Day 4: Employee Communication: Policies, Announcements, and Difficult Conversations | AI for HR

Policy Drafting

Policies take too long to write from scratch and often end up in a drawer. AI can produce a first draft policy in minutes — you review and adapt for your specific context and legal requirements.

Policy Draft Prompt

Draft an employee policy for [policy topic].

Company size: [number of employees]
Industry: [your industry]
State/jurisdiction: [location for legal context]
Key requirements for this policy:
- [Requirement 1]
- [Requirement 2]
- [Requirement 3]

Write a policy that:
- Opens with the purpose and scope
- States the rules clearly and specifically
- Covers exceptions and how to request them
- Includes the process for reporting violations
- States consequences for violations
- Closes with an acknowledgment section

Plain language throughout. Under 2 pages. No legalese.
Note: this draft will require legal review before use.

Company-Wide Announcements

Announcements about organizational changes, benefits updates, or company news need to be clear, complete, and appropriately toned. AI drafts these well with proper inputs.

Announcement Prompt

Write a company-wide announcement about [topic].

What is changing: [describe the change specifically]
Why it is changing: [the reason or rationale]
When it takes effect: [date]
What employees need to do: [specific action if any]
Who to contact with questions: [name/email/role]
Tone: [professional / warm / matter-of-fact]

Write an announcement that:
- Opens with the "what" immediately (no burying the lede)
- Explains the "why" briefly and honestly
- States any required employee actions clearly
- Provides a contact for questions
- Is under 250 words

Preparing for Difficult Conversations

AI cannot replace you in a difficult conversation. But it can help you prepare for one — thinking through what to say, how to respond to pushback, and what your goals are.

Difficult Conversation Prep Prompt

Help me prepare for a difficult conversation.

Situation: [describe the situation factually]
What I need to communicate: [the key message]
What I am worried about: [anticipated reactions or pushback]
My goal for the conversation: [what does success look like?]

Please provide:
1. Suggested opening statement (direct, empathetic)
2. Key points to cover, in order
3. How to respond if they react with [specific reaction]
4. What to avoid saying
5. How to close the conversation constructively

💡

Preparation makes conversations better: Running the conversation prep prompt does not script the conversation — it ensures you are clear on your goals and ready for reactions. The conversation itself still requires presence, empathy, and genuine listening.

Day 4 Exercise

Draft a Policy and an Announcement

Pick a policy your organization needs (or update one that is outdated).
Run the policy draft prompt. Review the output — is it accurate for your context?
Identify anything that needs legal review before use.
Pick a real or hypothetical company announcement and draft it using the announcement prompt.
Edit both for your company's voice. What did AI get right? What needed changing?

Day 4 Summary

AI can draft policies in minutes — you adapt them to your context and get legal review before use.
Announcements need to lead with the "what" immediately — no burying important news.
Conversation prep prompts help you think through goals and responses before difficult meetings.
AI handles the writing; empathy and presence are still yours to bring to the conversation itself.

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