FREE RESOURCE

The AI-Powered
People Toolkit

12 ready-to-use AI prompts and templates that replace $200K of HR overhead

Sarah Sheikh Jauhar

sarahjauhar.com

What's Inside

Introduction

AI is fundamentally changing how startups build their People operations. At Tropic, TaskRabbit, and Le Tote—and now with my fractional clients—I've seen firsthand how the right AI tools can replace $200K+ in HR overhead while actually improving quality. These 12 prompts and templates represent the most valuable, most frequently-used frameworks from my practice. Each one solves a specific problem that typically requires expensive consultants or full-time HR headcount. Copy them, customize them, and use them to build world-class People operations without breaking the bank.

01

Compensation Benchmarking Prompt

The Problem

Compensation consultants charge $5,000–$15,000 for market benchmarking. Most startups either overpay out of fear or lowball and lose candidates. Either way, you're flying blind on one of your biggest expenses.

You are an expert compensation consultant. I need market compensation data for a role. **Company Context:** - Stage: [Seed/Series A/Series B/Series C/Growth] - Industry: [e.g., SaaS, Fintech, Healthcare] - Location: [City, State] OR [Remote] - Team size: [number of employees] **Role Details:** - Title: [exact title] - Level: [IC/Manager/Senior Manager/Director/VP] - Years of experience required: [range] - Key responsibilities: [brief list] **Requirements:** Please provide: 1. Base salary range (25th, 50th, 75th percentile) 2. Target total cash compensation (base + bonus) 3. Equity range (% of company at this stage) 4. How this role typically gets leveled at companies of our stage 5. Geographic adjustments if remote 6. Data sources and reasoning for each recommendation Format your response as a hiring manager briefing: clear numbers, rationale, and edge cases to consider.
How to Use It

Step 1: Fill in your company stage, industry, and location.
Step 2: Add the specific role title and level you're hiring for.
Step 3: Paste into Claude or ChatGPT.
Step 4: Review the output, cross-reference with 1-2 other sources (Pave, Option Impact, Carta), then build your offer range.

Pro tip: Run this for 3-5 roles at once to identify compression issues before they happen.

02

Performance Review Template with AI Scoring

The Problem

Most startups either skip performance reviews entirely or use a broken, inconsistent process that creates resentment instead of growth. Generic templates don't work, and managers don't know how to give useful feedback.

The Template

Performance Review: [Employee Name] | [Review Period]

Reviewer: [Manager Name]
Date: [Date]
Role: [Title]

Instructions: Rate each competency on a 1-5 scale using the behavioral anchors below.

1. Execution & Results
Delivers high-quality work that moves key metrics
□ 1 – Misses deadlines, low quality, requires constant oversight
□ 2 – Meets some deadlines, inconsistent quality
□ 3 – Consistently delivers on time with good quality
□ 4 – Exceeds expectations, proactively identifies risks
□ 5 – Exceptional output, transforms how the team works
Score: ___
Examples:

2. Communication & Collaboration
Shares context, listens well, builds trust across teams
□ 1 – Poor communicator, creates confusion, siloed
□ 2 – Communicates reactively, misses key stakeholders
□ 3 – Clear communicator, responsive, collaborative
□ 4 – Proactively shares context, builds alignment
□ 5 – Elevates team communication, mentors others
Score: ___
Examples:

3. Ownership & Initiative
Acts like an owner, solves problems without being asked
□ 1 – Waits for direction, avoids responsibility
□ 2 – Executes when told, rarely takes initiative
□ 3 – Owns their domain, escalates appropriately
□ 4 – Proactively identifies and solves problems
□ 5 – Drives strategic initiatives, builds new capabilities
Score: ___
Examples:

4. Growth Mindset & Adaptability
Learns quickly, adapts to change, seeks feedback
□ 1 – Resists feedback, struggles with change
□ 2 – Accepts feedback reluctantly, slow to adapt
□ 3 – Receives feedback well, adapts when needed
□ 4 – Actively seeks feedback, learns new skills fast
□ 5 – Models continuous learning, helps others grow
Score: ___
Examples:

5. Cultural Alignment
Embodies company values, elevates the team
□ 1 – Undermines culture, creates drama
□ 2 – Neutral culture fit, doesn't actively contribute
□ 3 – Good culture fit, lives the values
□ 4 – Strengthens culture, positive energy
□ 5 – Culture amplifier, sets the standard
Score: ___
Examples:

Overall Assessment:
[Summary paragraph]

Key Wins This Period:
1.
2.
3.

