AI for HR & Recruiters

Module 11: Policy Writing

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Module Overview

HR policies are the rules of the road for your organization. But too often they're written in confusing legalese, buried in obscure locations, or missing entirely. AI can help you create clear, comprehensive policies that employees actually understand and follow.

Learning Objectives:

By the end of this module, you will be able to:

• Write clear, compliant HR policies
• Structure policies for usability
• Create procedure documents
• Communicate policy changes effectively
• Build and maintain a policy library

Estimated Time: 45-60 minutes

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11.1 Policy vs. Procedure

Understanding the Difference

Policy: What we do and why

• States the company's position
• Explains the purpose
• Sets expectations
• Rarely changes

Procedure: How we do it

• Step-by-step instructions
• Specific actions
• Forms and tools
• Updates more frequently

Example:

Policy: "The company provides paid time off to promote work-life balance and employee wellbeing."

Procedure: "To request PTO, submit a request through Workday at least 2 weeks in advance for approval by your manager."

When You Need Each

Need	Document Type
Set expectations	Policy
Guide behavior	Policy
Explain compliance	Policy
Show how to do something	Procedure
Reduce questions about process	Procedure
Enable self-service	Procedure

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11.2 Policy Writing Fundamentals

Policy Structure

A well-structured policy includes:

1. Title: Clear, searchable name
2. Purpose: Why this policy exists
3. Scope: Who it applies to
4. Policy Statement: The actual policy
5. Definitions: Key terms explained
6. Responsibilities: Who does what
7. Related Documents: Connected policies/procedures
8. Contact: Who to ask for help
9. Revision History: When and what changed

AI Prompt for Policy Writing

Write an HR policy on [Topic].

Context:
- Company size: [X] employees
- Industry: [Industry]
- Location(s): [States/Countries]
- Culture: [Brief description]

Include these sections:
1. Purpose (why this policy exists)
2. Scope (who it applies to)
3. Policy Statement (the rules)
4. Definitions (if needed)
5. Responsibilities
6. Related documents
7. Contact information placeholder
8. Revision history placeholder

Write in:
- Plain language, not legalese
- Active voice
- Clear, specific terms
- Accessible to all employees

Flag anything that needs legal review.

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11.3 Common HR Policies

Attendance and Punctuality

Write an attendance and punctuality policy.

Our approach:
- [Flexible / Fixed schedules]
- Core hours: [If applicable]
- Remote work: [Policy]

Cover:
- Expectations for attendance
- How to report absences
- Tardiness procedures
- Excessive absence consequences
- Accommodations process

Balance accountability with flexibility.
Avoid overly punitive language.

Workplace Safety

Write a workplace safety policy.

Environment:
- [Office / Manufacturing / Hybrid]
- Known hazards: [List if applicable]
- Regulatory requirements: [OSHA, etc.]

Cover:
- Employer commitments to safety
- Employee responsibilities
- Reporting hazards and incidents
- Emergency procedures overview
- Training requirements
- Non-retaliation for reporting

Reference detailed procedures separately.

Expense Reimbursement

Write an expense reimbursement policy.

Our approach:
- Approval requirements: [Thresholds]
- Reimbursable expenses: [Categories]
- Non-reimbursable: [Categories]
- Submission deadline: [X days]

Cover:
- What's reimbursable
- Approval process
- Documentation requirements
- Submission process
- Timeline for reimbursement
- Disputes

Be specific about common questions (meals, travel, etc.)

Confidentiality

Write a confidentiality policy.

Context:
- Industry: [Industry]
- Sensitive information: [Types we handle]
- Regulatory requirements: [HIPAA, etc. if applicable]

Cover:
- What's considered confidential
- Employee obligations
- Handling confidential information
- Post-employment obligations
- Breach consequences
- Reporting concerns

Balance protection with not creating fear.

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11.4 Procedure Documentation

Writing Clear Procedures

Write a procedure document for [Process].

Process: [Name]
Owner: [Department/Role]
Frequency: [How often this happens]

Include:
1. Overview (what this procedure accomplishes)
2. Who is involved (roles)
3. Prerequisites (what's needed before starting)
4. Step-by-step instructions
5. Forms/tools used (with links if possible)
6. Troubleshooting common issues
7. Escalation path
8. Related procedures

Write for someone doing this for the first time.
Be specific—avoid "as appropriate" language.

Process Flowchart Description

Describe a flowchart for [Process] that I can create.

Process: [Name]
Decision points: [Where choices are made]
Outcomes: [Possible end states]

Provide:
- Start and end points
- Each step in sequence
- Decision diamonds with yes/no paths
- Roles responsible at each step
- Typical timeline

Format as text I can use to create a visual flowchart.

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11.5 Policy Communication

Announcing New Policies

Write a policy announcement for [Policy Name].

