Strategies for Writing Clear HR Policies

SOPs don’t have to take hours to write. The hardest part is getting started. Most HR processes already follow repeatable steps. The key is finding a simple way to capture them. That’s where ChatGPT can help. Instead of spending hours writing from scratch, try using AI as your first draft partner. It won’t do the thinking for you. But it will give you a structured starting point you can edit into something solid. Here’s a simple way to make it work: ✅ 𝗦𝘁𝗲𝗽 𝟭: 𝗙𝗲𝗲𝗱 𝗶𝘁 𝘁𝗵𝗲 𝗽𝗿𝗼𝗰𝗲𝘀𝘀 → Write out the basics in plain language. For example: We onboard new hires by sending an offer letter, completing a background check, having them complete the onboarding process in the payroll system, setting up benefits orientation, and system access. ✅ 𝗦𝘁𝗲𝗽 𝟮: 𝗔𝘀𝗸 𝗳𝗼𝗿 𝗮 𝗱𝗿𝗮𝗳𝘁 𝗦𝗢𝗣 Prompt ChatGPT with:  Turn this into a step-by-step SOP with numbered instructions, responsible roles, and timing. → It will organize your thoughts into a clean format. ✅ 𝗦𝘁𝗲𝗽 𝟯: 𝗔𝗱𝗱 𝗿𝗲𝗮𝗹-𝘄𝗼𝗿𝗹𝗱 𝗱𝗲𝘁𝗮𝗶𝗹𝘀 AI can’t know your company’s quirks. This is where you layer in specifics: → Which payroll system? → Who owns IT access? → How long does each step take? ✅ 𝗦𝘁𝗲𝗽 𝟰: 𝗣𝗼𝗹𝗶𝘀𝗵 𝗳𝗼𝗿 𝗰𝗹𝗮𝗿𝗶𝘁𝘆 → Keep language short and action-focused. “HR sends payroll file by 3 PM Friday” works better than “HR should ensure payroll is completed in a timely manner.” ✅ 𝗦𝘁𝗲𝗽 𝟱: 𝗧𝗲𝘀𝘁 𝗶𝘁 𝗼𝘂𝘁 Hand the draft SOP to someone unfamiliar with the process. If they can follow it without asking you questions, you’re good. The best part? ChatGPT removes the hardest barrier: getting started. → You’re no longer writing SOPs from scratch. → You’re editing and refining. Strong SOPs reduce errors, speed up training, and keep teams consistent. They’re not glamorous, but they save headaches. What process in your HR world is screaming for an SOP right now? 👉 Share this with a colleague who’s been putting off documenting their processes. #HRCommunity #ChatGPTforHR #ProcessImprovement ♻️ I appreciate 𝘦𝘷𝘦𝘳𝘺 repost. 𝗪𝗮𝗻𝘁 𝗺𝗼𝗿𝗲 𝗛𝗥 𝗶𝗻𝘀𝗶𝗴𝗵𝘁𝘀? Visit my profile and join my newsletter for weekly tips to elevate your career! Stephanie Adams, SPHR Adams HR Consulting

Just reviewed your procedures, …and – well – they’re not good… ->they’re either too detailed, turning into a novel, or so vague they leave the reader scratching their head. The secret? Tailoring your procedures to your audience and hitting that "just right" level of detail. Here’s how I try to strike the balance… ->Write for the people executing the procedure. Are they experienced engineers, junior analysts, or cross-functional (HR, Accounting, etc.) teams? Use language and concepts they’ll understand. ->Avoid unnecessary theory or deep background and PLEASE assume a baseline of competence. Outline clear, actionable steps someone ->skilled in the art<- can follow without needing extra guidance. ->Include enough detail to prevent confusion or missteps, but not so much that your procedure becomes heavy to follow or maintain. ->Use concise, active language. Focus on tasks, tools, and outcomes. Every word should add clarity & value to execution. ->Have someone unfamiliar with the procedure try to execute it. If they ask for clarification, refine it. If they finish without questions, you’re close to “goldilocks.” When procedures are done right, they empower your team to act confidently and consistently. Start by writing a procedure to make a peanut butter and jelly sandwich, then have someone follow it and provide feedback. Iterate and improve. #ciso #dpo #MSP #compliance #procedures

✋ 10 Things I Hate About Policies (and What We Should Do Instead) Let’s be honest: most corporate policies aren’t helping people make good choices. They’re long. They’re vague. They’re legally sound, but practically useless. I’ve worked in legal and compliance long enough to say this with love: most policies are written by lawyers for lawyers—not for the humans they’re meant to guide. Here are 10 things I hate about traditional policies—and what I believe we should do instead: 1. Written for lawyers, not people. They sound like a deposition transcript. Real people need real words. 2. Law citations before guidance. I don’t need to see “FCPA, UKBA, ISO 37001” before you tell me what to do when someone offers me playoff tickets. 3. “Including but not limited to.” The unofficial mascot of policy clutter. Retire it already. 4. The exception maze. Don’t bury nuance at the bottom. Acknowledge gray areas like grown-ups. 5. Training required just to understand it. If I need a course to decode the policy, the policy has failed. 6. All “don’ts,” no “do’s.” Fear-based rules freeze people. Clarity-based ones empower them. 7. Walls of text. White space is your friend. So are headers, visuals, and clean design. 8. Peanut butter approach. Stop sending the credit card policy to everyone. It’s lazy compliance. Target people who actually need it. 9. Undefined audience. Who is this for? Managers? HR? Everyone? I shouldn’t have to guess. 10. Assume we’ll figure it out—or else. Bad policies punish. Good ones guide. ✨ Want better policies? Start here: - Use clear language. - Show people what to do, not just what not to do. - Make it role-relevant. - Design it like you want someone to actually read it. Let’s write policies that help people make good choices—with confidence and clarity. #Compliance #Culture #PolicyReform #MakeGoodChoices #LegalDesign #HumanCompliance #Ethics #Leadership #UserExperience