Development Areas:
1.
2.

Goals for Next Period:
1.
2.
3.

AI Development Plan Generator

You are an expert performance coach. Based on this performance review, create a personalized 90-day development plan. **Review Summary:** [Paste the completed review] **Instructions:** 1. Identify the top 2 development areas from the review 2. For each area, create: - A specific, measurable goal - 3-4 concrete action steps - Resources or support needed - How we'll measure progress 3. Suggest 1-2 stretch goals to accelerate growth 4. Recommend any training, mentorship, or job shadowing Format as a clear action plan the employee and manager can track together.
How to Use It

Step 1: Managers complete the review template with specific examples.
Step 2: Paste the completed review into the AI prompt.
Step 3: Use the AI-generated development plan as a starting point, customize as needed.
Step 4: Schedule the review conversation, deliver feedback, commit to the 90-day plan together.

03

Offer Letter Generator with Equity Calculator

The Problem

Every offer letter is custom, and getting the equity language wrong creates confusion or legal risk. Most founders copy-paste old offers and hope for the best.

You are an expert startup recruiter. Generate a complete offer letter. **Company Details:** - Company name: [name] - Company stage: [Seed/Series A/B/C] - State: [state where employee will work] - Current fully diluted shares outstanding: [number] **Candidate Details:** - Name: [full name] - Role: [title] - Start date: [date] - Reports to: [manager title] **Compensation:** - Base salary: $[amount] annually - Bonus: [% or $amount, or "None"] - Equity: [number of options] OR [% of company] - Vesting schedule: [4-year vest, 1-year cliff] OR custom - Exercise price: $[strike price per share] **Additional Details:** - Benefits: [health insurance, 401k, PTO, etc.] - Remote/Hybrid/Office: [arrangement] - At-will employment: Yes **Instructions:** 1. Generate a complete offer letter with professional legal language 2. Include a clear equity explanation section that breaks down: - What the equity % means in plain English - Current company valuation (if Series A+) - Vesting schedule with examples - Exercise window after departure 3. Add standard clauses: at-will employment, confidentiality, IP assignment 4. Make it warm and exciting while legally sound Output the full offer letter ready to send.
How to Use It

Step 1: Fill in all company and candidate details.
Step 2: Paste into Claude (preferred) or ChatGPT.
Step 3: Review the output with your lawyer for your first few offers, then use as a template.
Step 4: Customize the equity explanation based on the candidate's sophistication—more detail for first-time startup employees.

Pro tip: Save the final version as a template and update the AI prompt with any tweaks your lawyer suggests.

04

Employee Handbook Builder

The Problem

Employee handbooks cost $3,000–$8,000 from law firms, and most startups delay creating one until they have a legal issue. By then, it's too late.

You are an employment lawyer and HR expert. Generate a compliant employee handbook for a startup. **Company Details:** - Company name: [name] - State(s) of operation: [states] - Industry: [industry] - Company size: [number of employees] - Work arrangement: [Remote/Hybrid/Office] - Current benefits: [list: health insurance, 401k, PTO, etc.] **Instructions:** Create a complete employee handbook with these sections: 1. **Welcome & Company Overview** - Mission, values, culture - At-will employment statement 2. **Employment Policies** - Equal opportunity employer - Anti-harassment and discrimination - Workplace conduct - Drug and alcohol policy 3. **Compensation & Benefits** - Pay periods and timekeeping - Overtime (if applicable) - Benefits overview - Expense reimbursement 4. **Time Off & Leave** - PTO policy ([specify days or unlimited]) - Sick leave (include state requirements) - Holidays - Parental leave - Other leaves (FMLA, jury duty, bereavement) 5. **Remote Work Policy** (if applicable) - Equipment and home office setup - Communication expectations - Working hours and availability - Security and confidentiality 6. **Technology & Security** - Acceptable use of company technology - Confidential information - Social media policy - Data security 7. **Performance & Development** - Performance review process - Promotions - Professional development 8. **Separation & Termination** - Resignation notice - Final paycheck - Return of company property - References **Requirements:** - Ensure compliance with [state] employment law - Use clear, friendly language (not overly legal) - Include specific numbers and details, not placeholders - Flag any areas where I need to make a policy decision - Note any state-specific requirements I should be aware of Output the full handbook ready for legal review.
How to Use It

Step 1: Fill in your company details. Be specific about PTO, benefits, and work arrangements.
Step 2: Generate the handbook with Claude or ChatGPT.
Step 3: Have an employment lawyer review it (should take 1-2 hours, not 20).
Step 4: Publish in your team wiki or Google Drive, have all employees acknowledge receipt.

