How to Use AI Tools and Prompts for Internal Communications

Phil Manzano

Internal Communications

Using AI tools like ContactMonkey’s OpenAI ChatGPT integration can enhance the efficiency of internal communications. However, these tools should complement—not replace—human judgment in crafting sensitive, creative, and effective internal communications.

Artificial Intelligence (AI) tools are quickly becoming corporate game-changers. They streamline complex processes, provide data-driven insights, and automate mundane tasks, transforming industries on an unprecedented scale.

Internal communications is one area that often gets overlooked but stands to benefit tremendously from this digital evolution. As these AI-driven tools become more integrated within businesses, communicators have a unique opportunity to redefine their roles and boost operational efficiency.

In this blog, we’ll dive into the growing popularity of AI tools, their potential impact on internal communications, and the types of prompts you can use to create engaging employee communications.

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AI Tools for Internal Communications

AI writing assistants are one of the most innovative employee communications tools currently on the market. Internal communicators can access chatbots, virtual assistants, automated content creation, and even content curation. These internal communication tools can streamline tasks like scheduling meetings and tracking conversations, all while providing valuable data-driven insights into employee engagement.

Here are some of the best AI tools for internal communicators:

ContactMonkey

ContactMonkey has an OpenAI ChatGPT integration that helps internal communicators easily create AI-powered content for their internal emails, employee newsletters, and even engagement surveys.

Stuck on a particular email message? ContactMonkey’s AI assistant can help you create a personalized message for every recipient in just a few clicks. This feature allows communicators to quickly generate personalized emails in bulk, making it easier to reach larger audiences while still creating a meaningful connection. You can even combine AI-generated content with merge tags for greater personalization, helping it resonate even more.

ContactMonkey's OpenAI ChatGPT integration

You can also use this AI tool to help you think of creative ideas for content or suggest ways to engage employees. And since this is already within the ContactMonkey ecosystem, you have instant access to an AI assistant to help you do some of the tasks that are top of mind for you as an internal communicator, such as:

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ChatGPT

ChatGPT has been at the forefront of AI tools, and internal communicators can now use its technology to power their conversations and engage employees at scale. This technology uses natural language processing (NLP) to generate meaningful conversations that can help with onboarding, training, and employee engagement tasks.

Savvy users of ChatGPT can also use the tool to detect sentiment in conversations, which allows them to identify potential issues or areas for improvement quickly and accurately. Think of this as a tool to help you improve the engagement of your audience. Understanding sentiment can help you refine your newsletter copy or email subject lines to ensure they hit the right note for the reader.

ChatGPT landing page

ChatGPT is a powerful tool with a steep learning curve, but once you understand the basics, it can be invaluable for improving your internal communications.

Bard

Bard is Google’s AI-driven content curation tool that helps communicators find relevant stories quickly and easily. It does much of the same things that ChatGPT can do, but with one very important distinction: it can use Google’s vast resources to quickly and accurately find the content that your employees need.

Google's Bard interface

Whether it’s a news article, an employee handbook update, or just some interesting facts about company culture—Bard can search for it all. And because Google constantly updates its AI algorithms, the results are always up-to-date and relevant.

This is particularly useful when you’re learning how to write a memo to employees or building FAQs for your employees. Bard can help take on the task of giving your answers more context, hopefully leading to more engaging content that your team enjoys reading.

Perplexity.AI

Perplexity is invaluable for internal messages that require a bit more external research. It’s an AI-driven search engine that helps communicators find data-driven insights to support their messaging.

Landing page for Perlecity.AI

Perplexity can quickly uncover relevant data points, such as customer trends or competitive research, which can be used to inform and empower internal communications. The tool’s intuitive dashboard also makes it simple for communicators to explore different datasets and uncover knowledge that can be used to craft more powerful messages.

Think of it like an AI research assistant that helps bolster your internal communications. If you are writing an email about a new process you are introducing, you can use Perplexity to help give you some data-backed insights about why that change is required.

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How to Use AI Tools for Internal Communications

There are several ways AI tools can be used to facilitate internal communications. ChatGPT is a great example of how artificial intelligence can help automate tasks and provide powerful insights into employee engagement. Here are some of the ways communicators can use this technology:

Brainstorming new engagement strategies

AI tools for corporate communications can help communicators quickly generate ideas and create engaging conversations with employees. These tools allow communicators to develop creative ways of reaching out to their employee base. 

For example, you might create a prompt asking employees their thoughts on a particular topic, or find out how they feel about a certain issue. Or maybe you are a manager and want to share employee feedback via email. Honing your skills with AI writing for internal communications will help you brainstorm new ways to communicate, and find the right messaging.

