Effective internal communications are a vital element of modern workplaces. Communications professionals often, however, need help with developing effective workflows.
How do you develop an efficient communications workflow and avoid delays? How do you inform and inspire new hires and keep existing employees educated and engaged? How do you strengthen the company’s culture with comms that reflect its core values? How do you maintain a consistent voice and style when you’re managing myriad types of communications for different audiences? It’s not easy. But, used responsibly and with clear intention, artificial intelligence (AI) can help.
By integrating AI-driven prompts into internal communications strategies, teams can revolutionize how they disseminate information, engage employees, and manage internal dialogues.
Table of contents: Best ChatGPT prompts for communications workflows
- Power of ChatGPT prompts for internal communications workflows
- Best practices for writing ChatGPT prompts for communications
- Best ChatGPT prompts for employee engagement
- Best ChatGPT prompts for fostering company culture
- Best ChatGPT prompts for managing the intranet
- Best ChatGPT prompts for communications plans
- Best ChatGPT prompts for leadership communications
- Best ChatGPT prompts for crisis communications
- Best ChatGPT prompts for announcing strategic initiatives
- Best ChatGPT prompts for writing newsletters
- Best ChatGPT prompts for team communications
- Best ChatGPT prompts for holiday announcements
- Empowering communications workflows with AI
Discover how Simpplr leverages the power of responsible AI
Power of ChatGPT prompts for internal communications workflows
The integration of ChatGPT prompts into internal communications workflows marks a significant leap in how teams operate. This AI-driven approach is effective and brings a new level of efficiency to the table, transforming traditional methods of business communications.
And if you’re not yet using generative artificial intelligence (GenAI) to support your internal comms work, you’re behind the curve. According to the Forbes Advisor survey, 46% of business owners said they are already using AI to help them craft internal communications.
Benefits of ChatGPT prompts in internal communications workflows
Because ChatGPT processes and generates language-based tasks so efficiently, it offers a range of benefits that can vastly transform organizations’ internal communications.
The AI platform has made such an impact, in fact, that it reached 100 million users within two months of its launch — faster than any other app, including juggernauts like Google and Facebook. By November 2023, the ChatGPT website had been visited more than 2 billion times.
EMarketer even predicted that more than 20% of all Americans will use ChatGPT at least once per month in 2024. By 2025, that number is expected to inflate to half of all Americans aged 12 to 44.
Specifically, some of the benefits offered by ChatGPT include:
- ChatGPT’s ability to automate routine communications tasks frees up valuable time, allowing you to concentrate on more strategic aspects of your role. In fact, 40% of digital customer experience professionals told CMSWire they employ AI to free up staff for higher-level tasks.
- AI can deliver a consistent tone and style across various communications, reinforcing your brand’s voice.
- ChatGPT can tailor its messages to different employee segments, adding engagement and relevance to communications.
- AI’s analysis of communication patterns provides valuable insights, aiding in communications strategy optimizations.
- In urgent situations, ChatGPT can quickly draft clear and accurate communications, ensuring the timely dissemination of information.
- And there’s a free version of ChatGPT, so no additional budget ask for comms teams that often face resource constraints.
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Limitations of ChatGPT in internal communications
While ChatGPT brings numerous advantages to the internal comms table, it’s important to recognize its limitations.
Understanding the following constraints helps comms pros effectively integrate AI into their workflows, leveraging its strengths while remaining mindful of its shortcomings:
- ChatGPT may not fully capture the emotional subtleties needed in sensitive communications, possibly leading to insensitive messaging.
- The efficacy of ChatGPT’s output heavily relies on the quality of input data, so it’s crucial to provide the AI with accurate and adequate information.
- AI-generated messages might be misinterpreted if not first carefully reviewed and contextualized.
- While efficient, ChatGPT might not match the creative flair that human communicators bring to different messaging scenarios.
- When dealing with sensitive information, concerns regarding data privacy and security in AI systems have been expressed across multiple industries. Refer to your organization’s policies around using GenAI (or ask if nothing’s been formalized) to stay secure and compliant.
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Situations when ChatGPT can enhance IC workflows
ChatGPT can be particularly beneficial in specific internal communications scenarios. Unsure of the most appropriate situations in which to employ ChatGPT? Here are just a few:
- For regular updates, announcements and reminders, ChatGPT can streamline the process, ensuring timely and consistent messaging.
- You can use ChatGPT to generate ideas and outlines for all kinds of internal comms content — from intranet blog posts to town hall announcements.
- In urgent situations, ChatGPT can help draft clear, concise and accurate messages in a timely manner.
AI can support the creation of individualized engagement programs and activities, enhancing a personalized employee experience.
