AI is advancing at breakneck speed, and HR professionals are in the perfect position to harness this momentum. Today’s technology isn’t here to replace your expertise—it’s here to amplify it. By automating routine tasks, AI frees you to focus on what truly matters: your people.

Whether you’re using AllVoices’ Vera feature or another trusted tool like GPT, Claude, or Grok, these prompts address the real challenges you face every day in HR. Use these AI prompts to manage diverse employee relations issues and foster a psychologically safe workplace.

1. Prompt for summarizing witness statements for clarity

When multiple witnesses report on the same incident, distinguishing facts from opinions can be challenging. Emotions can run high, and subtle differences in each account may cause confusion.

For example, in a workplace incident where several employees provide their perspectives, critical details can get lost amid subjective descriptions. A clear, factual summary is essential to pinpoint commonalities and highlight discrepancies, helping HR professionals focus on what really happened.

Input This Prompt

“Summarize these witness statements into clear bullet points, focusing on key facts and noting any areas of agreement or disagreement.”

Example Output

• The incident occurred during the team meeting on 05/10.
• Witness A reported that the conflict started over deadline discussions.
• Witness B observed raised voices but did not mention direct confrontations.
• Witness C mentioned that a verbal warning was issued immediately.

This clear summary highlights where witnesses agree, such as the timing of the incident, and flags discrepancies like the differing account of whether a verbal warning was given. It helps you quickly identify which details need further investigation. For instance, you might follow up with Witness C to confirm the action taken, ensuring that your next steps are both targeted and effective.

Using tools like AllVoices’ Vera, you can automatically generate and securely store these summaries, making it easier to manage and review critical information as you work toward a fair resolution.

Idea for a follow up prompt

"Based on the summary above and referencing our company handbook along with previous case outcomes, determine which party's actions may have deviated from our standards. What would be the recommended course of action in line with our policies?"

This follow-up prompt not only helps you drill down into accountability by comparing the witness statements to established guidelines, but it also leverages AI tools like AllVoices' Vera, which can be trained with your handbook and historical data.

This allows you to quickly identify potential discrepancies in behavior and ensure that your next steps are both consistent with past practices and fair to all parties involved.

2. Prompt for following-up on for anonymous feedback

Anonymous feedback can often be vague, leaving important details unclear. When employees report issues like unprofessional behavior or exclusionary practices without providing specifics, it becomes difficult to take targeted action.

For example, an anonymous note stating "there is unprofessional behavior" doesn't reveal the context or frequency of the issue. Carefully crafted follow-up questions are essential to gather the details needed while preserving the reporter's anonymity.

The Prompt:

"Generate five neutral follow-up questions to clarify this anonymous report about unprofessional behavior while ensuring the respondent's identity remains protected."

Example Output

• Can you describe a specific instance when this behavior occurred?
• Were there particular meetings or settings where you noticed this behavior?
• How often have you observed this behavior?
• What impact did you notice this behavior had on your work or team dynamics?
• Is there any additional context you can share about the situation?

This set of follow-up questions helps you gather the necessary context without compromising anonymity. It enables you to understand key details such as when and where the behavior occurred, its frequency, and its impact on the workplace. With these insights, you can take targeted action and ensure your next steps are both informed and effective.

3. Prompt for identifying trends in employee feedback

When feedback is scattered across various sources, underlying patterns may go unnoticed. For example, exit interviews and anonymous reports might reveal recurring complaints about management communication or unclear career paths. Analyzing trends helps HR shift from addressing isolated incidents to understanding systemic issues, paving the way for targeted improvements in workplace culture.

The Prompt
"Review recent anonymous surveys. Identify three recurring themes and outcomes."

Example Output

• "Frequent mentions of poor communication from management."
• "Recurring concerns about unclear career development opportunities."
• "Multiple reports highlighting inadequate work-life balance."

This clear summary helps you pinpoint the most pressing issues affecting your employees, allowing you to address the root causes of dissatisfaction. With these insights, you can implement targeted strategies for meaningful change. Using Vera and AllVoices data and insights, you can quickly analyze large data sets to reveal trends that guide your next steps in building a psychologically safe workplace.

Idea for follow up prompt

"What targeted follow-up questions or interventions can address this issues from the anonymous survey and what metrics would you use to measure the success of these actions?"

After using this follow-up prompt, consider developing a focused action plan.

