Published: October 2025

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As a small business owner in Australia, you're not just running operations—you're also the HR department. From writing job ads to managing performance issues and navigating Fair Work requirements, people management can feel like a full-time job on its own.

ChatGPT can be your virtual HR assistant, helping you draft professional communications, create policies, understand compliance requirements, and handle sensitive employee situations with confidence.

This free cheat sheet provides copy-paste prompts designed specifically for Australian small businesses. Simply describe your situation, and let ChatGPT help you respond professionally and compliantly.

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Recruitment & Hiring

For writing job descriptions, screening candidates, and managing the hiring process

• Write a job description for a [job title] role in [industry] that includes key responsibilities, required skills, and company culture
• Create 10 behavioural interview questions for a [job title] position focused on problem-solving and teamwork
• Draft a polite rejection email for a candidate who interviewed well but wasn't selected
• Write a job offer email for [candidate name] for the [job title] position including salary, start date, and next steps
• Create a pre-interview screening questionnaire with 5 questions to assess culture fit
• Suggest questions I should ask candidates about their expectations for flexible work arrangements

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Onboarding & Training

For welcoming new team members and setting them up for success

• Create a first-day welcome email for a new employee starting on [date] including what to bring and expect
• Generate a 30-60-90 day plan for a new [job title] with key milestones and learning objectives
• Write a comprehensive onboarding checklist covering IT setup, paperwork, training, and introductions
• Create a new employee welcome pack outline including company values, team structure, and key contacts
• Draft an email introducing a new team member to the company with their background and role
• Develop a training schedule for a new employee covering [list key areas or systems]

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Policy Development & Fair Work Compliance

For creating workplace policies and understanding Australian employment law

• Write a simple working from home policy for a small business that covers eligibility, equipment, and expectations
• Create a fair and clear annual leave policy that complies with the National Employment Standards
• Explain the difference between casual, part-time, and full-time employees under Fair Work in simple terms
• Draft a professional conduct policy covering workplace behaviour, communication standards, and consequences
• What are the minimum entitlements for [casual/part-time/full-time] employees in Australia?
• Create a mobile phone and internet usage policy for employees who use personal devices for work

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Performance Management & Feedback

For conducting reviews, giving feedback, and managing performance issues

• Write a performance review template with sections for achievements, areas for improvement, and goals
• Draft constructive feedback for an employee who [describe specific performance issue] in a supportive tone
• Create a performance improvement plan for an underperforming employee with clear expectations and timeline
• Suggest 10 open-ended questions I can ask during a performance review conversation
• Write an email acknowledging an employee's great work on [specific project or achievement]
• Help me structure a difficult conversation with an employee about [issue] in a respectful, constructive way

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Employee Communications & Difficult Conversations

For handling sensitive situations, policy changes, and workplace issues

• Draft an email announcing [policy change] to staff explaining the reasons and implementation date
• Write a script for delivering a verbal warning to an employee about [specific behaviour or performance issue]
• Create a professional response to an employee complaint about [issue] acknowledging their concerns
• Write an email to an employee who has exhausted their sick leave explaining the options available
• Draft a message to the team announcing an employee's departure in a positive, professional way
• Help me respond to an employee request for flexible work arrangements under Fair Work provisions

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Workplace Health, Safety & Wellbeing

For creating a safe, supportive work environment

• Create a mental health and wellbeing policy that supports employee welfare and reduces stigma
• Write an email to staff about our commitment to workplace safety and how to report hazards
• Develop a return-to-work plan for an employee coming back after extended sick leave or injury
• Create a checklist for conducting a basic workplace risk assessment in an office environment
• Draft a bullying and harassment policy that complies with Fair Work requirements
• Write talking points for a team meeting about managing stress and maintaining work-life balance

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Offboarding & Transitions

For managing resignations, terminations, and smooth departures

• Write a professional response to an employee's resignation letter acknowledging their contribution
• Create an offboarding checklist covering knowledge transfer, equipment return, and final pay
• Draft exit interview questions that gather honest feedback about their experience
• Write a reference letter for [employee name] who worked as [job title] for [duration]
• Create a handover template for departing employees to document their responsibilities and ongoing projects
• Explain the notice period requirements under Fair Work for [employee type] who has worked here for [duration]

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How to Customise These Prompts

Make these prompts work better for your specific situation by adding:

• Employee details: "For a customer service team member who's been with us for 6 months"
• Tone: "Professional but warm," "Firm but fair," or "Empathetic and supportive"
• Industry context: "For a construction company" or "In a professional services firm"
• Specific circumstances: "This is their second warning" or "They're a high performer overall"
• Format preference: "As bullet points," "In email format," or "As a script I can follow"
• Example: Instead of "Write a warning," try: "Write a first formal warning letter to a warehouse team member who has been late 5 times in the past month, in a firm but fair tone that explains the expectations and consequences."

