Smarter Week

AI and automation by role

How PR / Communications teams can use AI and automation

Below are 13 common tasks for PR / Communications teams, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: PR Manager, Public Relations Specialist, Communications Manager, Comms Specialist, Internal Communications Manager, Media Relations

Find your own hour leaks, free See the fixes

Task 1 · typically 120 min, once a month

Write press releases and announcements

AIBest fix

Have AI draft the release and the pitch from your fact sheet

You supply the facts and quotes; AI drafts the release in standard format plus a short pitch email and social post.

Typically saves about 45% of the time10 min to set up
  1. 1Write a fact sheet: what, who, when, why it matters, numbers, and approved quotes.
  2. 2Paste it with the prompt below.
  3. 3Edit the headline and lead yourself; they matter most.
  4. 4Send through your normal approval route.
Prompt to copy
Write a press release from this fact sheet: [PASTE]. Standard format: headline under 12 words, subhead, dateline [CITY, DATE], lead paragraph answering who/what/when/why, body, the approved quotes word for word, boilerplate [PASTE], and media contact. Under 450 words. Then write a 100-word pitch email to [TYPE OF JOURNALIST] and one LinkedIn post. Do not invent quotes or numbers.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
Process fix

Set one approver and a review deadline for each type of content

Most approval time is waiting and conflicting comments. One named approver, one round of consolidated feedback and a deadline cut the back-and-forth.

Typically saves about 35% of the time45 min to set up
  1. 1List the content types and who truly needs to approve each.
  2. 2Name one final approver per type; everyone else is optional input.
  3. 3Set a 48-hour review deadline; silence means approved for low-risk content.
  4. 4Ask for feedback in one consolidated round, not a stream of emails.

Tools: Asana, Monday, Wrike or Notion

How to automate this task

Task 2 · typically 45 min, a few times a week

Build media lists and pitch journalists

Software featureBest fix

Build media lists from a journalist database

Muck Rack, Cision, Meltwater and Prowly show who covers your topic and what they wrote recently, and track your pitches and replies.

Typically saves about 40% of the time1 h to set up
  1. 1Search the database by topic and outlet instead of searching the web.
  2. 2Save lists by beat and keep them updated automatically.
  3. 3Send and track pitches from the tool so follow-ups are visible.
  4. 4If you have no budget, keep a shared spreadsheet and use AI with web search to check recent articles.

Tools: Muck Rack · Cision · Meltwater · Prowly

One more way to fix it
AI

Have AI tailor each pitch to the journalist's recent work

Paste the journalist's recent articles and your story; AI drafts a short pitch that explains why it fits their beat.

Typically saves about 35% of the time5 min to set up
  1. 1Copy two or three of the journalist's recent headlines or summaries.
  2. 2Paste them with your story and the prompt below.
  3. 3Check the angle is real and the tone is not over-familiar.
  4. 4Send from your normal email or media tool.
Prompt to copy
Write a short pitch email to [JOURNALIST NAME] at [OUTLET]. Their recent articles: [PASTE HEADLINES OR SUMMARIES]. Our story: [PASTE KEY FACTS]. Explain in one line why it fits what they cover, give the news in two lines, offer [EXCLUSIVE / INTERVIEW / DATA], and end with a simple question. Under 120 words. No flattery, no claims beyond the facts.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 3 · typically 20 min, every day

Track press mentions and what people say about us online

Software featureBest fix

Let a monitoring tool collect mentions and build the coverage report

Google Alerts, Talkwalker Alerts, Muck Rack, Meltwater, Brand24 or Sprout Social listening gather mentions automatically and many export a coverage report.

Typically saves about 55% of the time45 min to set up
  1. 1Set up alerts for your brand, executives, products and key topics.
  2. 2Send them to a daily digest or a Slack or Teams channel, not your inbox.
  3. 3Use the tool's coverage report or export; have AI summarize sentiment and themes.
  4. 4Keep a short list of mentions that need a response.

Tools: Google Alerts · Talkwalker Alerts · Muck Rack · Meltwater · Brand24 · Sprout Social listening

How to automate this task

Task 4 · typically 60 min, once a week

Write the internal newsletter and company announcements

AutomationBest fix

Have teams submit updates through a form that feeds the newsletter

A form or Slack workflow collects updates in a set format into one sheet. AI then drafts the newsletter from it, so you stop chasing people for content.

Typically saves about 40% of the time1 h to set up
  1. 1Create a short form (Microsoft Forms, Google Forms or a Slack or Teams workflow): headline, two lines, link, photo.
  2. 2Share it with team leads with a weekly deadline and an automatic reminder.
  3. 3Have submissions land in one sheet or list.
  4. 4Paste the week's entries into AI to draft the newsletter in your usual format.

