Will AI Chatbots Replace Employee Handbooks?

When artificial intelligence was first introduced to the public, it was met with some criticism. Many people were afraid that AI might eliminate certain jobs. However, it didn't take long for companies to see the many benefits that AI had to offer and see that it could be a valuable tool that provides unique assistance to employees.  This innovative technology is able to streamline various tasks.  What took some employees hours to complete, AI could do in a matter of seconds.

One of the most popular types of AI that companies have come to utilize is AI chatbots. These chatbots are capable of producing accurate and up-to-date information when an employee has a question or needs clarification. While they have been used to help with a wide range of HR tasks, many companies wonder if they are able to replace their traditional employee handbooks with AI chatbots. To help better answer this inquiry, here is a look at how AI chatbots compare to traditional employee handbooks.

The Rise of AI Chatbots in HR

Over the last few years, AI has made impressive strides. You may be surprised to learn that chatbots have been around since the 1960s. While the first chatbots, like ELIZA, had extremely limited capabilities, it set the foundation for creating other chatbot assistants.

When AI assistants like Siri and Alexa became popular, many companies started to experiment with AI in the office to see if it could improve production, improve communication, and make the office more efficient overall.

Many companies have found that incorporating AI into the human resource departments, especially right after the hiring process, can streamline certain onboarding tasks. For example, HR chatbots can ensure that the employee fully understands the company handbook.

Some of the main advantages of using AI chatbots instead of traditional handbooks include:

• Instant access to information. Chatbots use interactive dialogue to relay information to the user. If the employee is unsure about a specific rule or procedure, they can ask the chatbot and receive a customized answer within seconds.

• Real-time updates and Flexibility.  Today's ´s AI chatbots are able to automatically update policies and provide accurate information 24/7.

• Increased employment engagement and interaction. AI chatbots that are used in HR departments are designed to provide a more positive and engaging work environment. They do this by gathering feedback and providing instant and personalized support.

• Cost efficiency and resource optimization. With AI chatbots, companies no longer have to spend money on creating paper-based handbooks. By streamlining many tasks, AI chatbots are also able to lighten the load on the humans that work in the HR department,  enabling them to spend time on important tasks.

Advanced HR chatbots, like Botable,  are able to integrate with various collaboration programs, such as Slack, Microsoft Teams, and Google Workspace, which makes it even more convenient. No matter which platform you use, Bootable is there to give you quick and accurate answers.

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The Limitations of Traditional Employee Handbooks

Up until the 20th century, businesses relied on word of mouth to ensure that all employees knew the proper rules and regulations. However, after World War II, companies started expanding their businesses and opening up several locations around the country. To ensure that safety regulations were being met and production was consistent, employers started to see a need to have documentation that clearly outlined the company's policies.

While paper handbooks have been successfully used by countless businesses over the last century, they do have their limitations.

Accessibility and Usability Challenges

Printed employee handbooks can easily get lost or misplaced. This makes it impossible for an employee to look up a rule or regulation when they have questions. Additionally, some employees may have difficulty reading the words on the paper if they have any type of visual impairment.

Issues with Keeping Policies Up-to-Date

While some companies will try to update their handbooks every year, realistically, the updates usually happen after five or more years. This forces many employees to rely on outdated information. Following outdated rules can not only lead to employee confusion and frustration, but it could also create certain legal risks for your company and employees.

Engagement and User Experience

Many employee handbooks contain an excessive amount of legal jargon, which can be difficult for the average person to understand. Also, a lot of company´s tend to use vague and general language, which can lead to misinterpretations and compliance issues.

The employee obviously can't ask for a piece of paper for clarification. Instead, if the employee is confused by a statement in the handbook, they will have to write it down or highlight the area in question and then take it to a member of the HR department or a supervisor in the future.

The Benefits of Replacing Your Employee Handbooks with Botable

Botable was specifically designed to make HR departments run smoothly and more efficiently. When an employee has a question about the handbook, they can simply log onto their computer and ask the AI chatbot. With Botable´s innovative technology, not only will the employee receive a clear and accurate answer, but the system will also provide them with a PDF copy of the handbook and the specific page number where the topic is discussed.

Other benefits to using Botable´s AI Chatbot include:

• Receive customized answers to personalized questions.
• Get unlimited answers 24/7
• Easily integrate the chatbot with online tools and software that your team in currently using
• Save time by eliminating the need to search through a stack of printed documents.
• Receive step-by-step guidance
• Decrease the HR department's workload, allowing it to focus on bigger goals.
• With no hardware to install, employees can access the cloud-based chatbot from anywhere and at any time.

The HR department is the heart of every company. If it isn't running efficiently, other departments within the company will eventually suffer. Thanks to the ever-advancing world of AI, many HR departments are able to streamline a wide range of tasks in order to increase efficiency and improve employee success. If you want to learn more about how Botable can help improve your company´ś HR department, schedule your free demo today.