What Labor and Social Security Attorneys Who Rely on "Templates" for Work Rules Are Quietly Losing

Hello, I am
Yuki Fukiage, Representative of Lean Stack Inc..

Introduction

This time, I will talk about work rules.

In my previous articles, I have mainly focused on how to streamline payroll calculation and subsidy checking tasks using AI.

However, creating work rules is also a task that actually takes a significant amount of time and effort.

Recently, while supporting an actual labor and social security attorney, I have been working on a project to streamline the work rule creation workflow using AI.

What became clear during that process is the reality that many labor and social security attorney offices rely on "templates" to create work rules.

And the fact that this "relying on templates" approach is quietly, yet surely, continuing to steal the attorney's time.

In this article, I will write about the pitfalls of this "template faith" and the mechanism that allows you to generate a draft of work rules in an instant using AI.

Is it true that "as long as you have a template, you can manage"?

"We have a template, so we aren't really having trouble."

When I talk about work rules with labor and social security attorneys, this is often the response I get.

Certainly, work rules have "common parts."

Working hours, holidays, leave, wages, and retirement. The items that must be included in every company's work rules are determined by law.

Therefore, if you create a template once, you can manage by customizing it based on that. The logic is certainly sound.

But the reality is not that simple.

First of all, the content to be included changes significantly depending on the "purpose" of creating the work rules.

• Do you want to establish minimum rules for a new incorporation?

• Are you creating them because they are necessary for a subsidy application?

• Is the purpose to prevent labor disputes?

When the purpose changes, the points you need to focus on change completely.

What's even more troublesome is that there are items that "should be included" or "should not be included" depending on the industry.

• For manufacturing, you need to write detailed regulations related to safety and health.

• For the construction industry, you need specific rules regarding on-site work.

• For IT companies, regulations regarding remote work and side jobs are required.

There are certainly common parts.
But the variable parts are quite significant.

And one more thing.
This is the most troublesome part. Haha

Every attorney has a completely different approach to work rules.

"I want to write this article this way."
"I always use this expression here."
"It feels wrong if it's not in this order."

There are as many styles as there are attorneys.
Even if the template is the same, the final result is completely different.

In other words, the idea that "as long as you have a template, you're good to go" is half true and half an illusion.

The "invisible loss" of continuing to rely on templates

I want you to think about this calmly for a moment.

Creating work rules based on a template.
How much time does that actually take?

• Pulling out a template.

• Customizing the articles to match the client's industry and requests.

• Deleting unnecessary items.

• Adding necessary items.

• Adjusting the wording.

• If there is a legal amendment, revising the text to correspond to it.

While you might say, "It's easy because I have a template," in the end, you are using your own time and putting in a significant amount of effort, aren't you?

Moreover, the criteria for these customizations exist only inside your head.

"For this industry, this item should be included."
"For a company of this size, this part can be omitted."
"This client has these specific requests, so I'll write it this way."

Everything depends on your experience and judgment.

I mentioned this regarding payroll as well, but
it has become completely dependent on specific individuals.

If you get sick, the project stops.
If you are busy, it gets pushed to the back burner.

And this "invisible loss" is not as apparent as it is with payroll.

This is because payroll happens every month, so you are aware that it takes time.

However, since creating work rules happens less frequently, it is often dismissed as "well, this is just how it is."

But please try to calmly calculate the time spent per case.

Try multiplying that by how many cases you handle in a year.

You will likely find that you are spending a surprisingly significant amount of time.

And that time could have originally been used for something else (especially tasks that contribute to increasing sales).

How to instantly generate a "draft" of work rules using AI

So, what should you do?

The answer is to create a system that lets AI generate a draft of the work rules.

Specifically, here is what you do.

First, organize the necessary elements for work rules by pattern.

• Items that must always be included in common.

• Items that should be included for each industry.

• Items that should be included depending on the purpose.

• Points of focus unique to you, the expert.

Accumulate all of this as knowledge within an AI.

Then, have the AI read the hearing sheets and basic information from your clients.

"Industry is manufacturing"
"Number of employees is 30"
"Purpose is preparation for grant applications"
"Includes shift-based work"

Just by inputting this kind of information, a draft of the rules of employment that fits those conditions will pop right out.

All you have to do is review that draft and make minor adjustments.

The time spent thinking from scratch will almost completely disappear.

"No way, there's no way it works that well."
You thought that, didn't you?

Honestly, you're right, haha.

However, the important thing here is that you cannot do this just by using ChatGPT, Claude, or Gemini normally.

As you might imagine, there are limits.

"Leaving it entirely to AI" is meaningless. That is precisely why you need to turn it into knowledge.

Let me be honest with you for a moment.

ChatGPT, Claude, Gemini.
They are all wonderful AIs.

But even if you ask them to "create rules of employment," they won't produce anything at a level usable in actual practice.

Why?

Rules of employment deal with the law.
They need to be compliant with the law.
Moreover, you need to be meticulous about the details.

"If you don't write this expression in this clause this way, it's legally problematic"
"If you don't include this item in this industry, the Labor Standards Inspection Office will point it out"
"For a company of this size, this is the best way to write this part"

Honestly, it's tough to leave these detailed judgments to a general-purpose AI as is...

They just don't quite hit the spot.

General-purpose AI can say things that are "mostly correct."
However, it lacks the overwhelming amount of information needed to provide "the correct answer for this specific attorney, for this specific client, in this specific industry, under these specific conditions."

That is precisely why knowledge management is necessary.

The decision-making criteria in your head.
Patterns for each industry.
Rules for handling irregular cases.
The final versions of work rules you have created in the past.

Organize all of these and feed them into the AI.

Only then will the AI be able to produce "work rules that meet the standards of this attorney and this office."

Bridging the limitations of general-purpose AI with your office's unique knowledge.

This is the most important point in utilizing AI for work rules.

Once you can turn it into knowledge, it is completely doable.

Categorizing by industry, reflecting each attorney's preferences, and automatically incorporating information from interviews.

All of this can be turned into a functioning system.

Compared to payroll processing, the scope for compression might be a little smaller.
After all, payroll processing takes up more time to begin with.

However, the significance of freeing up your resources through the creation of work rules is greater than the numbers suggest.

What you should be doing is not the task of customizing work rule templates.

• It is standing by your clients' management challenges.

• It is making new proposals.

• It is thinking about the management of your office.

AI utilization is about creating the time to do those things.

Summary

The idea that "it's fine because there's a template" for work rules is half correct and half an illusion.

The content to include changes depending on the purpose.
The necessary items differ depending on the industry.
Each attorney has different preferences.

In the end, it takes a fair amount of time and effort every time.
And the criteria for those decisions exist only in the attorney's head.

If you create a system that has AI generate a draft of the work rules, this reliance on specific individuals can be resolved.

However, you cannot achieve this just by using ChatGPT or Claude as they are.
Only after accumulating your firm's unique knowledge will it reach a level usable in actual practice.

It takes effort to turn knowledge into a system.
But once you build the system, everything from that point on becomes much easier.

As long as you continue to rely on templates, your time will continue to be squeezed forever.

I believe that firms that realize this "quiet loss" are the ones that will change.

Thank you for reading to the end.

"I want to streamline the work rule creation process with AI."
"I want to consult on how to organize my firm's knowledge."
"Honestly, I don't think AI can create work rules, so I want to see it first! (We offer free demos.)"

If you are interested, please feel free to consult with us via the official LINE below.

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