Smarter Week

How to automate it

How to automate “write the internal newsletter and company announcements”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min
typically, once a week
55%
of the time can be automated
Easy
to set up

Fix 1 of 2

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

Fix 2 of 2

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

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

PR / Communications

HourLeak · the 8-minute work audit

How many hours does this cost you?

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Answers are anonymous. Leaders only see team totals.

Other common tasks for PR / Communications teams