HR Policies, Communications, and Workflows

The Policy Nobody Reads

In the previous lesson, we explored performance reviews and feedback. Now let’s build on that foundation. You spent three weeks drafting a new remote work policy. Legal reviewed it. Leadership approved it. You sent it to all employees with the subject line “Updated Remote Work Policy – Please Review.”

Two months later, half the company doesn’t know it exists. The other half read the first paragraph and assumed the rest didn’t apply to them. And now three people are confused about whether they can work from a different state.

This is the HR communications problem: you create important documents that nobody reads, writes policies in language nobody understands, and sends announcements that get lost in inbox noise.

AI can help you write clearer, more accessible policies and communications that people actually read and follow.

What You’ll Learn

By the end of this lesson, you’ll draft HR policies in plain language, write employee communications that get read and acted on, and build SOPs that standardize your HR workflows.

From Individual to Organizational

In Lessons 2-6, you focused on individual-level HR workflows – job descriptions, screening, interviews, onboarding, reviews. This lesson zooms out to the organizational level: the policies, communications, and processes that affect everyone.

Writing Policies People Actually Read

HR policies need to be two things simultaneously: legally sound and humanly readable. Most policies achieve the first at the expense of the second.

The problem with typical policy language:

“Employees who are eligible for the Flexible Work Arrangement program, as defined in Section 3.2 of the Employee Handbook, may submit a request through the designated portal no fewer than fourteen (14) business days prior to the proposed commencement date of said arrangement, subject to managerial approval and the operational needs of the applicable business unit.”

The same information, written for humans:

Who can apply: Any employee who’s been here 6+ months and whose role allows remote work (check with your manager if you’re unsure).

How to apply: Submit a request through the HR portal at least 2 weeks before you want to start.

Who approves: Your direct manager, based on team needs.

Both convey the same policy. One gets read.

The Plain-Language Policy Framework

Draft an HR policy for [topic] at a [company size/type]
company.

Structure:
1. Purpose (1-2 sentences: why this policy exists)
2. Who it applies to (specific, no ambiguity)
3. What the policy is (plain language, with examples)
4. How to comply (step-by-step actions)
5. What happens if you don't comply (consequences, clearly stated)
6. Where to get help (specific contact or resource)

Rules:
- Write at an 8th-grade reading level
- Use "you" and "your" (not "the employee")
- Include real-world examples for ambiguous situations
- Use bullet points and headers for scannability
- Keep the total under 500 words
- Add a "Common questions" section at the end

Topic: [e.g., PTO policy, expense reimbursement, remote
work policy]

Quick Check

Find your company’s most-referenced HR policy. Read the first paragraph. Could a brand-new employee understand it immediately? If you need to explain what it means, it needs a rewrite.

Employee Communications That Work

HR sends a lot of communications: benefit enrollment reminders, policy updates, company announcements, process changes, survey requests. Most get skimmed or ignored.

Why communications fail:

• Buried lead. The important information is in paragraph three.
• No clear action. “Please be advised” tells nobody what to do.
• Wrong tone. Corporate-speak when warmth is needed (or vice versa).
• Too long. The entire policy is in the email instead of linked.
• Bad timing. Important announcements sent on Friday at 4:55 PM.

The effective HR communication format:

1. Subject line: [Action needed/FYI] + What it’s about
2. First sentence: What’s changing or what you need to know
3. Why it matters: 1-2 sentences of context
4. What you need to do: Specific action with deadline
5. Where to learn more: Link to full policy/FAQ
6. Who to contact: Specific person or channel

AI prompt for communications:

Write an employee communication about [topic].

Context:
- What changed: [specific change]
- Why: [reason for the change]
- Who's affected: [specific groups]
- What employees need to do: [specific action]
- Deadline: [if applicable]
- Where to get more info: [resource]

Tone: [warm/professional/urgent depending on topic]
Length: Under 200 words for the email body
Include: A clear subject line

Example – PTO policy change:

Subject: Your PTO is changing Jan 1 – Here’s what’s new

Starting January 1, we’re moving from accrued PTO to a flexible time off model. Here’s what that means for you:

What’s changing: Instead of earning PTO hours each pay period, you’ll have flexible time off with manager approval. No more tracking balances or worrying about “use it or lose it.”

What stays the same: Company holidays, sick leave, and parental leave are unchanged.

What you need to do: Nothing right now. Your existing PTO balance will be paid out on your December 31 paycheck.

Common questions answered: [Link to FAQ]

Questions? Reach out to your HR Business Partner or email hr@company.com.

Standard Operating Procedures

SOPs standardize how your HR team handles recurring processes. They reduce “how do I do this again?” moments and ensure consistency when someone is out or a new team member joins.

Common HR processes that need SOPs:

• New hire onboarding process
• Employee offboarding/exit process
• Benefits enrollment and changes
• Leave of absence processing
• Internal transfer process
• Performance review cycle administration
• Disciplinary action documentation
• Workers’ compensation reporting

AI prompt for SOPs:

Create a standard operating procedure for [HR process].

Include:
- Purpose: Why this process exists
- Trigger: What initiates this process
- Owner: Who's responsible
- Steps: Numbered, specific actions with responsible
  person for each step
- Tools used: Systems and platforms involved
- Timeline: Expected duration and key deadlines
- Escalation: When and how to escalate issues
- Documentation: What to save and where
- Quality check: How to verify the process was
  completed correctly

Format: Clear steps that a new HR team member could
follow on their first day.

Example SOP snippet – Employee Exit Process:

Quick Check

How many of your HR team’s recurring processes have documented SOPs? If the answer is “few” or “none,” start with the three most frequent processes. Those will have the biggest impact on consistency and efficiency.

Templates Library

Build a library of templates for communications you send regularly. AI can generate the initial templates; you customize and maintain them.

Templates every HR team needs:

1. Offer letter (customizable by role level)
2. Rejection email (by stage: application, phone screen, interview)
3. Policy announcement (change communication template)
4. Benefits enrollment reminder (annual open enrollment)
5. Performance review kickoff (instructions for managers)
6. Survey request (engagement survey, pulse check)
7. Welcome announcement (new hire introduction to the company)
8. Departure announcement (employee leaving)

For each template, note:

• When to use it
• What to customize
• What not to change (legal language, compliance requirements)
• Who approves before sending

Workflow Automation Opportunities

Identify repetitive HR tasks that follow predictable patterns:

The pattern: AI handles the first draft and structure. You handle the customization, review, and judgment calls. Total time savings: 40-60% on content-heavy HR tasks.

Exercise: Create an HR Communication

Pick one of these scenarios and draft the employee communication:

1. Your company is switching health insurance providers effective next quarter
2. The dress code policy is being updated to be more casual
3. Performance review season starts next week – managers need to complete reviews within 3 weeks

Use the communication format above. Keep it under 200 words. Make the action item crystal clear.

Key Takeaways

• HR policies fail when they’re written in legal jargon – plain language at an 8th-grade reading level gets read and followed
• Every employee communication needs: what changed, why it matters, what to do, and where to learn more
• SOPs for recurring HR processes reduce errors, ensure consistency, and make onboarding new HR team members easier
• Build a templates library for communications you send regularly – AI generates the base, you customize
• The biggest time savings come from AI handling first drafts while you handle review, customization, and judgment

Next lesson: you’ll bring everything together into a complete, end-to-end hiring process.