Managing Your HR Prompt Library

1- Why create an HR prompt library in your organization?

A prompt library is a structured collection of ready-to-use prompts, used to interact effectively with generative AI platforms like ChatGPT, Copilot, Gemini, Claude or Perplexity. It allows you to standardize queries, enrich results, and enhance the use of AI across all business functions.

Unlike vertical generative AI solutions integrated into a single process (for example: HR sourcing, marketing automation or CRM), generic platforms require good prompt formulation to deliver relevant results.

An HR prompt library facilitates this organizational learning, promotes good prompt practices within teams, reduces delays and errors, increases quality and standardization of responses, and accelerates internal adoption curves.

Prompting requires time and precise information (input and output) to achieve good results. When a prompt is good, it becomes an asset that must be shared!

Consulter notre bibliothèque de prompts en RH

2- Best practices for succeeding with your HR prompt library:

1. Structure by profession and usage (e.g.: HR – job posting writing, Legal – contract synthesis).

2. Validate HR prompts with internal experts to guarantee their compliance and usefulness.

3. Document objectives and usage contexts for each prompt.

4. Update regularly based on user feedback and tool evolution.

Adopting a prompt library means laying the foundation for AI that is performant, secure and useful for everyone.

Example of HR prompt library - Consult our article

3- Secure and common solutions for HR prompt library management:

Here is a short list of solutions that business professionals (HR, marketing, finance, engineering, communications, CSR, etc.) can use to create, structure and share prompt libraries for conversational assistants, while respecting IT security requirements and promoting adoption and collaboration:

Solution	Description	Key Advantages
SharePoint + Power Automate (Microsoft 365)	Creation of shared directories with controlled access, versioning automation	IT compliance, complete Microsoft integration, fine governance
Microsoft 365 Copilot Studio	Allows creation of personalized AI assistants with prompt libraries integrated into the M365 environment	M365 integration, Microsoft security, native collaboration
Google Workspace + Gemini AI + Google Sites	Library accessible in the Google environment with Gemini AI integration	Ease of access, collaborative editing, Google security
Notion	Using Notion as a shared knowledge base with prompt management by category, role or use case	Intuitive interface, widely adopted, collaborative management, API available
Confluence (Atlassian)	Structured document space with granular permissions and AI plugins	Frequent adoption in IT, robust documentation, compliant security
Slack	Collaborative space allowing prompt documentation	Direct access in workflow, facilitated adoption

4- Criteria to consider for choosing your HR prompt library:

• Compliance with IT policies (SSO, hosting, encryption),

• Pre-existing adoption in the organization to avoid duplicates and costs,

• Ability to categorize and version prompts,

• Ease of editing and inter-team collaboration,

• Traceability of modifications (audit, governance),

• Collaborative editing and contribution capabilities.

5- Properly organizing your HR prompt library:

Here is an example of organizing a prompt library for HR teams, presented in structured table format:

Category	Prompt Title	Business Objective	Prompt (formulation)	Usage Context
Recruitment	Write a job posting	Standardize job descriptions	"Write a clear and engaging job posting for a [Title] position in [City], in the [Sector] sector, including missions, key competencies and conditions."	Quick publication on job platforms
Training & Development	Identify training needs by team	Support annual training planning	"Based on this list of roles and company objectives, propose priority training needs for each team."	Development of competency development plan
Labour Relations	Summarize an HR policy for distribution	Facilitate understanding and adherence	"Summarize this HR policy in a clear and accessible manner for a non-expert audience, highlighting key points to remember."	Internal communication or guide for employees

This structure allows HR teams to quickly find prompts according to their purpose, while promoting reuse and continuous improvement.

Managing your HR prompt library allows you to organize and disseminate new AI competencies in HR.

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Jean-Baptiste Audrerie, CEO, co-founder of NexaRH, HRIS consultant and author of this blog post on AI in HR. Has been blogging about HR technologies and AI since 2012.