For instance, if poor communication emerges as the top trend, you might launch targeted training sessions for managers, set up focus groups for further feedback, or revise internal communication protocols. Monitor key metrics—such as employee satisfaction scores, frequency of similar complaints, and turnover rates—to evaluate the effectiveness of your interventions.

This iterative approach ensures that your strategies are continuously refined based on real-time feedback and data, ultimately leading to a more supportive and responsive workplace.

4. Prompt for checking actions against company policies

When investigating employee conduct, manually cross-referencing actions with company policies can be slow and error-prone. For example, determining whether specific behavior violates sections of your Code of Conduct can be challenging without an objective system. A prompt that automatically compares reported actions against established policies ensures consistency and fairness in your investigation.

The Prompt

"Compare this employee's actions to [Company Name]'s Code of Conduct and list potential policy violations along with relevant section numbers."

Example Output

• "Repeated interruptions during meetings may violate Section 2.1 on respectful communication."
• "Ignoring scheduled breaks could breach Section 3.4 regarding workplace health and safety."

This output clearly identifies areas where employee behavior may deviate from policy, allowing you to take prompt, fair action. With these insights, you can ensure that any corrective measures are both consistent with company standards and backed by concrete evidence.

Follow-up prompt

"Based on the identified policy violations, suggest appropriate corrective actions or interventions. How do these recommendations compare with outcomes from previous similar cases?"

After using this prompt, review historical cases to ensure your recommendations align with established precedents.

5. Prompt for establishing a performance improvement plan template

When performance issues persist despite initial coaching efforts, a structured performance improvement plan (PIP) can provide clarity and a roadmap for improvement.

A well-defined PIP outlines specific performance gaps, sets measurable improvement goals, and establishes a clear timeline for review. This template offers a consistent approach to addressing performance issues while promoting fairness and accountability.

The Prompt

"Develop a performance improvement plan template that includes sections for identifying performance gaps, outlining specific improvement goals, setting measurable outcomes, and establishing a timeline for review."

Example Output
"Performance Improvement Plan
Employee Name:
Department:
Identified Performance Gaps:

• Inconsistent adherence to project deadlines
• Communication issues during team meetings

Improvement Goals:

• Achieve 100% on-time project submissions for the next quarter
• Enhance communication effectiveness as measured by peer feedback

Measurable Outcomes:

• 100% adherence to deadlines
• Improvement in peer feedback scores by at least 20%

Review Timeline:

• Weekly check-ins over a 30-day period, with a formal evaluation at the end of the period"

This structured template helps ensure that performance issues are addressed with clear, actionable steps. With AllVoices, you can securely store these PIP templates, monitor progress over time, and align corrective actions with historical data and company policies, fostering a culture of continuous improvement.

6. Prompt for drafting witness interview summaries

When conducting witness interviews, manually summarizing can be subjective and time-consuming. Inaccurate or biased summaries risk skewing the investigation, making it critical to capture the factual details accurately.

A clear summary should outline who was involved, what occurred, where the incident took place, and when it happened, ensuring that the information is reliable for further review.

The Prompt

"Draft a concise, 200-word summary of the witness interview, focusing on factual details such as the participants, the events described, the location, and the timeline. Avoid personal opinions or interpretations."

Example Output
"On 04/15, Witness X reported that during a team meeting, Employee Y raised their voice over a disagreement about project deadlines. According to the witness, the conversation became heated but did not escalate further, and no immediate intervention was recorded. The incident appeared to impact the overall tone of the meeting, leading to a follow-up discussion among team members afterward."

This clear, objective summary provides a reliable account of the witness's perspective and highlights key details. With this information, you can quickly spot any gaps or inconsistencies that may require further clarification.

7. Prompt for generating final investigation reports

When finalizing an investigation, compiling all the details, findings, and policy references into a comprehensive report can be time-consuming and prone to error. A well-structured final report ensures consistency and clarity, providing a clear record for future reference and legal or compliance review.

The Prompt

"Create a formal investigation report template that includes sections for findings, policy violations, recommendations, and supporting attachments."

Example Output
"Findings: The investigation confirmed that Employee X repeatedly interrupted team meetings.
Policy Violations: Violated Section 2.1 of the Code of Conduct on respectful communication.
Recommendations: Issue a formal warning and schedule conflict resolution training.
Attachments: Interview transcripts, witness summaries, and relevant policy documents."

