Smarter Week

How to automate it

How to automate “write press releases and 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.

120 min
typically, once a month
50%
of the time can be automated
Easy
to set up

Fix 1 of 2

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

Fix 2 of 2

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

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

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Other common tasks for PR / Communications teams