Context:
- What's new: [New policy or significant change]
- Why: [Reason for the policy]
- When effective: [Date]
- Who it affects: [Everyone / Specific groups]

Include:
- Brief summary of the policy
- Key points employees need to know
- What action is required (if any)
- Where to find the full policy
- Who to contact with questions
- Deadline for acknowledgment (if required)

Tone: Informative, not authoritarian.
Keep the email under 300 words.

Policy Change Communication

Write communication about a policy change.

Policy: [Name]
What changed: [Specific changes]
Why: [Reason - legal, operational, feedback, etc.]
Effective: [Date]

Include:
- Summary of change
- Before vs. after comparison
- Impact on employees
- Transition plan if applicable
- FAQs about the change
- Where to find updated policy
- Contact for questions

Acknowledge the change directly—don't bury it.

Manager Talking Points

Create manager talking points for [Policy].

Context:
- Policy: [Name]
- Key content: [Summary]
- Common concerns: [What employees might ask]

Provide:
- 3-5 key messages to convey
- Answers to anticipated questions
- How to handle pushback
- Escalation path for issues
- Deadline reminders

Help managers explain this consistently across teams.

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11.6 Policy Library Management

Organizing Policies

Create a policy organization structure.

Current policies we have:
[List policy names]

Create:
- Category structure
- Naming conventions
- Numbering system (optional)
- Index or table of contents
- Search/findability recommendations

Goal: Employees can find any policy quickly.

Policy Review Schedule

Create a policy review schedule.

Categories of policies:
1. [Category 1]
2. [Category 2]
3. [Category 3]

For each category, recommend:
- Review frequency
- Triggers for out-of-cycle review
- Who should review
- Approval process
- Update documentation

Include annual calendar view showing when
each policy is due for review.

Policy Audit Checklist

Create a checklist for auditing our policy library.

Check for:
- Currency (are policies up to date?)
- Completeness (do we have all necessary policies?)
- Consistency (are policies aligned with each other?)
- Compliance (do policies meet legal requirements?)
- Accessibility (can employees find and understand them?)
- Acknowledgment (have employees signed off?)

Provide:
- Checklist questions
- How to assess each area
- Priority levels for issues found
- Remediation recommendations

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11.7 Legal Considerations

Compliance Check Prompt

Review this policy for potential compliance issues.

Policy content:
[Paste policy]

Check for:
- Federal law compliance
- State law compliance (specifically [State])
- Potential discrimination concerns
- Enforcement challenges
- Missing required elements
- Inconsistencies with other policies

Recommend changes and flag items for legal review.
Note: This is not legal advice—suggest legal review
for anything flagged.

Multi-State Considerations

Review this policy for multi-state compliance.

States we operate in:
[List states]

Policy:
[Paste policy]

Identify:
- State-specific variations needed
- States with conflicting requirements
- Minimum standards across all states
- Recommended approach (single policy vs. supplements)

Highlight anything requiring state-specific legal review.

Disclaimer Language

Provide appropriate disclaimer language for our policy documents.

Context:
- Employment relationship: [At-will if applicable]
- Unionized: [Yes/No]
- Handbook or standalone policy

Include disclaimers for:
- At-will employment (if applicable)
- Right to modify policies
- Not a contract
- Policy supersedes previous versions
- Acknowledgment of receipt

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11.8 Common Policy Mistakes

Mistakes to Avoid

1. Too Vague: "Employees should dress appropriately."

Better: "Business casual attire is expected. See dress code guide for specific examples."

2. Too Restrictive: "Employees may not use personal phones during work hours."

Better: "Personal calls should be limited to breaks and emergencies. Keep phones on silent during meetings."

3. Unenforceable: "Employees must always have a positive attitude."

Better: "Employees are expected to maintain professional, respectful interactions with colleagues and customers."

Policy Improvement Prompt

Improve this policy to be clearer and more enforceable.

Current policy:
[Paste policy]

Issues to address:
- Vague language
- Overreaching restrictions
- Unenforceable provisions
- Unclear consequences
- Missing exceptions/accommodations

Rewrite with:
- Specific, measurable expectations
- Reasonable boundaries
- Clear consequences
- Accommodation provisions
- Practical enforcement

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Module 11 Summary

Key Takeaways:

1. Policy vs. Procedure: Know the difference and use each appropriately.

2. Structure matters: Use consistent, clear policy structure.

3. Plain language wins: Write for employees, not lawyers.

4. Communication is key: How you announce matters as much as the policy.

5. Maintain your library: Regular review keeps policies current.

6. Legal review when needed: AI assists; lawyers verify compliance.

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Preparing for Module 12

In the next module, we'll focus on employee communication. You'll learn to:

• Write effective internal communications
• Handle sensitive announcements
• Create regular communication templates
• Build employee engagement through communication

Before Module 12:

• Review your recent employee communications
• Note what types of messages you send frequently
• Think about communications that went well or poorly

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"A good policy is one that employees can find, understand, and follow—not one that protects the company but confuses everyone."

Ready to continue? Proceed to Module 12: Employee Communication.