Best practices for writing ChatGPT prompts for communications
Crafting effective ChatGPT prompts is crucial for teams hoping to harness the full potential of GenAI in their internal comms workflows.
To ensure your team uses ChatGPT prompts to generate relevant, accurate and impactful internal communications that resonate with your intended audiences, consider the following best practices.
1. Clearly define the objective.
Start by clearly stating the goal of your communication. Clarity helps ChatGPT understand the message’s purpose and tailor its response accordingly. What is your message, and in what format will you convey it?
For example, you might tell ChatGPT to write an announcement for a new recruitment strategy to be published on your company’s internal blog.
2. Provide context.
Context helps ChatGPT generate more accurate and appropriate responses, aligning them with each specific situation. Once you’ve defined your objective with your primary prompt, it’s important to include relevant background information.
Who is the writer representing, and who is the target audience? What do you want them to take away from the announcement? Do you have related resources that will help inform a stronger output?
When prompting ChatGPT to write the above-mentioned hypothetical announcement, you can provide context by clarifying that the target audience is all employees of your company or perhaps your leadership team. You could specify that you want readers to go to the talent acquisition site on your organization’ intranet for more detailed information. And you could reference a document that outlines your organization’s philosophy for attracting the best talent.
3. Use specific and detailed instructions.
Be precise in your requests. Detailed instructions guide ChatGPT as it produces content that closely matches your requirements.
For example, if your recruitment announcement relates to company values, it’s vital to provide those values to the AI and direct ChatGPT to weave them into the communication.
4. Incorporate tone and style preferences.
Specify the desired tone and style for the communication. Should the tone be conversational or formal? Entertaining or informative? Whether it’s formal, casual or somewhere in between, guidance helps ChatGPT align its output with your organization’s voice.
5. Refine the prompt.
Don’t hesitate to amend your prompts based on the responses you receive. Emphasis and iteration are key to honing the AI’s understanding and improving the quality of the content it produces.
6. Check for accuracy and relevance
ChatGPT has been known to generate out-of-date or incorrect facts and figures when left to its own devices, so it is important to always review its responses for accuracy and relevance. This ensures the content meets your standards and is suitable for your audience.
Put together, these best practices will help you create what’s called an optimized AI prompt. Keep these guidelines in mind as you check out the example ChatGPT prompts for different types of communications workflows below. They don’t provide all the details you’ll need to feed into ChatGPT for output that’s customized for your audience, organization and use case, but they’ll give you a head start.
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Best ChatGPT prompts for employee engagement
It’s no secret that engaged employees are more productive, satisfied and loyal. You can use ChatGPT to enhance employee engagement efforts through personalized and interactive communications. Try prompts like:
- Draft an engaging survey to gather employee feedback on our recent team-building event.
- Create a quiz related to our company values for our next team meeting.
- Suggest creative ideas for virtual team-building activities suitable for remote employees.
- Write an announcement for an upcoming employee recognition program.
- Develop a message encouraging employees to participate in a health and wellness challenge.
Best ChatGPT prompts for fostering company culture
ChatGPT can assist in reinforcing your organization’s core values and ethos. When using ChatGPT for internal communications that foster company culture, consider starting with these useful prompts:
- Compose a welcome message for new hires that reflects our company culture.
- Generate ideas for a monthly event that embodies our core values.
- Create a communication plan for promoting work-life balance within our organization.
- Draft a message to employees highlighting the importance of diversity and inclusion.
- Suggest ways to integrate our company values into monthly newsletters.
Best ChatGPT prompts for managing the intranet
The intranet serves as a centralized knowledge base and cornerstone for employee communication and connection. ChatGPT can help you manage and optimize intranet content with starter prompts such as:
- Propose a structure for organizing documents on our intranet for easy access.
- Generate a weekly update post for the intranet homepage.
- Suggest engaging content ideas to increase intranet usage among employees.
- Create a guide for employees on how to effectively use the intranet.
- Draft an FAQ section for the intranet covering common employee queries.
Best ChatGPT prompts for communications plans
A well-crafted communications plan is essential for ensuring internal and external communications are consistent, effective and in alignment with organizational goals. ChatGPT can help develop these plans with basic prompts like:
- Outline a communications plan for our upcoming product launch.
- Develop a strategy for sharing organizational changes to employees.
- Suggest key messages for our annual report to stakeholders.
- Create a timeline for our internal communication campaign.
- Draft a plan for regular updates to employees about ongoing projects.
Best ChatGPT prompts for leadership communications
Effective leadership communication is key to inspiring and guiding employees. ChatGPT can help leaders craft messages that are clear, motivational and in alignment with the company’s vision.
Some starter prompts for leadership communications include:
- Write a speech for the CEO addressing recent company achievements.
