Imagine facing a workplace investigation where every detail counts. The stakes are high, timelines are tight, and there’s no room for error.

For HR case managers, the pressure to get it right has never been greater.

That’s why many HR pros are turning to artificial intelligence tools to tackle these challenges head-on. These tools don’t just save time — they help organizations avoid costly mistakes, from compliance missteps to legal risks.

By leveraging AI prompts, HR teams can streamline investigations, ensure policy compliance, and resolve issues with confidence.

In this blog, we’ll walk through 13 prompts you can use with AI tools to help your company navigate investigations smoothly and avoid critical errors.

#1 Prompt for Drafting Incident Summaries

Investigating workplace disputes often involves sifting through multiple accounts to draft a clear, accurate incident summary.

This task can take several hours as HR professionals work to piece together a coherent narrative from conflicting perspectives. AI can drastically reduce this time by pulling together information quickly and impartially.

Using a prompt like:

“Summarize the following witness statements to highlight key points of agreement and disagreement.”

Here’s an example of what the output might look like:

“Based on the provided statements, here’s a summary: The disagreement arose over project deadlines, with Employee A feeling pressured and Employee B emphasizing team accountability. Both acknowledge the discussion became heated, with differing views on who escalated the situation. Key points to address include…”

This approach transforms a process that could take hours into a task completed in minutes, ensuring HR teams can focus on resolution rather than administrative bottlenecks.

Using AllVoices and Vera to Draft Incident Summaries

With AllVoices, HR pros can use Vera, our AI co-pilot, to draft clear and accurate incident summaries for workplace investigations — all without needing to write prompts or copy and paste information from other tools.

Vera organizes key points and generates a polished summary at the click of a button.

Unlike AI tools, which may require you to handle sensitive information across multiple platforms, AllVoices keeps everything centralized and secure. There’s no need to transfer private emails, documents, or notes — Vera works seamlessly within the AllVoices platform, ensuring your data stays safe and compliant.

Streamlining your process has never been easier, giving your team more time to focus on resolving workplace issues effectively.

#2 Prompt for Creating Follow-Up Questions

Handling anonymous feedback or complaints often requires careful clarification.

Crafting thoughtful follow-up questions is essential to uncovering the truth while maintaining a fair and unbiased process. This can be particularly time-consuming when the feedback is vague or incomplete. AI can help HR professionals develop targeted follow-up questions that keep the investigation on track.

Using a prompt like:

“Generate follow-up questions to clarify discrepancies in these employee statements.”

Here’s an example of what the output might look like:

“Based on the provided information, here are some follow-up questions: 1. Can you elaborate on what you meant by ‘unprofessional conduct’? 2. Were there any witnesses present during the incident? 3. Can you provide specific examples of the behavior you described?”

This prompt not only saves time but ensures that the follow-up questions are comprehensive and relevant, helping HR teams get the clarity they need.

Whether handling anonymous feedback or resolving internal disputes, these questions guide the investigation in a more structured way, minimizing the risk of overlooking critical details.

Use Vera to Come Up With Follow-Up Questions

HR pros can use Vera to create thoughtful follow-up questions tailored to the anonymous feedback collected through AllVoices. Vera analyzes the details of each case and drafts precise questions that keep the investigation focused and effective.

Not only is everything secure, but Vera uses relevant case information, feedback, and company policies to craft the best possible follow-up questions.

With advanced AI systems trained to understand your organization’s processes, Vera ensures your questions are not only accurate but aligned with how your company typically handles similar situations.

#3 Prompt for Surfacing Insights and Trends in Your Data

Understanding patterns in workplace issues is essential for creating long-term solutions and improving company culture. Insights into recurring conflicts, policy gaps, or employee feedback trends can guide proactive strategies. AI can help surface these trends by analyzing historical data and identifying areas of concern.

Using a prompt like:

“Identify trends in workplace investigations and employee feedback from the following data.”

