How to create an internal communications content calendar

If you’re running your organization’s internal comms, you may know the feeling: juggling last-minute internal email requests, trying to align with every department’s individual campaigns, remembering employee events, and more, and you might be wondering if you’re overwhelming your teams! 

That’s why having a solid internal communications calendar isn’t just “nice to have,” it’s crucial to keeping your team informed! By strategically planning and mapping out your content, you’ll avoid any worries you might have about information overload and make sure that every message gets the attention it deserves. 

In this post, we’re walking through exactly how to create an internal communications content calendar that actually works for you! Plus, we’ll provide and equip you with a few shortcuts, templates, and tools to make it easier (including a free downloadable internal communications calendar).

But before we dive in, let’s talk a bit about why having an internal comms calendar is a must!

Why you need an internal communications calendar

An internal communications calendar helps you:

• Stay organized: No more “Where did I save that draft?” moments.
• Plan ahead: Instead of last-minute scrambles, you’ll have visibility into what’s coming up.
• Avoid overlap: Coordinate with other departments and dodge double-sends.
• Boost consistency: Build employee trust by maintaining a steady cadence.
• Drive engagement: Time your messages for when employees are most likely to read (and care).

Without an internal communications calendar, you might be stuck playing catch-up, but with one, you’re confidently in control and able to deliver the right message to the right audience at exactly the right time.

Step 1: Start with a template (we have you covered!)

Building an internal communications calendar from scratch can feel overwhelming, which is exactly why we created a free editable 2025 Internal Comms Editorial Calendar to jumpstart your planning.

Our template comes packed with:

• Federal holidays and observances are already pre-added (including the fun ones like National Napping Day (yes, it’s an actual holiday!)
• Fully customizable fields so you can plug in your own campaigns and key dates
• Color-coded categories for easy scanning
• Monthly tips and tricks for creating timely, relevant content

You can use it as-is or customize it to fit your team’s unique internal communications strategy.

FREE EDITABLE CALENDAR TEMPLATE

2025 Internal Communications Editorial Calendar

To download, select a file type below:

Google Sheet Excel Sheet

Step 2: Audit your current internal communications calendar

Before you start filling in dates, pause and and ask yourself:

• What’s working? (Consistent engagement, high open rates, positive feedback?)
• What’s not? (Low clicks, content overload, crickets?)
• What’s missing? (Important dates you forgot? Messages that felt rushed?)

Use those insights to build an internal communications calendar. The goal is to create a better calendar not just a busier one.

Step 3: Map out key campaigns and messages

Now, it’s time to get strategic. Start by outlining your major communications buckets or comms that you send on a frequent cadence. These could be:

• Company-wide updates (CEO messages, org changes, all-hands invites)
• HR communications (open enrollment, benefits updates)
• Culture and engagement initiatives (wellness weeks, volunteering opportunities)
• Department-specific campaigns (sales competitions, engineering sprints)
• Recognitions and celebrations (work anniversaries, birthdays, employee spotlights)

Plot these high-level campaigns first, they will act as your anchors. Then, sprinkle in “evergreen” content, fun extras (like Trivia Tuesday), and reminders for key moments.

We suggest giving yourself at least a 2-week runway to draft, design, review, and schedule major communications.

Step 4: Layer in dates, deadlines, and fun

With your key internal communications campaigns and messages mapped out, it’s time to finesse your internal communications calendar by adding:

• Holidays and observances (our calendar template has these preloaded!)
• Company milestones (product launches, new office openings)
• Employee events (lunch & learns, team-building days)
• Awareness campaigns (Pride Month, Mental Health Awareness Week)

Don’t be afraid to weave in lighter moments, too! “Talk Like a Pirate Day” is a great excuse for some team Slack or Teams fun. 

Step 5: Use a centralized tool (Psst… Workshop an internal comms calendar built right within the platform)

Having a spreadsheet calendar with all of your key dates and messaging is a great solution! But as your internal communications calendar (and team) grows, there are better solutions to track and streamline everything.

That’s where Workshop’s built-in internal communications calendar comes in.

With Workshop, you can:

• View all emails in one place: Past, present, and scheduled sends.
• See at-a-glance scheduling: Sent emails are marked in green, and scheduled ones in purple. It’s a straightforward, color-coded system that makes it easy to see where you are and where you’re going.
• Avoid email overlap: Know exactly what’s going out, when, and by whom.
• Plan around blackout dates: Set “no-send” periods for holidays, crises, or company events.
• Add custom, color-coded notes to your calendar: Easily create notes on any date in your communications calendar. Use these notes to mark key events, brainstorm content ideas, or remind your team about upcoming initiatives.
• Easily reschedule sends: If your CEO wants a last-minute announcement, no sweat; you can shuffle sends with a few clicks.
• Respect privacy: Sensitive messages are protected, with limited access when needed.
• Coordinate channels: See if your email is also scheduled for Slack, Sharepoint, or Microsoft Teams.

Want to see it in action? Schedule a quick demo here.

Step 6: Build flexibility into your internal communications calendar

Even the best plans need room to breathe. Leave a little flexibility in your internal communications calendar by:

• Leaving buffer days: Space out major announcements.
• Using placeholders: Pencil in “TBD” slots for unexpected news. You can do this directly in Workshop!
• Setting review reminders: Schedule periodic checks to adjust based on company priorities.

Step 7: Monitor, measure, and improve

Once your internal communications calendar is up and running, check it periodically to measure the impact and make improvements.

We recommend tracking the following metrics:

• Open and click rates
• Employee feedback (survey results, Slack or Teams reactions)
• Engagement trends by time or day

Workshop’s built-in analytics tools make it easy to track this without the spreadsheet wrangling. Plus, you can export reports to showcase the impact of your internal communications calendar to leadership. 

Bonus: Common internal communications calendar mistakes (+ how to avoid them!)

Mistake 1: Overloading employees with messages
Solution: Use blackout dates and intentional spacing to avoid fatigue.

Mistake 2: Skipping fun content
Solution: Celebrate the little moments. Employees need levity, too! (Looking for employee newsletter ideas? Here’s a list of 40+ ideas!)

Mistake 3: Forgetting review cycles
Solution: Set quarterly audits of your internal communications calendar.

Mistake 4: No channel coordination
Solution: Centralize scheduling across all channels (email, Slack, Teams).

Mistake 5: Not using a platform that scales
Solution: Upgrade from spreadsheets to an internal communications tool like Workshop!

A few final thoughts: Your internal communications calendar is a must-have tool in your toolkit

Creating an internal communications calendar isn’t about making things more complicated or overprocessed; it’s about making them simpler, smarter, and streamlined.

When you have a clear, organized view of your communications plan, you:

• Show up for your employees more consistently
• Deliver better messaging
• Build stronger employee trust and engagement
• And so much more! 

Next steps:

• Grab your free 2025 Internal Comms Editorial Calendar to start mapping your plan.
• Check out Workshop’s built-in Internal Communications Calendar to see how effortless planning can be.