Pro tip: Update the handbook annually and whenever you change a major policy. Keep a changelog.

05

Interview Scorecard System

The Problem

Unstructured interviews lead to biased, inconsistent hiring decisions. You end up hiring for "culture fit" instead of competencies, and your false positive rate is 40%+.

Scorecard Template

Interview Scorecard: [Role Title]

Candidate: [Name]
Interviewer: [Name]
Date: [Date]
Interview Type: [Screening/Technical/Behavioral/Final]

Competency 1: [e.g., Problem Solving]
Scoring Criteria:
□ 1 – No Evidence: Unable to demonstrate capability
□ 2 – Weak: Minimal examples, unclear reasoning
□ 3 – Good: Solid examples, clear thought process
□ 4 – Strong: Excellent examples, sophisticated approach
□ 5 – Exceptional: Best-in-class, superior to current team
Score: ___
Evidence/Notes:

Competency 2: [e.g., Communication]
Scoring Criteria:
□ 1 – Poor communicator, unclear, disorganized
□ 2 – Basic communication, misses key points
□ 3 – Clear and structured, easy to follow
□ 4 – Persuasive, adapts to audience, excellent
□ 5 – Exceptional communicator, elevates the room
Score: ___
Evidence/Notes:

Competency 3: [e.g., Ownership]
Scoring Criteria:
□ 1 – Avoids responsibility, blames others
□ 2 – Executes when told, limited initiative
□ 3 – Owns their work, accountable for results
□ 4 – Proactive, identifies problems, drives solutions
□ 5 – Takes full ownership, builds new capabilities
Score: ___
Evidence/Notes:

Competency 4: [e.g., Culture Fit]
Scoring Criteria:
□ 1 – Misaligned with values, concerning behaviors
□ 2 – Neutral fit, doesn't actively contribute
□ 3 – Good fit, aligns with core values
□ 4 – Strong fit, will elevate the culture
□ 5 – Exceptional fit, culture amplifier
Score: ___
Evidence/Notes:

Overall Recommendation:
â–ˇ Strong Yes (top 10% of candidates)
â–ˇ Yes (would be a good hire)
â–ˇ Maybe (on the fence, need more data)
â–ˇ No (not a fit)
â–ˇ Strong No (definite pass)

Summary:
[2-3 sentence overall assessment]

Concerns/Risks:

Next Steps:

AI Question Generator

You are an expert interviewer. Generate role-specific interview questions with scoring criteria. **Role Details:** - Title: [exact title] - Level: [IC/Manager/Director] - Key competencies needed: [list 4-6 competencies] - Interview stage: [Screening/Technical/Behavioral/Final] **Instructions:** For each competency, provide: 1. 2-3 behavioral interview questions 2. What a great answer includes (specific signals) 3. What a weak answer looks like (red flags) 4. Follow-up questions to probe deeper Format as an interview guide the hiring manager can use directly.

Debrief Template

Candidate Debrief: [Name] for [Role]

Round-robin sharing (each interviewer):
1. Overall score (1-5)
2. Top strength
3. Top concern
4. Recommendation (Yes/No/Maybe)

Discussion:
- Where do we have alignment?
- Where do we disagree and why?
- Can concerns be mitigated with onboarding/support?
- How does this candidate compare to our bar?

Final Decision:
â–ˇ Move forward with offer
â–ˇ Additional interview needed
â–ˇ Pass

If moving forward:**
- Offer range: $___
- Start date target: ___
- Who makes the offer call: ___
How to Use It

Step 1: Use the AI question generator to build a role-specific interview guide.
Step 2: Each interviewer completes a scorecard after their session.
Step 3: Hold a debrief meeting using the template—share scores BEFORE discussion to avoid anchoring.
Step 4: Make data-driven decisions based on competency scores, not "gut feel."