Save time with automated surveys

AI tools can also generate questions for employee surveys, providing communicators with valuable data-driven insights into the organization’s performance. This content can help survey respondents better understand the questions being asked so they can provide more accurate and detailed responses. 

You can even quickly generate pulse survey questions for your internal communications, making it easier to form questions that will encourage responses.

Use as an AI tool for email writing

You can save time creating content for your employee newsletters and internal emails with AI tools like ContactMonkey’s OpenAI ChatGPT integration. Using the right prompts, communicators can easily generate entire emails, newsletter sections, or personalized messages, written in a way that will resonate with their employees. 

For instance, you may need to develop an SMS campaign and use texting to reach employees with a specific kind of mass employee notification. AI tools can help you find the right message for you to focus on, making it easier and faster for communicators to develop content. It’s also important to get your message across in as few characters as possible, so AI tools can help you shorten things.

Not to mention, ChatGPT can even help you write multi-language emails with a single prompt. This can help you boost engagement across different company locations where employees might not speak English.

Research industry insights to share

With an AI-driven tool, communicators can quickly search huge amounts of data to find information about their organization or industry. This can help them stay updated on the latest trends and news to serve their employees better. 

For example, you might use AI to gather data on a specific topic and then use the information to craft an informative email campaign. These outputs can be starting points for internal communicators to create even more in-depth content.

How to Create Good AI Prompts 

Creating useful and effective AI prompts requires a deep understanding of the target audience. Communicators should be clear on their objectives before crafting an AI prompt. Additionally, it’s important to remember that these prompts should be concise, simple, and easy to understand.

Thinking of the right prompt has become a bit of an art. Communicators need to consider the context of the message and any underlying assumptions that could be made. Additionally, it is important to ensure the prompt is engaging and relevant to the audience.

Here’s a simple way for you to formulate the right AI prompt for your internal communications:

  1. Understand the purpose of the message—what do you want to accomplish?
  2. Make sure the language and tone are appropriate for the target audience.
  3. Think of a simple, concise, and engaging way to communicate your message.
  4. Utilize AI tools to generate ideas and tailor the prompt to each individual.
  5. Check the output for accuracy and inject your own personal touch before sending.

Following these steps, communicators can create AI prompts that are both effective and engaging for their internal audience.

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The Best AI Prompts for Internal Communications

Now that you know how to create some prompts from scratch, we can start thinking more about specific ideas that could be used in AI-driven internal communications. And beyond just topics, we wanted to give you some examples of prompts you could copy and paste into your tool.

Here are some of our favorites for internal communicators:

  • You manage internal communications for a large company. You must create an email campaign to increase engagement among employees. What questions or topics should you be asking about in your campaign?
  • Management is looking for feedback from employees on a new initiative. Draft a message to solicit employee opinions and participation.
  • You must create a survey to gather employee sentiment on a particular issue. Draft a memo to ask employees for their thoughts and feedback.
  • Your company is launching a new product and wants to get the word out internally. Create an automated content curation campaign to track the most relevant stories and articles for employees.
  • You need to create an email campaign about a new product launch. What questions should you ask to get the most valuable feedback from employees?
  • Create a survey to measure employee sentiment on the company’s recent communication efforts.
  • Draft an automated message to encourage employees to take action on an important issue.
  • There was recently a major change in management. Create a content curation campaign to keep employees up-to-date on the news.
  • You need to make sure employees are aware of a new policy change. Draft a message that explains the changes in simple, easy-to-understand language.
  • You want to get creative with your internal communications and generate more engaging stories. Brainstorm creative content ideas tailored to each department.
  • You need to develop content ideas for your weekly internal newsletter quickly. Generate a list of topics that would be relevant for the marketing team.
  • You are tasked with creating an automated survey tool to gauge employee sentiment. Suggest some questions that I can use to accomplish this task.

As you can see, prompts can be longer and specific or more open-ended and general. It all depends on the message you are trying to craft for your employees. 

Pros and Cons of Using AI for Internal Communications

As with most things, AI has both pros and cons for internal communications.

On the one hand, automated content curation tools can help communicators quickly find relevant articles and news stories useful for employees, as well as generate creative ideas tailored to the specific needs of each employee. 

On the other hand, one of the drawbacks is that it can be difficult to find easy-to-use AI tools. Additionally, there may be privacy concerns when collecting employee data or using automated prompts. Communicators should ensure they know the potential risks before implementing any AI-driven solutions for internal communication. 

