Prompt Like a Pro: A Guide to Using AI for Better HR Results
Artificial Intelligence (AI) is no longer just a buzzword—it’s becoming a practical, everyday tool for nonprofit leaders. From recruiting and onboarding to internal communication and policy updates, generative AI (GenAI) can dramatically lighten the HR load. But here’s the secret: you only get great answers if you ask great questions.
That’s where prompting comes in. Prompting is how you communicate with AI tools like ChatGPT, and the way you phrase your request makes all the difference in the quality of the response.
Let’s explore how nonprofit leaders can write more effective prompts to solve common HR problems using GenAI—saving time, enhancing clarity, and improving the employee experience.
1. Be Specific: Vague in, vague out
The more clearly you define your needs, the better the AI's response will be. Think about tone, audience, and the key points you want emphasized.
Instead of:
“Write a job description.”
Try this:
“Write a job description for a part-time volunteer coordinator at a community food pantry that highlights interpersonal skills, bilingual proficiency (Spanish-English), and experience coordinating multiple schedules.”
Why this matters:
Nonprofits often hire for mission-critical roles on tight budgets. A specific prompt ensures the final product reflects the unique values and needs of your organization.
2. Set the Right Tone: Match your message to your mission
Tone is everything—especially in a nonprofit setting where trust and community are foundational. Whether you're writing a staff memo or a donor update, the right tone strengthens your message.
Example prompt:
“Write an encouraging and heartfelt welcome email for a new employee joining our nonprofit focused on refugee resettlement.”
Why this matters:
AI will tailor its language to reflect warmth, inclusion, and gratitude—hallmarks of nonprofit culture—if you tell it to.
3. Provide Context: Paint the full picture
AI works best when it understands the bigger picture. Don’t be afraid to provide background info, even if it feels obvious to you.
Example prompt:
“Create an FAQ section explaining our new remote work policy for full-time employees. The audience is program managers, and the goal is to clarify expectations while reinforcing flexibility and accountability.”
Why this matters:
Nonprofit teams are often spread out, and clear policies help build consistency across programs, locations, and leadership styles.
4. Use Step-by-Step Instructions: Guide the AI like a teammate
Complex HR communications are easier to generate when you break your request into parts.
Example prompt:
“Draft a memo with three sections: (1) A short intro explaining upcoming changes to employee healthcare benefits, (2) A breakdown of what’s changing and why, and (3) A closing paragraph with links to resources and an invitation to attend an upcoming Q&A.”
Why this matters:
Your AI becomes a reliable assistant when it understands the structure of what you need—not just the topic.
Bonus Tips for Ethical & Effective Use of AI in HR
🕵️♂️ Always review output: Use GenAI as a first draft—not the final product. Edit for accuracy, tone, and compliance.
⚖️ Stay compliant: Cross-check policies, job descriptions, or interview questions against current employment laws and nonprofit-specific guidelines.
🤝 Be transparent: If you use AI-generated content in policies or public-facing communications, be open about it with your team and board.
🌍 Promote fairness: Ensure that AI output supports equity, avoids bias, and reflects the diversity and inclusivity your mission upholds.
Start Prompting Like a Pro
You don’t need to be a tech expert to make AI work for your nonprofit. You just need to learn the language of prompts. With a little practice, you can use GenAI to streamline HR tasks, boost engagement, and stay focused on what matters most: your mission. If you want to talk through how you can leverage more effectively in your nonprofit work let’s connect and explore what’s possible together.