Here’s an example of what the output might look like:

• Insights:
• • Recurring Issue: A high volume of cases related to unclear remote work policies.
  • Feedback Trend: Employees frequently cite communication challenges within cross-departmental projects.
  • Policy Gap: Lack of guidelines for resolving team disputes in hybrid work settings.
• Suggested Actions:
• 1. Update remote work policies to address common concerns.
  2. Implement team-building initiatives to improve cross-departmental collaboration.
  3. Schedule training sessions for managers on hybrid conflict resolution.

This type of analysis helps HR teams take a proactive approach to workplace improvements.

Using AllVoices to Surface Insights and Trends

AllVoices makes uncovering trends and patterns simple by centralizing and analyzing your organization’s case and feedback data.

Vera automatically generates insights every time you access your dashboard, eliminating the need for manual prompting or exporting data to external tools.

HR teams can filter data by timeframes, case types, or feedback sources, and Vera delivers relevant trends and suggestions tailored to your organization. These insights help HR teams identify root causes, track improvements, and proactively address workplace challenges—all within a secure platform designed to streamline employee relations.

#4 Prompt for Identifying Policy Violations

A crucial part of any workplace investigation is determining whether any company policies were violated.

This often involves cross-referencing the details of an incident with the company’s policy documents—a process that can be time-consuming and prone to oversight. AI can streamline this by quickly identifying potential policy breaches.

Using a prompt like:

“Analyze the following actions and determine if they align with company policy.”

Here’s an example of what the output might look like:

“Based on the provided actions, these sections of the company’s code of conduct may have been violated: 1. Policy 3.1: Harassment in the Workplace. 2. Policy 4.2: Respectful Conduct. Consider further review of these specific policies for additional context.”

By automating this initial analysis, HR teams can focus on investigating the nuances of the case, ensuring thorough and timely resolution without getting bogged down in manual document reviews.

Using AllVoices to Identify Policy Violations

HR pros can use Vera to quickly and accurately identify potential policy violations during workplace investigations. By cross-referencing case details with company policies and procedures — that can be stored in AllVoices — Vera ensures that investigations stay compliant and thorough.

This capability eliminates the need to manually review documents or search for policy references across multiple systems. With everything centralized and up-to-date within AllVoices, HR teams can confidently determine whether actions align with or breach company standards—streamlining investigations and reducing the risk of oversight.

#5 Prompt for Building a Timeline of Events

A clear timeline is essential in workplace investigations to establish what happened and when. This step can be especially challenging when dealing with multiple sources of information, including emails, interviews, and incident reports. AI can help by organizing key events into a coherent, chronological order.

Using a prompt like:

“Organize the following events into a clear timeline.”

Here’s an example of what the output might look like:

1. March 3, 9:00 AM – Employee A reports a disagreement during a team meeting.
2. March 3, 11:30 AM – Manager schedules a one-on-one with Employee B to discuss the incident.
3. March 4, 2:00 PM – HR interviews both employees and compiles initial findings.
4. March 5, 10:00 AM – Investigation report submitted to leadership.

This not only saves HR teams time but ensures no critical detail is overlooked, providing a structured foundation for further analysis.

Using AllVoices to Build a Timeline of Events

HR pros can use Vera to organize case details into a clear, chronological timeline, making it easier to understand the sequence of events during an investigation.

By analyzing the data within AllVoices, Vera identifies key moments, such as reports, interviews, and follow-ups, and arranges them in order to provide a comprehensive view of the case.

This streamlined process ensures no critical detail is overlooked and allows HR teams to focus on resolving issues efficiently. With all relevant information centralized in AllVoices, timelines are automatically informed by the case’s context, saving time and maintaining accuracy.

#6 Prompt for Documenting Witness Interviews

Capturing accurate and concise summaries of witness interviews is a critical part of workplace investigations.

These summaries help establish the context and provide valuable insights into the case. However, drafting them can be time-consuming, especially when multiple interviews are involved. AI can simplify this process by generating clear and structured summaries based on raw interview transcripts.

Using a prompt like:

“Draft a summary of the following witness interview.”