Here are the pros and cons of using AI tools for your internal communications:

Using AI Tools – ProsUsing AI Tools – Cons
Efficient Content Curation: Many tools automate the process of content curation, sourcing relevant articles and news stories to share in your internal newsletters or emails. This not only saves you valuable time but ensures you’re always in the know.Lack of Personal Touch in Sensitive Internal Discussions: Messages may lack the human touch essential for sensitive internal discussions. The need for empathy, understanding, and discretion often necessitates a human presence.
Automated Employee Feedback: With the ability to generate automated surveys or polls, we make it easy to gauge employee sentiment on crucial topics. You can keep your finger on the pulse of your organization without lifting a finger.Limitations in Crafting CEO or Leadership Messages: The platform might not fully capture the unique voice and tone of these individuals. Such high-stakes communication often requires a personal touch and deep understanding of the leader’s style.
Streamlined Internal Communications: AI Tools can offer suggestions for common formats such as emails, newsletters, and memos, ensuring clear, concise messaging every time. Inadequate Decision-Making for Sensitive or Confidential Information: AI tools may not be suitable for making decisions about sensitive or confidential information. These require human judgment, discretion, and confidentiality that an AI platform may not fully provide.
Content ideation: AI Tools can help you brainstorm ideas for creative content that’s tailored to each unique audience, increasing employee engagement.Potential Privacy and Security Concerns: Like any digital platform, there may be potential risks related to employee privacy or security. It’s crucial to ensure that sensitive employee information remains protected and confidential.

How to Use ContactMonkey’s OpenAI Integration

If you find yourself in a scenario where it makes sense to use AI tools, ContactMonkey’s integration with OpenAI might be the most straightforward option. This integration allows communicators to easily generate new content ideas from within ContactMonkey’s employee communications software.

It is simple to use. All you have to do is open up your Email Builder, choose a Paragraph tile, and then look for the AI Assistant. Write a prompt in the box that pops up, and then click Generate. 

ContactMonkey's OpenAI ChatGPT integration

ContactMonkey’s OpenAI integration will automatically generate creative content ideas for your emails and newsletters based on your input. You can even use our ChatGPT integration to create survey questions or effective subject lines for your internal communications.

This can save internal communicators time and energy while ensuring that their messages are meaningful and relevant for their employees. 

AI tools can help you get creative and craft interesting content, but they should never fully replace your human judgment when crafting effective internal communications.

Pro Tip: Remember to always add your personal touch to the messages you send out. Always add the correct tone, messaging, and jargon to your communications.

Use data-driven insights

Once you’ve crafted the ideal message with the help of the AI assistant, you can see how well the message resonated with your audience. Checking the metrics from your emails is one of the internal newsletter best practices.

Analytics dashboard within ContactMonkey

With ContactMonkey’s email creation software, you can use email tracking analytics to discover your top-performing content to understand what resonates with your employees. We know every workplace is different, which is why it’s even possible to track email opens in Outlook or Gmail.

If your organization has email privacy regulations, ContactMonkey’s anonymous email tracking allows you to gather email metrics while safeguarding your employees’ privacy. This is the best way to see if that AI content hit the right notes or if you need to make some adjustments.

By using data-driven insights, internal communicators can conduct thorough internal communications audits and develop more effective strategies to optimize their campaigns for maximum impact.

Send only relevant emails to your employees

You can get even more granular by targeting relevant emails to your employees by using custom distribution lists. Utilize the AI assistant to compose and distribute targeted messages to specific departments within your organization. This ensures that you deliver customized content to the appropriate audience, precisely when it is needed. 

With ContactMonkey’s List Management feature, you can effortlessly create your own distribution lists without the need for IT department approval.

Your employees will appreciate being sent only relevant emails that are pertinent to their particular area of work and interests—for example, a new employee introduction email to team instead of something generic meant for the entire staff.. And you will gain valuable insights from seeing which messages perform better with each team or department.

List Management within ContactMonkey

ContactMonkey seamlessly integrates with your Human Resource Information System (HRIS), such as Workday. And it also integrates with Azure. These options ensure that your lists are automatically updated when employees join or leave your company, eliminating the need to manually manage email lists.

Master AI Writing For Internal Communications with ContactMonkey

So now that you know a bit more about how generative AI in internal communications can assist internal communicators, why not try it out yourself? ContactMonkey’s AI assistant can help you curate content, generate automated prompts, and track success metrics from your internal communications. Save more time and get back to the work that matters. We encourage you to book a free demo where you can see the specific ways that ContactMonkey can improve the metrics that matter to your organization.

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