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Frequently Asked Questions

Can ChatGPT provide legal HR advice for Australian businesses?

No, ChatGPT cannot provide legal advice. It can help draft documents and explain general concepts, but you should always have employment contracts, termination letters, and formal warnings reviewed by an HR professional or employment lawyer to ensure Fair Work compliance.

Is it safe to use ChatGPT for confidential HR matters?

Avoid entering personally identifiable information like employee names, addresses, medical details, or specific performance issues into ChatGPT. Instead, use general descriptions or anonymised scenarios. For sensitive HR matters, always consult with a qualified HR professional.

What HR documents should I always have a professional review?

Employment contracts, termination letters, performance improvement plans, redundancy notices, workplace investigation reports, and any document related to disputes or potential legal issues should always be reviewed by an HR professional or employment lawyer before use.

Can small businesses use ChatGPT to understand Fair Work requirements?

ChatGPT can provide general information about Fair Work regulations, modern awards, and the National Employment Standards, but the information may not be current or specific to your industry or situation. Always verify Fair Work information with the Fair Work Ombudsman website or an HR professional.

How can ChatGPT help with performance management?

ChatGPT can help structure feedback conversations, draft performance review templates, create improvement plans, and suggest constructive ways to communicate performance issues. However, the actual performance management process should follow your company's policies and comply with Fair Work requirements.

What should I not use ChatGPT for in HR?

Don't use ChatGPT as a substitute for professional advice on terminations, redundancies, workplace investigations, discrimination or harassment cases, workers' compensation claims, or any situation with legal risk. These situations require expert HR and legal guidance.

Can ChatGPT help me write employment contracts?

ChatGPT can help draft basic employment contract templates, but all contracts must be reviewed by an employment lawyer or HR professional to ensure they comply with Fair Work requirements, include mandatory clauses, and protect your business interests.

How do Australian small businesses stay compliant with Fair Work laws?

Small businesses should: regularly review Fair Work Ombudsman updates, ensure employment contracts align with modern awards, maintain accurate time and attendance records, document all HR decisions, seek professional advice for complex situations, and consider engaging an HR consultant for ongoing compliance support.

Can I use ChatGPT to help with workplace investigations?

ChatGPT can help you understand the investigation process and structure interview questions, but workplace investigations involving bullying, harassment, discrimination, or serious misconduct should be conducted by a trained investigator or HR professional to ensure procedural fairness and legal compliance.

What are the most common HR mistakes Australian small businesses make?

Common mistakes include: misclassifying employees as contractors, failing to pay correct award rates and entitlements, not providing written employment contracts, inadequate record-keeping, mishandling terminations, ignoring modern award requirements, and not documenting performance issues properly.

How can small business owners learn to handle HR better?

Start by familiarising yourself with Fair Work basics, create clear policies and procedures, document everything, seek advice before making major decisions, invest in HR software for record-keeping, and consider engaging a fractional HR consultant. Tools like ChatGPT can help with routine tasks, but professional guidance is essential for compliance and risk management.

When should a small business hire an HR professional?

Consider professional HR support when you: reach 10-20 employees, face a complex employment issue, plan to scale quickly, have received a Fair Work complaint, need to conduct a workplace investigation, are restructuring or making redundancies, or simply don't have time to manage people properly while running your business.

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How Scale Suite Can Support Your People Management

While ChatGPT helps with day-to-day HR tasks, building a high-performing team requires expert guidance and proper systems.

Scale Suite provides comprehensive HR solutions for Australian SMEs:

Recruitment & Onboarding

• Position descriptions and recruitment strategies
• Candidate screening and interview support
• Comprehensive onboarding programs

Performance & Development

• Performance management system design
• KPI and goal-setting frameworks
• Coaching and feedback training for managers
• Performance improvement plan support
• Succession planning strategies

Strategic HR Support

• Organisational design and restructuring
• Culture development and employee engagement
• Employee relations and dispute resolution
• HR technology and systems implementation
• Fractional HR leadership for growing businesses

Need expert HR support? Contact Scale Suite to discuss how we can help you build a compliant, engaged, high-performing team.

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Published by Scale Suite | Finance & HR solutions for Australian SMEs

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