limitations in HR
While ChatGPT is an impressive piece of technology, it also has its limitations. Some common limitations include:
Limited Data:
Currently, ChatGPT’s training data does not go beyond September 2021, meaning it does not “know” what happened after that. Therefore, some prompts won’t provide an up-to-date result (or any result at all).
Incorrect Answers That Seem Correct:
This is also known as the "hallucination" problem or overconfidence bias, meaning that ChatGPT will answer questions it doesn’t know the answers to by providing incorrect information with confidence that makes you believe it is correct.
Biased Answers:
The quality of ChatGPT is only as good as the data it was trained on, like any other AI tool. If the data contains biases or preconceptions, the chatbot may generate answers that carry those as well. For example, the current data is mostly in English and largely contains a Western global perspective, which may lead to cultural sensitivities and/or misunderstandings.
No Sources:
The tool does not provide references or links for its answers, making it challenging to verify the information provided. In some cases, ChatGPT has also provided fake sources.
The Role of DocSuite HR System
ChatGPT can be integrated into the DocSuite HR system to facilitate communication between employees and manage conversations and information exchange effectively within the company, enhancing organization and team collaboration.
ChatGPT can be a crucial communication tool within companies using the DocSuite HR system. Through integration, employees can easily communicate about HR-related matters such as leave requests, monthly reports, salary and benefits inquiries, and other administrative issues.
Moreover, ChatGPT can help organize virtual meetings between different teams and departments within the company, saving the time and effort needed for coordinating physical meetings.
Using ChatGPT with the DocSuite HR system can improve work efficiency and facilitate communication between employees and management, contributing to increased productivity and a positive work environment within the company.
It is important to note that while ChatGPT can provide valuable support in HR functions, it should not completely replace human interaction. Human oversight and engagement are crucial to ensure accuracy, handle sensitive matters, and provide personal support when needed. Therefore, anyone in the HR field should understand ChatGPT’s amazing capabilities as it continues to advance and improve.