Mastering ChatGPT: Practical Management of Difficult Subordinates
In every company, to varying degrees, a few problem employees join every year.
I have experienced this myself, and if you handle such people incorrectly, it will lead to trouble later on.
Today, I will talk about HR risk management utilizing ChatGPT.
1. A difficult employee has been assigned to me! Now what?
The following is a case study I was consulted on when I was a consultant.
【Consultation brought to the HR department by Manager A of a mid-sized construction company】
Manager A:
“New employee C arrives at work 10 minutes late every day.”
“He also leaves work without saying a word when the workday ends.”
“He doesn't answer the phone.”
“He forgets customer messages, leading to complaints.”
“When I cautioned C, he said the following.”
New employee C's argument:
“Since the office staff answers the internal phones, I don't think I need to.”
“Regarding the mistake with the customer's message, everyone makes mistakes.”
If an employee like C were assigned to my department, it would be terrifying.
When I entered this case into GPTs (ChatGPT) as is, the AI returned the following answer.
【ChatGPT's Current Situation Analysis】
1. What (Current Situation Analysis)
New employee C is not following basic workplace norms, and there is a lack of time management, communication, and sense of responsibility.
2. Why (Hypothesis Setting)
It is possible that C does not understand workplace expectations or rules,and he may have insufficient new employee training or self-centered values.3. Why (Issue Setting)
In order to improve C's behavior and maintain workplace efficiency and harmony,
setting clear expectations for him and providing specific guidanceis necessary.4. How (Tactics)
Implement the following.
・Open and honest communication.・Formulation of a performance improvement plan, continuous guidance, and support.
・Communication skills training.
・Setting up regular feedback sessions.
・Re-evaluating cultural fit (understanding of corporate and organizational culture).
・Reviewing the final employment relationship.
This is how the starting line becomes clear.
2. Let the AI propose specific countermeasures.
Mr. A asked what he should do more specifically.
【Question about specific responses】
In C's case, it seems he lacks common sense, but is there any effect in educating such a person on communication? Also, what kind of next steps in cooperation with the HR department are anticipated?
【ChatGPT's Answer】
In cases where you feel an individual like C lacks basic workplace rules or common sense, the following next steps can be taken in cooperation with the HR department:
1.Implementation of a detailed performance review:
・Evaluate C's specific behavior and performance.
2.Formulation of an improvement plan:
・Develop a performance improvement plan that includes specific goals and deadlines.
3.Continuous guidance and support:
・Regular guidance by a mentor or coach.
・Implementation of training to improve communication skills.
・Regular reviews regarding behavior and improvement status.
4.Evaluation of cultural fit:
・Consideration of fit with organizational culture and career path.
・Re-evaluation of the employment contract if no improvement is seen.
3. I asked how to deal with the worst-case scenario.
I also asked how to deal with the situation if C shows no improvement even after implementing the above measures.
【Question about how to respond when there is no effect】
I think it is difficult to terminate the employment relationship because such a person understands that they cannot change jobs. Is there a good way to lead them to resignation?
[ChatGPT Response]
The following steps are important for proceeding with the termination of an employment relationship or resignation in accordance with legal frameworks, organizational policies, and ethical standards.
1. Open and honest communication:
Communicate performance or behavioral issues to the employee and have them consider resignation.
2. Performance Improvement Plan:
Set improvement goals and deadlines, and explain the termination of employment if goals are not met.
3. Resignation by mutual agreement:
Propose a mutually agreed-upon resignation as the best solution for both parties, and offer severance pay or career support.
4. Provision of career counseling:
Support the employee's career assessment and provide counseling by professionals.
5. Consideration of reassignment:
If the current role is unsuitable, consider reassignment to another position.
6. Obtaining legal advice:
Consider the legal aspects of employment termination or resignation, and ensure all actions comply with laws and policies.
7. Preparation to avoid disputes:
Prepare for the possibility that negotiations may lead to conflict, and ensure appropriate resignation procedures and notice periods.
4. How to interpret AI analysis results
Dealing with this type of issue involves quite sensitive elements. If you handle it incorrectly, it could lead to legal problems.
I have experienced this myself, and in many cases, blindly conducting interviews or trying to persuade someone based on your own experience can actually worsen the situation.
To prevent that from happening, you need to ask the AI questions in advance to learn about potential problems and how to handle them.
By doing that, then discussing it in a 1-on-1, and handling it in a way that the individual finds acceptable—such as by deferring to experts at the appropriate time or sometimes involving legal measures—you can avoid risks.
I believe that effectively utilizing AI in human resources as well is what management in the era of AI co-creation is all about.
What do you all think?