Here’s an example of what the output might look like:

“Interview Summary:
The witness observed an argument between Employee A and Employee B during a team meeting on March 3. The witness confirmed that Employee A raised their voice and appeared visibly upset. Employee B attempted to de-escalate the situation but later became defensive. The witness noted that the argument disrupted the meeting and impacted the team’s productivity. No other attendees intervened at the time.”

This prompt ensures that HR teams can quickly document critical details without sacrificing accuracy, allowing them to focus on further investigation steps.

Using AllVoices to Document Witness Interviews

HR pros can use Vera to document clear and concise summaries of witness interviews during workplace investigations.

By processing interview transcripts and notes stored in AllVoices, Vera organizes key points and generates structured summaries that provide valuable context for the case.

This feature ensures that no critical details are missed while saving HR teams time on manual documentation.

Vera identifies the key points from interview transcripts or notes, organizing them into a clear, structured summary that provides valuable context for the investigation. All of this is done securely within the AllVoices platform, ensuring sensitive information remains protected while saving your team time and effort.

#7 Prompt for Compiling Investigation Reports

Once all the evidence and testimonies have been gathered, HR teams must compile their findings into a comprehensive investigation report. This document is crucial for outlining what occurred, what policies were involved, and any recommendations for next steps. AI can help streamline this process by drafting a well-organized report based on the investigation’s key elements.

Using a prompt like:

“Create a formal investigation report based on the following findings.”

Here’s an example of what the output might look like:

“Investigation Report:
Incident Summary: On March 3, a disagreement occurred between Employee A and Employee B during a team meeting.
Key Findings: Witness accounts confirm that Employee A raised their voice, citing pressure over project deadlines. Employee B attempted to de-escalate but later became defensive.
Policy Implications: Potential violation of Policy 3.1 (Workplace Conduct) and Policy 4.2 (Respect and Collaboration).
Recommendations: Formal mediation session between Employee A and Employee B. Manager to provide additional training on conflict resolution.”

By automating the report’s structure, HR professionals can focus on the accuracy of the content and ensure the report is ready for leadership review or legal purposes.

Use Vera to Compile Investigation Reports

HR teams can use Vera to compile comprehensive investigation reports that outline key findings, policy implications, and recommended next steps.

By analyzing the case details stored in AllVoices, Vera generates well-structured reports that are ready for leadership review or further action.

This capability eliminates the need for time-intensive manual drafting, ensuring that reports are accurate, thorough, and tailored to the specific investigation.

#8 Prompt for Evaluating Past Case Precedents

When dealing with complex investigations, reviewing past case precedents can provide valuable context and guidance. However, sifting through historical cases can be tedious and time-consuming. AI can quickly surface relevant past cases, summarize their outcomes, and highlight similarities to the current investigation.

Using a prompt like:

“Summarize similar past cases and their resolutions from the provided data.”

Here’s an example of what the output might look like:

“Case Precedent Summary:
Case 1 (March 2022): Employee A and Employee C were involved in a conflict over workload distribution. The resolution involved mediation and a formal apology, with no policy violations recorded.
Case 2 (July 2023): A similar disagreement between Employee D and Employee E regarding project deadlines led to disciplinary action for violating Policy 3.1 (Workplace Conduct).
These cases provide insight into effective resolution strategies and potential policy implications for the current investigation.”

This helps HR teams contextualize their current case, offering a more informed approach to resolution.

Using AllVoices to Evaluate Past Case Precedents

With Vera, there’s no need to manually prompt or copy and paste details to analyze past case precedents.

HR pros can simply ask Vera to review historical cases stored in AllVoices and surface the most relevant outcomes tailored to the current investigation.

Vera evaluates the context of similar cases, summarizes their resolutions, and suggests the best course of action for your specific situation. All of this happens securely within the AllVoices platform, giving your team the insights needed to make informed, consistent decisions—without extra effort or external tools.

#9 Prompt for Preparing Leadership Briefings

Once an investigation concludes, HR often needs to present findings to leadership.

