HR Processes Broken? Here’s How to Fix Them with AI in Minutes!

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Designing HR Processes shouldn’t feel like solving a riddle. But for many HR teams, it does.

Every HR professional knows that without a clear process, handling exception requests—especially Return-to-Office (RTO) exceptions—can quickly become a tangled mess. One client recently reached out, frustrated with the inconsistency and confusion that was happening every time an RTO exception request came in. They wanted a straightforward process that allowed them to evaluate each request fairly, with no gray areas or confusion.

So, we created a decision tree for RTO exceptions with a little help from ChatGPT and visualized it in Canva.

The best part?

This wasn’t just a quick fix; it became a template for how they approached other HR processes, too. This method is versatile enough to improve almost any HR process you’re grappling with, so I’m excited to share it with you.

How to Streamline Any HR Process in Minutes

1. Identify the Core Process Needing Structure - The first step is zeroing in on the process that’s causing the most pain—whether it’s evaluating exception requests, handling payroll discrepancies, or addressing PTO (Paid Time Off) issues. For my client, the challenge was managing RTO exception requests. Their team struggled to be consistent, which led to frustration and complaints. By clarifying which process needs attention, you’re already setting the stage for a smoother workflow.

Tip: Write down the key steps you believe are necessary for the process. This list will be the foundation of the next steps.

2. Use ChatGPT to Build a Decision Tree - AI can be incredibly useful in HR. I used ChatGPT to outline a decision tree for my client’s RTO exception process. Here’s the method:

• Feed ChatGPT a list of the key steps you outlined.
• Ask ChatGPT to create a step-by-step decision tree based on fairness and consistency. For my client, the decision tree included questions like, “Will the exception affect team collaboration?” and “Does the employee have a record of meeting performance goals?” This kind of logical flow ensured that each request was evaluated in a fair, consistent way.

Following is the exact ChatGPT prompt I used (adjust it to your needs and copy and paste):

Please create a decision tree for RTO exception requests submitted by employees. Here is some background information: we are a 500-person law firm that currently has a hybrid work schedule. Effective January 1st, we will be back in the office for 5 days per week. Employees are already asking for exceptions therefore, we need a process that allows us to determine whether this is an exception or an accommodation that should be referred our leaves department. If it is simply an exception request, we need a process in place that considers several factors and makes a determination if their request is feasible. If it is, it must be approved by two people before notifying the employee. It must be approved by their direct manager and an HR manager.

3. Transform the Decision Tree into a Flowchart with Canva (see my flowchart below) - Visual aids are powerful, especially when you’re presenting processes to a team. After generating the decision tree with ChatGPT, I imported the information into Canva to design a simple flowchart. Canva’s templates and drag-and-drop features make it easy to build a clear, visually appealing flowchart that can be shared across your HR team.

Tip: Choose colors and layouts that make each step clear and intuitive. Consider feedback from your team—if they can’t understand the flowchart easily, it may need more clarity or simplification.

4. Implement the Workflow in Your HRIS - Once the process is visually mapped out and approved by management—it’s time to bring it to life. My client uploaded the final flowchart into their HRIS system, which enabled them to track each RTO exception request (and approvals) consistently. Most modern HRIS platforms support customized workflows, so you can integrate this decision tree right into your system, documenting every step and ensuring transparency.

Tip: Ensure all decision points in the flowchart are matched by a corresponding entry in your HRIS. This way, the entire process is automated and leaves little room for manual errors.

5. Test and Tweak the Process Creating a streamlined process is one thing, but refining it is another. Roll out the new process with your team, gather feedback, and make adjustments as needed. My client did a “soft launch” with a few RTO requests, which allowed them to identify any gaps or points of confusion. After a few tweaks, they were able to standardize the process and roll it out more broadly.

Tip: Schedule a review period (e.g., every six months) to revisit the process. Business needs change, and your workflows should evolve along with them.

Imagine applying this approach to other areas in HR, from performance reviews to PTO approvals. With AI tools like ChatGPT, visual aids from Canva, and the structure of your HRIS, you can take back control of your processes, creating a more organized and efficient HR department.

Try these steps if your HR processes are broken or outdated. It might take only a few minutes, but the impact can last for years.

Using Canva to Visualize Process

Here’s a sample flowchart we created to simplify the decision-making process. It breaks down each step so HR teams can evaluate RTO exception requests with clarity and consistency.

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