This standardized report format helps you save time on formatting and ensures that every investigation is documented thoroughly and consistently. With Vera, you can automatically generate these reports and securely store them for quick review and audit purposes.

8. Prompt for surfacing similar historical cases

When handling current employee relations issues, consistency in decision-making is crucial. Historical case data offers valuable context by showing how similar situations were resolved, helping you maintain fairness and consistency across cases. For example, if a new bullying complaint arises, reviewing past cases can clarify if the current situation aligns with established precedents.

The Prompt

"Search historical case records for instances of [insert workplace issue]. Summarize the outcomes and recommended actions from three similar cases."

Example Output

• Case 1: Resolved with mediation and managerial coaching.
• Case 2: Led to a formal written warning followed by targeted training.
• Case 3: Resulted in a temporary suspension coupled with mandatory counseling.

This clear summary allows you to compare current cases with past resolutions, ensuring your decisions are both fair and data-driven. With Vera, you can quickly access historical data and draw parallels between cases, guiding you to take informed, consistent actions that align with your organization's policies.

9. Prompt for designing anonymous engagement surveys

Gathering honest feedback on psychological safety is critical, yet employees may hesitate to share their concerns openly. Anonymous engagement surveys can uncover hidden issues by combining quantitative scales with open-ended questions. This approach helps you understand employee sentiment without compromising their privacy.

The Prompt

"Create a 10-question anonymous survey that measures employees' psychological safety. Include both Likert-scale questions and open-ended prompts to capture detailed feedback."

Example Output

• "On a scale of 1-5, how comfortable do you feel voicing concerns to your manager?"
• "How safe do you feel in sharing feedback during team meetings?"
• "Describe a time when you felt your input was not valued."
• "What improvements would make you feel more supported at work?"
• "How effectively do you think your team addresses conflicts?"

This survey design helps you gauge the overall psychological safety in your workplace and identifies specific areas for improvement. Use AllVoices to come up with anonymous surveys that will help you identify these issues.

10. Prompt for recommending conflict resolution strategies

Resolving workplace conflicts requires solutions that are both fair and tailored to the situation. Rather than relying on generic responses, a custom strategy informed by company values leads to more sustainable outcomes. This prompt directs AI to propose diverse resolution strategies that align with your organizational culture.

The Prompt

"Suggest three conflict resolution strategies for addressing a [workplace issue] complaint that align with our company's values of empathy, accountability, and inclusivity."

Example Output

• "Initiate a mediation session with a neutral third party to facilitate open dialogue."
• "Provide one-on-one coaching for the individuals involved to address communication gaps."
• "Organize a team workshop on effective communication and conflict management."

This output gives you a range of actionable strategies tailored to the specifics of the situation. By incorporating historical data and past case outcomes via Vera, you can refine these recommendations to ensure consistency and fairness in your conflict resolution process.

11. Prompt for conducting root cause analysis on recurring employee issues

When recurring complaints or reports arise, it's crucial to understand the underlying causes driving these issues. For example, repeated feedback about poor communication might signal systemic problems such as unclear channels or inadequate training. Conducting a root cause analysis helps you identify these fundamental factors and develop targeted solutions to improve workplace culture.

The Prompt

"Analyze recent employee complaints and exit interviews. Identify three underlying root causes for recurring issues and propose one targeted intervention for each cause."

Example Output

• "Root Cause 1: Unclear communication channels. Intervention: Implement regular team check-ins and establish clear communication guidelines."
• "Root Cause 2: Inadequate managerial support. Intervention: Introduce targeted leadership training and mentorship programs."
• "Root Cause 3: Limited career development opportunities. Intervention: Develop structured career progression frameworks and schedule regular performance reviews."

This analysis helps you uncover the fundamental reasons behind recurring issues, allowing you to address not just the symptoms but the root causes. With these insights, you can take focused, effective action to enhance employee satisfaction and foster a healthier workplace culture. Using Vera along AllVoices data, you can further refine these insights by comparing them with historical trends and industry benchmarks.

Use AllVoices to bring you into the AI era of HR

AI is rapidly reshaping the HR landscape, offering innovative ways to handle complex employee relations challenges while ensuring a psychologically safe environment. By embracing these 11 prompts, you can run a more effective and informed HR department. For more information on how AllVoices can help your HR team embrace AI, request a demo today.