- Develop talking points for a department head discussing team goals.
- Compose an email from leadership requesting employee feedback on a new initiative.
- Create a message from management acknowledging employees’ hard work.
- Draft a year-end message from the CEO reflecting on the year’s challenges and successes.
Best ChatGPT prompts for crisis communications
In times of crisis, clear and prompt communication is critical. You can use ChatGPT to draft messages that are informative and reassuring. Some basic prompt ideas include:
- Draft an urgent companywide alert regarding a cybersecurity breach.
- Compose a communication to employees about changes due to a financial downturn.
- Create a statement from the CEO addressing a recent controversy.
- Develop a series of updates to keep employees informed during a crisis situation.
- Write a message to customers explaining how a crisis is being managed.
Best ChatGPT prompts for announcing strategic initiatives
Announcing strategic initiatives requires clear and compelling communication to ensure that employees understand the initiative, the strategic ‘why’ behind it, where it fits into the bigger picture, and how it affects them. Effective ChatGPT prompts can help you cover all these angles.
Consider starting with the following prompts:
- Draft an announcement for a new companywide sustainability initiative.
- Compose a detailed explanation of a new strategic direction for the company.
- Create a series of messages to introduce a major technological upgrade.
- Develop a presentation outlining the benefits of a new partnership.
- Write an FAQ document to accompany the announcement of a major restructuring.
Best ChatGPT prompts for writing newsletters
Newsletters are a great way to keep employees informed and engaged. ChatGPT can help you create content that is informative, interesting and relevant. Think about expanding on the following prompts when crafting your company newsletter:
- Generate topics for our monthly employee newsletter.
- Compose a feature article on recent team achievements for our company newsletter.
- Create a “Meet the Team” section for our next newsletter.
- Draft a section of our newsletter highlighting new company policies.
- Suggest engaging content that will increase the readership of our internal newsletter
Best ChatGPT prompts for team communications
Effective team communication fosters collaboration and productivity. ChatGPT can even help craft messages that keep team members aligned and informed. The following prompts, edited to suit your brand, can be useful in team communications:
- Draft an agenda for our next team meeting focusing on project milestones.
- Compose a weekly update email summarizing team progress.
- Create a message encouraging team feedback and open discussion.
- Develop a communication plan for a new team project.
- Write a motivational message to the team addressing recent challenges.
Best ChatGPT prompts for holiday announcements
Holiday announcements are an opportunity to spread cheer and acknowledge the hard work of employees. In addition to its array of other uses, ChatGPT can help create festive and heartfelt messages. If you’re looking to send appropriate seasonal greetings, consider the following prompts:
- Draft a holiday greeting from the CEO to all employees.
- Compose an announcement including the details of the company holiday party.
- Create a message informing employees about holiday schedules and operations.
- Develop a post highlighting our company’s community service activities during the holidays.
- Write a New Year’s message reflecting on the past year and looking forward to the future.
Empowering communications workflows with AI
From boosting employee engagement to managing crisis notifications, ChatGPT provides a versatile and powerful aid in business communications. By adopting AI-driven tactics, internal communications teams can potentially see a marked improvement in the clarity, consistency and personalization of their messages.
However, it’s important to approach this technology with an understanding of its limitations and a commitment to refining and improving prompts over time. As you begin integrating ChatGPT into your communications workflows, remember the power of clear objectives and detailed instructions.
The future of internal communications is here, and it’s powered by AI
ChatGPT isn’t the only technological solution for communications teams — and it’s definitely not the most secure and seamless approach. An AI-powered intranet like Simpplr includes features and functionalities that streamline workflows for internal comms. According to the 2023 Gartner® Critical Capabilities for Intranet Packaged Solutions (IPS) report:
“While AI is still emerging for many IPS competitors, Simpplr offers fully functional and integrated AI applied to a wide range of functions. For example, Simpplr uses AI to boost analytics and personalization, learning employee preferences and analyzing intranet activity to deliver insights, recommendations, and predictions to intranet managers and end users. AI-powered content moderation helps to ensure compliance and content hygiene by employing autolabeling, tagging and categorization.”
Leveraging responsible GenAI, Simpplr’s smart writing tool, writing assistant, helps you create, edit and summarize content. It supports a global workforce with multiple languages, and is an excellent resource for translating documents, procedures and announcements quickly and securely — without paying for additional tools.
A member of the Responsible Artificial Intelligence Institute, Simpplr prioritizes security with its AI — ensuring a secure and private instance for each customer where absolutely no data is stored or used to train anything else. The information you enter cannot be accessed by outside parties.
Request a demo to see how Simpplr leverages the power of responsible AI to enhance and elevate the employee experience and boost productivity.