Tools: Microsoft Forms or Google Forms · Slack or Teams workflows · Power Automate or Zapier

One more way to fix it
AI

Start from an AI first draft, never a blank page

Give the AI your notes, the audience and an example you liked; you spend your time editing, which is faster and better.

Typically saves about 45% of the time5 min to set up
  1. 1Gather your notes, bullet points and a past document you liked.
  2. 2Tell the AI who it is for and what it must achieve.
  3. 3Ask for an outline first, adjust it, then ask for the full draft.
  4. 4Edit for facts and your voice.
Prompt to copy
You are helping me write a [TYPE OF DOCUMENT] for [AUDIENCE]. The goal is [WHAT IT MUST ACHIEVE]. Here are my notes: [PASTE]. Here is an example I like the style of: [PASTE]. First give me an outline. After I approve it, write the full draft. Don't invent facts; mark anything you are unsure of with [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 5 · typically 30 min, a few times a week

Get content reviewed and approved by stakeholders or legal

Process fixBest fix

Set one approver and a review deadline for each type of content

Most approval time is waiting and conflicting comments. One named approver, one round of consolidated feedback and a deadline cut the back-and-forth.

Typically saves about 35% of the time45 min to set up
  1. 1List the content types and who truly needs to approve each.
  2. 2Name one final approver per type; everyone else is optional input.
  3. 3Set a 48-hour review deadline; silence means approved for low-risk content.
  4. 4Ask for feedback in one consolidated round, not a stream of emails.

Tools: Asana, Monday, Wrike or Notion

One more way to fix it
Software feature

Collect feedback as comments on the file, not in email

Proofing tools like Filestage, Ziflow, Frame.io, Adobe Workfront or the comment features in Canva and Figma keep all feedback, versions and approvals in one place.

Typically saves about 35% of the time45 min to set up
  1. 1Pick the tool that matches your files (Canva or Figma comments for designs, Frame.io for video, Filestage or Ziflow for mixed).
  2. 2Share a review link instead of attaching files.
  3. 3Ask reviewers to comment directly on the file and click approve.
  4. 4Turn on automatic reminders for reviewers who have not responded.

Tools: Filestage · Ziflow · Frame.io · Adobe Workfront · Canva and Figma comments

How to automate this task

Task 6 · typically 90 min, once a month

Compile coverage and comms reports

Software featureBest fix

Let a monitoring tool collect mentions and build the coverage report

Google Alerts, Talkwalker Alerts, Muck Rack, Meltwater, Brand24 or Sprout Social listening gather mentions automatically and many export a coverage report.

Typically saves about 55% of the time45 min to set up
  1. 1Set up alerts for your brand, executives, products and key topics.
  2. 2Send them to a daily digest or a Slack or Teams channel, not your inbox.
  3. 3Use the tool's coverage report or export; have AI summarize sentiment and themes.
  4. 4Keep a short list of mentions that need a response.

Tools: Google Alerts · Talkwalker Alerts · Muck Rack · Meltwater · Brand24 · Sprout Social listening

One more way to fix it
AI

Have AI write the "what happened and why" summary

The numbers are the easy part; the commentary takes the time. Paste this period and last period and AI drafts the summary for you to correct.

Typically saves about 50% of the time5 min to set up
  1. 1Export the numbers for this period and the last.
  2. 2Paste them with the prompt below, plus anything you know that changed (budget, launches).
  3. 3Correct anything it misreads and add your judgment.
  4. 4Paste it at the top of your report.
Prompt to copy
Here are our marketing results for [THIS PERIOD] and [LAST PERIOD]: [PASTE TABLE]. Context: [CHANGES, LAUNCHES, BUDGET SHIFTS]. Write a summary for [AUDIENCE] in under 200 words: three biggest changes with numbers, likely reasons based only on the context given, and two recommended actions. Flag any metric that looks like a tracking error.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Copilot in Excel or Gemini in Sheets

How to automate this task

Task 7 · typically 30 min, every day

Write and schedule social media posts

Process fixBest fix

Write a week of social posts in one sitting

Writing posts one at a time each day means switching in and out of the task. One weekly block, scheduled ahead, takes far less total time.

Typically saves about 30% of the time15 min to set up
  1. 1Block 90 minutes on the same day each week.
  2. 2Pull ideas from the content calendar, recent wins and blog posts.
  3. 3Draft all posts for the week (with AI help if you like) and get one batch approval.
  4. 4Schedule them all at once; check in daily only to reply to comments.

Tools: Buffer, Hootsuite, Sprout Social or Later

2 more ways to fix it
Software feature

Schedule posts for every network from one tool

Buffer, Hootsuite, Sprout Social, Later and Meta Business Suite post to all your channels from one place, and most now include an AI assistant for captions.