06

Culture Survey with AI Analysis

The Problem

You don't know what your team actually thinks until someone quits or writes a scathing exit interview. By then, you've lost them. Pulse surveys catch issues early.

15-Question Culture Survey

Team Engagement Survey
Rate each statement on a 1-5 scale:
1 = Strongly Disagree | 5 = Strongly Agree

Clarity & Direction
1. I understand the company's strategy and how my work contributes to it. ___
2. I know what's expected of me in my role. ___

Growth & Development
3. I'm learning and growing in my role. ___
4. I receive useful feedback that helps me improve. ___
5. I see a path for career growth at this company. ___

Manager Relationship
6. My manager cares about me as a person, not just my output. ___
7. My manager helps remove blockers and supports my success. ___

Team & Culture
8. I trust my teammates and enjoy working with them. ___
9. We have a culture of psychological safety—I can speak up without fear. ___
10. People here actually live our company values. ___

Execution & Resources
11. I have the tools and resources I need to do my job well. ___
12. Decisions get made quickly and we avoid unnecessary bureaucracy. ___

Recognition & Belonging
13. I feel recognized and appreciated for my contributions. ___
14. I feel like I belong here. ___

Overall
15. I would recommend this company as a great place to work. ___

Open-Ended Questions:
- What's going really well that we should do more of?
- What's one thing we should change or improve?
- Anything else on your mind?

AI Analysis Prompt

You are an organizational psychologist analyzing employee engagement survey results. **Survey Data:** [Paste the quantitative results—average score per question, response rate, etc.] **Open-Ended Responses:** [Paste all the free-text responses] **Instructions:** 1. **Identify the top 3 themes** from the open-ended feedback (both positive and negative) 2. **Highlight patterns:** - Which questions had the lowest scores? - Are there team-specific issues or company-wide trends? - What's the sentiment trajectory (improving/declining)? 3. **Flag urgent issues** that require immediate attention 4. **Suggest 3-5 concrete actions** leadership should take based on this data 5. **Compare to benchmarks**: How do our scores compare to typical startup engagement (if you have context)? Format as an executive summary that I can share with the leadership team.
How to Use It

Step 1: Send the survey quarterly using Google Forms, Typeform, or Culture Amp.
Step 2: Export the quantitative and qualitative data.
Step 3: Use the AI analysis prompt to identify themes and actions.
Step 4: Share results with the team (aggregate scores + themes) and commit to 2-3 specific changes.
Step 5: Track those changes in the next survey to show you're listening.

07

Job Description Generator

The Problem

Most job descriptions are boring, generic, and accidentally exclude great candidates with biased language. You get 200 applications, 195 of which are unqualified.

You are an expert talent acquisition specialist. Write a compelling, inclusive job description. **Role Details:** - Title: [exact title] - Department: [e.g., Engineering, Sales, Operations] - Reports to: [title] - Location: [Remote/Hybrid/Office + city] - Compensation range: $[min]-$[max] + [equity details] **Role Requirements:** - Must-have skills/experience: [list] - Nice-to-have skills: [list] - Key responsibilities: [list] **Company Context:** - Company name: [name] - Industry: [industry] - Stage: [Seed/Series A/B/C/Growth] - Mission: [one sentence] - Culture: [2-3 adjectives or a short description] - Team size: [number] **Instructions:** 1. Write an attention-grabbing first paragraph that sells the mission and opportunity 2. Clearly outline the role's impact and key responsibilities (not a task list) 3. List requirements in order of importance—focus on skills, not years of experience 4. Use inclusive language: - Avoid gendered language (e.g., "rockstar," "ninja") - Remove unnecessary degree requirements - Encourage diverse candidates to apply even if they don't meet 100% of criteria 5. Include compensation range and benefits 6. Add a clear apply process 7. Run a DEI language check at the end and flag any biased phrases Make it exciting to read while being specific enough to attract the right candidates.
How to Use It

Step 1: Fill in the role details and company context.
Step 2: Generate the JD with Claude (best at inclusive language) or ChatGPT.
Step 3: Review the DEI language feedback and edit accordingly.
Step 4: Post to your careers page, LinkedIn, and job boards.
Step 5: Track application quality—if you're getting low-quality applicants, tighten the requirements or adjust the framing.