These briefings must be concise, clear, and focused on actionable insights. Crafting such summaries can be time-consuming, but AI can assist by generating structured briefs that highlight key points.

Using a prompt like:

“Draft a concise briefing for leadership on the investigation’s key findings.”

Here’s an example of what the output might look like:

“Leadership Briefing:
Incident Summary: On March 3, a conflict occurred between Employee A and Employee B during a team meeting, disrupting productivity.
Key Findings: Witness accounts confirm heated exchanges and raised voices, with potential violations of Policy 3.1 (Workplace Conduct).
Recommendations: Initiate formal mediation between the parties involved and consider additional training on team collaboration. No further disciplinary action is recommended at this time.”

By automating the drafting process, HR professionals can ensure leadership receives the necessary information promptly, allowing them to make informed decisions efficiently.

Using AllVoices to Prepare Leadership Briefings

HR teams can use Vera to effortlessly generate leadership briefings that summarize investigation findings, policy implications, and recommended next steps.

There’s no need to copy and paste details from scattered resources — everything you need is securely stored within AllVoices.

Simply ask Vera to prepare a polished briefing based on case details or recent updates. This streamlined process ensures leadership receives clear, actionable insights, while saving hours of time and preparation.

#10 Prompt for Highlighting Key Evidence

In any investigation, certain pieces of evidence carry more weight than others. Identifying and summarizing the most relevant evidence can be a painstaking process, especially when dealing with a large volume of data.

AI can streamline this by pinpointing key evidence and summarizing its importance to the case.

Using a prompt like:

“Identify and summarize the most relevant pieces of evidence from these documents.”

Here’s an example of what the output might look like:

"Key Evidence Summary:

1. Email from Employee A to Employee B (March 2): Outlines project concerns and workload disputes.
2. Witness statement from Employee C: Confirms the argument escalated during the March 3 meeting.
3. Meeting recording (March 3): Verifies the tone and content of the discussion, supporting claims of raised voices and tension.
   These pieces of evidence collectively highlight the central issues in the dispute and provide a clear basis for further action."

This allows HR to focus on the investigation's most critical elements, expediting the resolution process.

Using AllVoices to Highlight Key Evidence

HR teams can use Vera to identify and summarize the most relevant pieces of evidence during workplace investigations. Instead of manually sorting through emails, documents, or notes, simply ask Vera to surface key evidence based on the case details stored in AllVoices.

Vera helps prioritize the most significant information from large data sets, such as emails, documents, and interview transcripts. This allows HR teams to zero in on the facts that matter most, saving time and ensuring no critical detail is missed—all while keeping sensitive information secure within the platform.

#11 Prompt for Summarizing Policy Updates for Future Cases

As workplace policies evolve, it’s essential for HR teams to stay informed and ensure these updates are reflected in their investigations. Summarizing recent policy changes can help prevent future issues and guide employees in adhering to the latest standards. AI can quickly digest and summarize updates, making it easier for HR to communicate them effectively.

Using a prompt like:

“Summarize recent updates to company policies relevant to workplace investigations.”

Here’s an example of what the output might look like:

"Policy Update Summary:

1. Policy 3.1 (Workplace Conduct): Expanded to include guidelines on remote work behavior.
2. Policy 5.4 (Incident Reporting): Updated reporting channels to include anonymous submissions via the company’s feedback platform.
3. Policy 6.2 (Conflict Resolution): New requirement for mandatory mediation before disciplinary action in non-severe cases.
   These updates aim to improve transparency and provide clearer guidance on handling disputes in various workplace settings.”

This ensures that all team members, especially managers and employees, remain aligned with the latest policies, reducing the risk of non-compliance.

Using AllVoices to Summarize Policy Updates for Cases

HR teams can upload their company policies into AllVoices, where Vera can summarize and reference them as needed during workplace investigations.

Unlike external tools that require policies to be re-uploaded for every query, AllVoices stores these documents securely within your account, eliminating unnecessary back-and-forth.

