Welcoming new employees

How can you use AI to draft a clear welcome booklet without inventing information useful to new starters?

1250 € per session, excl. VAT

In short

This half-day session of 3 hours offers a guided introduction to generative AI applied to welcoming employees. Using a fictional case file, participants organise the essential information, draft an initial booklet and check its reliability. They leave with a working version to be validated before distribution.

Why this training?

A new starter needs to be able to find their contact person, their first-day programme and the practical arrangements for their arrival quickly. Scattered or contradictory information makes it harder to get their bearings and increases the number of enquiries directed to HR teams. AI can help to organise documents and rephrase instructions, but it can also invent a contact or an internal rule. The training teaches participants to distinguish a suggested wording from verified information, while retaining human control over the content. Running case study: The fictional organisation ‘Cèdre Mosaïque’, which specialises in furniture design, is welcoming two administrative employees. Its arrival information is scattered across a practical note, an organisational chart and an induction programme. Participants bring it together in a booklet for the first week. Application at work: Reuse the contents structure with your organisation’s authorised documents, replace the fictional content and appoint someone responsible for updates. Have the booklet reviewed by a qualified HR professional before any distribution to new employees.

Objectives of this training

  • Identify the information needed before arrival and during the first week.
  • Organise the supplied content into a contents structure suited to the new starter.
  • Formulate a simple AI prompt specifying sources, audience and format.
  • Draft three practical sections using verified information.
  • Spot fabrications, contradictions and missing information in the booklet.

Who is it for and what are the prerequisites?

Roles and tasks concerned

  • HR assistants and officers involved in welcoming new employees.
  • Administrative leads and managers preparing information for new starters’ arrival.

Prior skills

  • No prior AI knowledge required.
  • Ability to consult a digital document and edit text.

What you will work on

  1. Discovering AI and arrival needs

    Objective: Understand the benefits and limitations of writing assistance. Demonstration of a simple prompt; the difference between rephrasing and invention; precautions concerning HR data.

  2. Organising useful points of reference

    Objective: Build a structure that is easy to consult. Essential sections: access, supplied working hours, contacts, equipment, programme and internal resources; flagging missing data.

  3. Drafting without filling gaps at random

    Objective: Produce short, immediately understandable content. Instruction specifying audience, sources, tone and length; explicit request to flag missing information; rephrasing jargon.

  4. Testing the reading experience and preparing validation

    Objective: Assess the reliability and usefulness of the booklet. Checking sources, consistency of contacts, readability and the distinction between confirmed instructions and information awaiting confirmation.

What you take away

  • Annotated contents page for the welcome booklet.
  • Working version of the booklet with three drafted sections.
  • AI prompt template with an instruction not to invent information.
  • Completed checklist and list of required validations.

Method and assessment

  • Short explanations followed by immediate practice using the running case study.
  • Individual work followed by work in pairs, with peer review of the outputs.
  • Guided group discussion: what works, what needs correcting and what remains a human decision.
  • Preparation: Arrange access to a generative AI tool authorised by the organisation; no confidential documents will be submitted. Read the supplied fictional case file and note the questions a new starter would ask before their first day.

Observable criteria: The contents page distinguishes between preparation for arrival, the first day and the first week. ; The three sections clearly indicate an action, a time and a contact person where the sources allow. ; Each piece of practical information is linked to a source in the case file. ; Missing information is flagged as awaiting confirmation, never invented. ; The checklist counts the answers found during the reading test and records the necessary corrections..

Frequently asked questions

Can we use our current booklet?

Only if it is anonymised and authorised for sharing; the fictional case file remains available.

Can the booklet be distributed immediately?

No, a qualified HR professional must validate the organisation-specific information.

Can AI draft internal rules?

It can rephrase supplied texts, not create rules. Regulatory statements must be checked with your legal department.

Does the exercise automate HR decisions?

No. It focuses solely on drafting documentation; no sensitive decisions concerning an employee are automated.

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