08

Onboarding Checklist Builder

The Problem

New hires either get no onboarding (thrown into the deep end) or a generic checklist that doesn't match their role. First 90 days set the tone for retention and performance.

You are an expert onboarding designer. Create a detailed 30-60-90 day onboarding plan. **New Hire Details:** - Name: [name] - Title: [role] - Department: [department] - Start date: [date] - Manager: [manager name] - Seniority: [Junior/Mid/Senior/Leadership] **Company Context:** - Company stage: [stage] - Team size: [number] - Remote/Hybrid/Office: [arrangement] - Key tools: [list main tools they'll use] **Instructions:** Create a comprehensive onboarding plan with: **Week 1 (Days 1-5): Foundation** - Admin setup (email, tools, access) - Key meetings (1:1s with manager, team, cross-functional partners) - Culture onboarding (mission, values, how we work) - First project or quick win **Weeks 2-4 (30 Days): Ramp** - Learning objectives by end of 30 days - Key relationships to build - Projects or deliverables - Training or shadowing - First check-in with manager **Days 31-60: Contribution** - What should they own by day 60? - Key milestones or deliverables - Expanded scope - 60-day check-in **Days 61-90: Full Impact** - What does success look like at 90 days? - Full ownership areas - How should they be contributing to team goals? - 90-day review **Customize by seniority:** - Junior: More structure, training, shadowing - Senior: More autonomy, strategic projects, stakeholder meetings - Leadership: Team integration, org-wide visibility, strategic planning Make it specific with actual tasks, meetings, and success criteria—not generic placeholders.
How to Use It

Step 1: Generate the onboarding plan 1-2 weeks before the new hire's start date.
Step 2: Customize it with actual names, projects, and meetings.
Step 3: Share it with the new hire on Day 1 so they know what to expect.
Step 4: Use it as a tracking tool—check off items weekly with the manager.
Step 5: Hold formal check-ins at 30, 60, and 90 days to assess progress.

09

1:1 Meeting Framework

The Problem

Most 1:1s devolve into status updates or get skipped entirely. Managers don't know what to talk about, and employees leave feeling unheard. Great 1:1s are the highest-leverage hour of a manager's week.

1:1 Template

1:1 Meeting: [Employee Name] & [Manager Name]
Date: [Date]
Frequency: [Weekly/Biweekly]

Ground Rules:
- This is the employee's time, not the manager's
- No status updates (use Slack/async for that)
- Focus on growth, blockers, and relationship

Check-In (5 min)
- How are you doing? (personal & professional)
- Energy level this week: 1-10
- Anything on your mind before we dive in?

Discussion Topics (Employee-Driven, 30-40 min)
Employee adds topics in advance. Manager adds max 1-2.

1. [Topic]
2. [Topic]
3. [Topic]

Feedback Exchange (10 min)
- What's going well? What should I keep doing?
- What could I improve? Where am I creating friction?
- Any feedback for me as your manager?

Blockers & Support (5 min)
- What's slowing you down?
- What do you need from me this week?
- Who else should you connect with?

Career & Growth (Every Other Week)
- What are you learning right now?
- What skills do you want to develop?
- Where do you see yourself in 6-12 months?
- What projects would stretch you?

Action Items
Who | What | When
- [Manager] [Action] [Deadline]
- [Employee] [Action] [Deadline]

Next Meeting: [Date/Time]

AI Coaching Analyzer

You are an executive coach analyzing 1:1 meeting notes to identify coaching opportunities. **1:1 Notes:** [Paste the last 3-4 sets of 1:1 notes for this employee] **Instructions:** 1. **Identify patterns:** - What themes keep coming up? - Where is this person stuck or spinning? - What's not being said but implied? 2. **Flag potential issues:** - Signs of disengagement or burnout - Skill gaps that need addressing - Career misalignment or frustration - Relationship issues with teammates 3. **Suggest coaching approaches:** - Questions the manager should ask next 1:1 - Development opportunities to offer - Conversations that need to happen - How to provide support 4. **Assess manager effectiveness:** - Is the manager listening or just task-assigning? - Are they providing growth opportunities? - Where could the manager improve? Format as a coaching brief for the manager.
How to Use It

Step 1: Managers and employees both add agenda items before the meeting.
Step 2: Follow the template structure, but stay flexible—if a topic needs more time, take it.
Step 3: After 3-4 meetings, paste notes into the AI coaching analyzer to identify patterns.
Step 4: Use the insights to adjust your coaching approach or have deeper career conversations.