Vera is trained on your organization’s specific policies, allowing it to provide accurate summaries and context without requiring extra steps. This ensures that HR teams can easily access and reference policies for future cases, streamlining the process and reducing the time spent managing files or sharing sensitive data across platforms.

#12 Prompt for Suggesting Resolutions and Tasks

When workplace investigations conclude, deciding the next steps can be a challenge. Suggesting resolutions and actionable tasks tailored to the situation is crucial to resolving issues effectively and maintaining workplace harmony. AI can simplify this process by offering recommendations based on case details and company policies.

Using a prompt like:

“Suggest resolutions and next steps for this investigation based on the following details.”

Here’s an example of what the output might look like:

• Resolution: Schedule a mediation session between Employee A and Employee B to address unresolved tension.
• Next Steps:
• 1. Provide conflict resolution training for both employees within 30 days.
  2. Update the team on expectations for workplace communication and collaboration.
  3. Monitor team dynamics over the next quarter and follow up with the manager for feedback.

This approach provides actionable steps that align with company policies and foster a healthier workplace environment.

Using AllVoices to Suggest Resolutions and Tasks

AllVoices doesn’t just assist in generating resolutions—it also organizes and tracks the tasks needed to fully resolve cases.

As an all-in-one employee relations platform, AllVoices provides a clear and streamlined way to manage every step of the resolution process.

Vera analyzes the case details and recommends actionable resolutions while AllVoices ensures those tasks are clearly organized and assigned, so nothing is overlooked.

With everything centralized in one secure system, HR teams can confidently oversee investigations from start to finish, knowing that every step of the resolution process is accounted for.

#13 Prompt for Drafting Employee Communications

Communicating investigation outcomes to employees requires a careful balance of transparency and discretion. Crafting these messages can be challenging, especially when sensitive information is involved.

AI prompts can assist HR teams by providing clear, professional drafts tailored to various scenarios.

Using a prompt like:

“Write a communication to employees regarding the outcome of the investigation.”

Here’s an example of what the output might look like:

“Dear Team,
We want to inform you that the recent investigation into [incident] has been concluded. We take these matters seriously and have taken appropriate actions in line with our company policies. Please remember that maintaining a respectful and supportive workplace is a shared responsibility. For any questions or further concerns, feel free to reach out.”

This saves time while ensuring that communication remains professional, clear, and aligned with company values.

Using AllVoices to Draft Employee Communications

HR pros can use Vera to help craft thoughtful, professional employee communications based on the outcomes of cases managed in AllVoices.

Whether addressing individuals involved in a case or preparing a broader statement for the organization, Vera has the ability to leverage case details, feedback, and company policies to guide the messaging.

Remember, by using AllVoices, you ensure that sensitive information is handled with care, protecting employees' privacy and maintaining the integrity of the investigation while providing clear, effective communication.

Why AI is Essential for HR Case Management

AI has revolutionized the way HR teams handle workplace investigations.

From drafting incident summaries to identifying policy violations and compiling comprehensive reports, AI tools like GPT can simplify and accelerate many of the most time-consuming tasks. These tools are invaluable for general tasks, offering flexibility and efficiency for day-to-day HR needs.

However, when it comes to managing sensitive investigations, housing everything within a secure and dedicated platform is critical.

That’s where AllVoices comes in.

With Vera, our AI co-pilot, you get all the benefits of advanced AI within a system designed specifically for HR case management.

Unlike general AI platforms, which may pose risks of data leaks or security breaches, AllVoices keeps your investigations safe, private, and fully integrated.

This means no juggling between platforms or worrying about sensitive information being exposed. Everything from anonymous feedback to follow-up questions and report generation happens in one secure place, giving you peace of mind and a more efficient workflow.

If your goal is to stay ahead of the game, maintain compliance, and protect your company’s sensitive data, AllVoices is the clear choice. Ready to take your HR case management to the next level? Schedule a demo today and see how we can transform your processes.