How to Use AI to Write Clearer Internal Policies
Most internal policies are written by senior staff who’ve been using your systems for years.
The result? Your company policies end up as dense, jargon-heavy documents that aren’t accessible to new staff. They’re hard to read, which makes them hard to follow, and that’s how policies end up being ignored long-term.
AI can help fix that.
Using plain English language that promotes clarity, AI prompt engineering is the key to streamlining policy writing for your business. Senior staff can still offer input, but your policies will read easier for laymen and onboarding staff.
Here’s how to use AI to write internal policies your people will actually understand.
Start with What you Know, Not What Sounds Official
When writing company policies, don’t open with a template or a wall of definitions. Include what the policy needs to do in plain language in your AI prompting.
For example: “We need a clear policy on how staff should use social media at work” is enough to get started. From here, you can add any details specific to your company to personalise that social media policy for your team.
Ask AI to Write Simply and Jargon-Free
Left to its own devices, AI tools can default to formal language. Good AI prompt engineers know when to push back.
There are two things that you can do here to guarantee your AI-generated policies read easier:
- Specify that your AI outputs in plain English writing only, and
- Include audience details in your AI prompt.
For example, you could ask your AI to write for someone who’s never seen a policy document before. Best practices also include asking your AI to cut jargon, and to use short sentences. Do away with legalese.
Remember, you’re in charge of the brief. The requirements you provide in your prompt will influence the quality of the output.
Use AI to Spot Gaps Faster
Once you have a first draft of your policy, ask your AI: “What questions might a staff member have after reading this?” This is a quick way to identify anything you’ve left unclear or assumed people would already know.
This tip can be useful for writing AI policies for your business as well. For business owners looking to integrate AI into the workplace, writing strong policies that clearly outline AI best practices can give your people the direction they need.
AI empowerment starts with clarity. By developing strong AI policies, your team will have a good foundation for integrating AI tools masterfully in their daily working habits.
Edit Like a Human
AI gives you a strong starting point, not a finished product. So before you save that final draft, read it all aloud. If you stumble at any point, assume your future reader will too and amend.
Are there details in your policy that are diluting its message? Then strip them out. Cut anything that doesn’t need to be there, and your policy will be much easier to absorb.
Remember that the end goal is understanding, not coverage.
Use AI to Produce Clearer Internal Policies
Policies function a little differently to business contracts. Your policies don’t need to read as formal, in fact it’s better that they don’t. By keeping your internal policies easy to read, they’re more likely to achieve their goal: consistent behaviour and actions from your team that align with your business standards.
At Andrew Pegler Media, our business writing services help simplify policy writing for your management team.
To find out more, contact us or call 1300 209 849.