10

Performance Improvement Plan (PIP) Template

The Problem

PIPs are often used as a path to termination instead of genuine performance improvement. When done right, they give struggling employees a clear roadmap—and protect the company legally if it doesn't work out.

PIP Template

Performance Improvement Plan

Employee: [Name]
Title: [Role]
Manager: [Manager Name]
Date Issued: [Date]
Review Date: [30/60/90 days]

Purpose of This Plan
This Performance Improvement Plan (PIP) outlines specific areas where performance has not met expectations, defines clear goals for improvement, and provides a structured timeline for achieving those goals. Our objective is to support your success in this role.

Performance Issues
Be specific. Include dates, examples, and impact.

1. [Issue #1]
- Examples: [specific instances]
- Impact: [how this affects the team/company]

2. [Issue #2]
- Examples: [specific instances]
- Impact: [how this affects the team/company]

Improvement Goals
Must be specific, measurable, and time-bound.

Goal 1: [Specific goal]
- Success criteria: [How we'll measure success]
- Timeline: [When this must be achieved]
- Support provided: [Training, resources, check-ins]

Goal 2: [Specific goal]
- Success criteria: [How we'll measure success]
- Timeline: [When this must be achieved]
- Support provided: [Training, resources, check-ins]

Goal 3: [Specific goal]
- Success criteria: [How we'll measure success]
- Timeline: [When this must be achieved]
- Support provided: [Training, resources, check-ins]

Check-In Schedule
- Weekly 1:1s with manager
- [Midpoint review date]: Formal progress review
- [End date]: Final evaluation

Potential Outcomes
- Success: If goals are met, you will be removed from the PIP and continue in your role
- Partial Success: PIP may be extended with adjusted goals
- Failure to Improve: Employment may be terminated

Employee Acknowledgment
I acknowledge that I have received and reviewed this Performance Improvement Plan. I understand the performance issues outlined and the goals I must achieve.

Employee Signature: ___________________ Date: _______
Manager Signature: ___________________ Date: _______

AI Goal Generator

You are an HR expert helping a manager create a Performance Improvement Plan. **Performance Issues:** [Describe the specific performance problems—be detailed] **Employee Context:** - Role: [title] - Tenure: [how long they've been in role] - Previous feedback given: [summary of past conversations] **Instructions:** Generate 3-4 **specific, measurable improvement goals** for a 30-60-90 day PIP. For each goal, provide: 1. The goal stated clearly 2. Specific success criteria (observable, measurable) 3. Action steps the employee should take 4. Support or resources the manager should provide 5. How progress will be tracked Make the goals realistic but meaningful. The PIP should feel like a genuine path to improvement, not a predetermined termination.
How to Use It

Step 1: Before creating a PIP, ensure you've given prior feedback and documented the issues.
Step 2: Use the AI goal generator to draft specific, measurable goals.
Step 3: Review the PIP with HR or legal counsel before delivering it.
Step 4: Deliver the PIP in person, with empathy—explain that you want them to succeed.
Step 5: Hold weekly check-ins and document progress. Be prepared for either outcome.

11

Exit Interview Analyzer

The Problem

People don't tell you the real reason they're leaving until the exit interview—and even then, most companies don't systematically analyze the data. You're losing great people for fixable reasons and don't even know it.

Exit Interview Questions

Exit Interview: [Employee Name]
Date: [Date]
Tenure: [Length of employment]
Role: [Title]
Reason for Leaving: [New job/relocation/personal/other]

1. Why did you start looking for a new opportunity?
[Open response]

2. What could we have done to retain you?
[Open response]

3. What did you love about working here?
[Open response]

4. What frustrated you or held you back?
[Open response]

5. How would you rate your relationship with your manager? (1-5)
Score: ___
Comments: [Open response]

6. Did you feel recognized and valued for your contributions?
[Yes/No/Sometimes]
Comments: [Open response]

7. Did you see a path for career growth here?
[Yes/No/Unclear]
Comments: [Open response]

8. How would you describe the company culture in 3 words?
[Open response]

9. What should we start doing, stop doing, or do more of?
- Start: [Open response]
- Stop: [Open response]
- More of: [Open response]

