AI Meets HR: Essential Policy Updates for Modern Workplaces

Artificial Intelligence (AI) is everywhere. Yes, it’s in our workplaces, and yes, you need to do something about it. That “something” is ultimately understanding how your AI systems use data, how your employees use AI, and what that impact is on the people who work for you and use your services. Documenting this in your policies in a clear, transparent manner, and developing a few strategies to keep up on changes, is critical to staying compliant and relevant. This month’s blog shares some of the pros and cons of AI at work and what to watch out for to protect your organization and the people in it.

AI impacts in the workplace: the pros and cons

Employers who use AI can save a ton of time developing policies, and I encourage you to leverage the creativity, efficiency, and streamlining abilities that it offers. Being part of the leadership team means that you do your due diligence and pay attention to the suggested content as it must reflect your specific legislation and jurisdiction requirements.  One of the key reasons your team will use AI, is the speed and generalness that comes within seconds. It is important to remember that AI may not be accurate nor reflect you and your organization’s needs.  Relying solely on the content delivered by AI is not a valid excuse if you find yourself in a situation of non-compliance. Trusted professionals, like lawyers and HR consultants, can help you fine tune the compliance elements of your policies, find a balance for what you need, as well as support effective implementation.  Using AI as a support tool can create options or drafts quickly – and it is important to remember that AI is a tool – not a decision-maker.

Some other areas to pay attention to are:

1.       Recruitment and Hiring: AI tools can be used throughout the recruitment lifecycle.

a) Improve a job posting and get recommendations on effective places to share your posting for your target audience.

b) With the right inputs, you can use it to screen candidates, organize schedules for screening calls and interviews, and improve your regret notifications.

c) If you use AI in your recruitment process at all, it is a requirement to identify how it is being used, what controls are in place, and who to ask questions to.

d) Caution: AI is still relatively new and may not help, or may harm, how biases and barriers can be put in place. It is important to have your HR team or Hiring Managers review those that have been screened in and out as there may be some calibration adjustments needed for you to find your next fit.

2.       Employee Monitoring: AI-driven productivity tools are becoming more readily available and reliable.

a) Tracking tools can provide useful information on productivity and attendance.

b) Caution: it raises concerns about over-surveillance, mistrust over employees’ sensitive information and privacy, and can sometimes undermine individual dignity if not communicated and implemented ethically.

3.       Data Protection: The Personal Information Protection and Electronic Documents Act (PIPEDA) outlines what employers in Canada need to know about protecting personal information, including videos and guides for businesses.

a) Understand the sensitivity of the data and match the protection level of the data being handled.

b) Ensure individuals are informed about how the data will be used by AI systems.

c) Use encryption, assess controls, and conduct regular audits to protect sensitive information.

d) If AI is used for automated decisions, clearly explain how the decisions are made and their implications.

e) Train employees on PIPEDA requirements and the ethical use of AI.

f) Caution: PIPEDA requires employers to ensure their AI systems comply with these regulations.

Overall, employers need to learn about how their workplace policies have different layers of complexity that AI brings forward:

• Ensure you know which legislation applies to your workplace and that your AI systems meet the requirements of that compliance. This usually means that your policies are transparent, show accountability and fairness.

• AI models must constantly be refined to ensure fairness in a diverse society. AI systems can perpetuate biases and barriers that can put the employer at risk from a human rights perspective.

• Building trust requires employers to communicate how they will use AI and how it impacts the work they do, employees, and customers.

• Balancing ethical responsibilities and transformative innovation in a way that prevents harm to the people who are impacted.

• Advance and uphold evolving ethical standards by continuously reviewing and adapting AI systems and policies.

Practical tips for updating policies

Tip 1: The key to navigating this fast-changing environment is transparent policies that clearly communicate what data is being collected, how it will be used, and who has access to it.

Tip 2: There is a good chance that your employees are already using AI, so engage them in developing new policies or integrating how AI is used for current policies.

Tip 3: Once your policies are developed and rolled out, it’s important to review them regularly. While some have to be reviewed annually, building in a rotation that allows you to review all policies at least every 2 years will help keep it manageable. Consider signing up for newsletters, like ours, for any key legislation updates or changes.

Tip 4: Consulting human resources or legal advisors can kick-start any of these processes and help you confidently move into this ever-changing AI world. Things will continue to evolve, and you don’t have to do it alone.

Tip 5: Your team is likely already using AI at work. Train your team on AI tools and technologies. Offering training opportunities ensures employees can use AI effectively and ethically while minimizing risks like misuse or misunderstandings.

Tip 6: Be proactive about identifying tasks AI can streamline, such as data analysis, customer support, or automating routine workflows. Start small to test its efficacy before scaling up and be sure to maintain a watchful eye for accuracy.

Tip 7: Regularly monitor AI systems for biases or unintended outcomes. Create a feedback loop to catch issues early and make improvements.

Tip 8: Keep security top of mind. Implement safeguards to protect sensitive information and minimize risks related to cybersecurity.

Tip 9: Please remember that your organization is more than a collection of reports, policies, programs, or protocols. Your team’s culture is developed because of the relationships created - working with you, each other, your stakeholders, clients, and the communities you work within. AI can be a tool to help – not to replace those relationships developed and maintained while through connecting with each other.

Your Partner in HR Policy Excellence

The team at LIHR are experts in all things policy, including artificial intelligence (AI). If you are just starting to sort out how AI impacts your work and team, we can help you navigate the initial dialogue around legislation, regulations, and ethics. If you already have a solid base of policies, sign up for our newsletter by clicking here, to keep up to date on changing legislation in your jurisdiction. If you’re ready to update your policies, we offer a quick Policy Review or a more in-depth Human Resources and Health and Safety Health Check to give you peace of mind. Both packages address compliance and have an optional add-on for operational reviews.

Reach out to the team for tailored, future-proof solutions.

For professional HR advice that you can trust, contact us today! Lisa Isaac HR Professional Services

www.LisaIsaacHR.com 

From the LIHR team and lead collaborator, Lisa Isaac,CHRL, CHRP, Owner & Sr. HR Consultant Lisa@LisaIsaacHR.com 

Photo by Steve Johnson on Unsplash