Typically saves about 35% of the time30 min to set up
  1. 1Check what your team already pays for, or start with Meta Business Suite and LinkedIn's built-in scheduling for free.
  2. 2Connect each social account.
  3. 3Set your posting time slots once so posts fill the queue automatically.
  4. 4Use the built-in AI to adapt one caption to each network.

Tools: Buffer · Hootsuite · Sprout Social · Later · Meta Business Suite

AI

Have AI turn one long piece into a week of posts

Paste a blog post, webinar transcript or report; AI pulls out the best points and drafts posts, an email and short-video scripts in your voice.

Typically saves about 55% of the time10 min to set up
  1. 1Get the source text or transcript.
  2. 2Paste it with the prompt below and two posts you liked as style examples.
  3. 3Edit the drafts, cut anything that sounds generic, and check facts.
  4. 4Schedule them in your social tool.
Prompt to copy
Here is a [BLOG POST / WEBINAR TRANSCRIPT / REPORT] from our company. Turn it into: [NUMBER] LinkedIn posts, [NUMBER] short posts for [OTHER NETWORK], one newsletter paragraph, and two 30-second video scripts. Each piece should make one point from the source, in the style of these examples: [PASTE 2 POSTS YOU LIKED]. Use only facts from the source. No hashtags unless I ask.

Source:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Jasper or Copy.ai

How to automate this task

Task 8 · typically 20 min, a few times a week

Take notes and send recaps after meetings

AIBest fix

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

How to automate this task

Task 9 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 10 · typically 45 min, once a week

Sit in status or update meetings

Process fixBest fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

How to automate this task

Task 11 · typically 30 min, a few times a week

Research a topic, company or question online

AIBest fix

Use AI research mode and check the sources

Deep Research modes in ChatGPT, Claude, Gemini and Perplexity read dozens of pages and give you a cited summary.

Typically saves about 55% of the time5 min to set up
  1. 1Write the exact question and what you will use the answer for.
  2. 2Run it in a research mode (ChatGPT Deep Research, Claude Research, Gemini Deep Research or Perplexity).
  3. 3Open the two or three key sources it cites and confirm them.
  4. 4Save the summary where your team can find it.
Prompt to copy
Research [QUESTION]. I need this to [DECISION OR USE]. Give me a one-paragraph answer first, then the key facts as bullets with a source link for each, then what is uncertain or disputed.

Tools: ChatGPT Deep Research · Claude Research · Gemini Deep Research · Perplexity

How to automate this task

Task 12 · typically 15 min, a few times a week

Chase people for approvals or sign-offs

AutomationBest fix

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Task 13 · typically 60 min, once a week

Write documents, proposals or long emails from scratch

AIBest fix

Start from an AI first draft, never a blank page

Give the AI your notes, the audience and an example you liked; you spend your time editing, which is faster and better.

Typically saves about 45% of the time5 min to set up
  1. 1Gather your notes, bullet points and a past document you liked.
  2. 2Tell the AI who it is for and what it must achieve.
  3. 3Ask for an outline first, adjust it, then ask for the full draft.
  4. 4Edit for facts and your voice.
Prompt to copy
You are helping me write a [TYPE OF DOCUMENT] for [AUDIENCE]. The goal is [WHAT IT MUST ACHIEVE]. Here are my notes: [PASTE]. Here is an example I like the style of: [PASTE]. First give me an outline. After I approve it, write the full draft. Don't invent facts; mark anything you are unsure of with [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you used an AI "deep research" mode that reads dozens of sources for you?
Research modes in ChatGPT, Claude, Gemini and Perplexity spend a few minutes reading the web and return a summary with links to every source.
Do you start long documents from an AI first draft built on your own notes?
Give the AI your notes, the audience and an example you like. Editing a draft is much faster than writing from a blank page.
Have you tried running your standup as a written check-in in chat instead of a call?
Bots like Geekbot or a Slack or Teams workflow ask everyone the same three questions each morning and post the answers. You only meet when someone is blocked.
Have you had AI turn a blog post or webinar into a week of social posts?
You paste the long piece and AI pulls out the best points as short posts, an email blurb and video scripts. You edit and schedule.
Do reviewers leave feedback as comments on the file instead of in email?
Proofing tools and Canva or Figma comments keep all the feedback and approvals on the design itself, so nothing gets lost between versions.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.

HourLeak · the 8-minute work audit

Find out which of these cost your team the most

Each person picks their role, taps the tasks they really do and says how long each takes. The free check gives you your own top fixes; the team scan adds up the hours across everyone and turns them into a 30-day plan.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

More roles in Marketing

Marketing Manager / GeneralistContent / Social MediaDemand Gen / Performance MarketingMarketing Ops / AutomationBrand / Graphic DesignAll roles