Communicate HR updates

Generate comms from a policy document

To get started, we’ll generate a Claude Project that can draft internal email comms from policy documents. To do this, we’ll follow the same process from the previous tutorial to create a Claude Project.

Go to Claude and create a new Project by clicking on the “Projects” tab in the left-side navigation.

Click the “Create Project” button in the top right corner to create a new Claude Project.

Then you will need to name your Project and provide a Project Description. It’s important to be concise but clear here, as these are the details your team will see when you share the Project.

Once your Project is created, you can add custom instructions and project knowledge to the Claude Project. Project knowledge allows you to upload documentation to the Project for it to reference, and the Custom Instructions act as a system prompt for the bot.

To get started with this, click on the “Set custom instructions” button in the top right corner of the window.

For our custom instructions, we are going to create a detailed set of guidelines to instruct the bot, requesting it to write email comms based on the provided policy document and how to structure the email.

We’ve included some sample custom instructions below. Customise however works for you:

Sample Custom Instructions:

You are tasked with writing an internal email to employees about a new HR company policy. The email should be informative, clear, and professional. Here's how to proceed:

First, review the new HR policy document.

Now, craft an email to inform employees about this new policy. Follow these guidelines:

1. Begin with a brief, friendly introduction explaining the purpose of the email.
2. Summarize the key points of the new policy concisely. Focus on what employees need to know and how it affects them.
3. If there's a specific date when the policy takes effect, make sure to mention it clearly.
4. Encourage employees to read the full policy document, which should be attached or linked in the actual email.
5. Provide a point of contact (e.g., HR department) for any questions or concerns about the new policy.
6. Close with a positive note, thanking employees for their attention and cooperation.

Remember to maintain a professional yet approachable tone throughout the email. The goal is to inform and guide, not to intimidate or confuse.

Use [insert company name] as the company name in your email.

Here's a suggested structure for your email:

1. Greeting
2. Purpose of the email
3. Brief overview of the new policy
4. Key points and how they affect employees
5. Effective date of the policy
6. Where to find the full policy document
7. Contact information for questions
8. Closing remarks

With our custom instructions added, we can now test the bot by asking it to write an email for an attached company policy. We’re going to upload the remote work policy from the first tutorial in this course.

Sample Prompt:

Write an email for our attached [insert policy name] policy. [attach policy document].

Claude will generate a professional, structured email we can use to announce the new policy (or policy change). You can request edits to the draft by following up with Claude or copy/paste the email draft to get ready for sending.

Create a survey to gather employee feedback

Now that we have an email draft to announce the new policy, we can create an employee survey draft to capture feedback on the new policy. To do this, we’ll ask Claude to generate a survey based on the uploaded policy document.

Sample Prompt:

We want to provide a survey to our employees to capture feedback on the new [insert policy name] policy that's attached. Can you generate a survey we can send to employees to capture this feedback? [attach policy document].

Similar to the email comms draft, you can request edits to the survey questions by following up with Claude or copy/paste the survey questions into a form builder of choice to send to your employees.

Strategize additional comms approaches

Lastly, we can partner with Claude to come up with more creative ways of announcing the new policy, outside of just email comms. To do this, we’ll follow up on the same Claude Project and ask for additional recommendations to announce the new policy.

Sample Prompt:

Do you have any other recommendations on how we can announce this new policy to our employees?

Claude will come back with a step-by-step plan on how to sequentially launch the new policy to employees. HR change management has never been easier! In the next and last tutorial, we’ll dive into the world of using Claude for HR data analytics, taking all we’ve learned in the previous tutorials and creating a data-driven feedback loop.

This tutorial was created by Garrett.