10. Would you recommend this company to a friend looking for a job?
[Yes/No/Maybe]
Why or why not? [Open response]

11. Is there anything else you'd like to share?
[Open response]

AI Pattern Analyzer

You are an organizational psychologist analyzing exit interview data to identify retention risks. **Exit Interview Responses:** [Paste the last 5-10 exit interviews] **Company Context:** - Team size: [number] - Recent turnover rate: [% or number] - Industry: [industry] **Instructions:** 1. **Identify the top 3-5 themes** driving departures: - Are people leaving for similar reasons? - Manager-specific issues or company-wide? - Compensation, growth, culture, workload? 2. **Segment by role/department:** - Are certain teams bleeding talent? - Different reasons for different roles? 3. **Flag urgent risks:** - Patterns that suggest systemic issues - Manager performance problems - Cultural toxicity signals 4. **Recommend 3-5 concrete actions** leadership should take to reduce regrettable attrition 5. **Predict future risk:** - Based on these patterns, who else is likely to leave soon? - What early warning signs should managers watch for? Format as an executive briefing with data, insights, and actions.
How to Use It

Step 1: Conduct exit interviews for all voluntary departures (HR or manager, depending on relationship).
Step 2: After collecting 5-10 interviews, paste the data into the AI analyzer.
Step 3: Present the findings to leadership with specific actions to address root causes.
Step 4: Track whether the interventions reduce turnover in the next quarter.

Pro tip: Send a follow-up survey 3 months after departure—people are often more candid once they've settled into their new role.

12

Headcount Planning Model

The Problem

Most startups hire reactively—someone quits or a project starts, so they scramble to hire. Strategic headcount planning ties hiring to revenue, efficiency, and growth targets, giving you a hiring roadmap instead of chaos.

You are a startup finance and HR expert. Build a headcount forecast and hiring roadmap. **Company Details:** - Current revenue (ARR/GMV): $[amount] - Revenue target (12 months): $[amount] - Current team size: [number of employees] - Department breakdown: [e.g., Eng: 10, Sales: 5, Ops: 3, etc.] - Cash runway: [months] OR funding status: [amount raised] - Business model: [SaaS/Marketplace/E-commerce/Services] **Growth Assumptions:** - Revenue growth rate: [% growth expected] - Key drivers of growth: [e.g., new product, geographic expansion, sales team ramp] - Efficiency targets: [e.g., revenue per employee, CAC payback, gross margin] **Constraints:** - Hiring budget: $[amount] OR [% of revenue] - Key bottlenecks: [e.g., need more eng capacity, sales team too small] - Must-have hires in next 6 months: [list critical roles] **Instructions:** Create a 12-month headcount plan that includes: 1. **Total headcount trajectory** - Month-by-month hiring plan - Department-by-department breakdown - Total cost (fully-loaded: salary + benefits + equity) 2. **Hiring priorities by quarter:** - Q1: [roles to hire] - Q2: [roles to hire] - Q3: [roles to hire] - Q4: [roles to hire] 3. **Role-by-role justification:** - Why this role now? - What metric improves if we hire them? - What happens if we delay this hire? 4. **Budget estimate:** - Total comp cost by quarter - Recruiting costs (assume 15-20% of salary per hire) - Equity dilution estimate 5. **Efficiency benchmarks:** - Revenue per employee (current vs. target) - How does this compare to similar-stage companies? 6. **Risk assessment:** - What if revenue growth is slower than expected? - What if we lose key people? - Where can we cut if needed? Output a hiring roadmap that ties headcount to business outcomes, not just "we need more people."
How to Use It

Step 1: Fill in your current metrics and growth targets. Be realistic.
Step 2: Generate the headcount plan with Claude or ChatGPT.
Step 3: Review with your finance and leadership team—adjust for cash constraints.
Step 4: Use this as a living document: update quarterly based on actual revenue and hiring performance.
Step 5: Track leading indicators: if revenue is off-pace, pause non-critical hires.

Pro tip: Build 3 scenarios (conservative, baseline, aggressive) so you can flex up or down based on performance.

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By Sarah Sheikh Jauhar | sarahjauhar.com

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