Practical ways internal communicators can use AI (yes, even the free version of ChatGPT)

AI is here, and probably not going anywhere anytime soon. But! Here’s the good news: you don’t need a PhD in machine learning (or even a premium ChatGPT subscription!) to put it to work in your role.

Internal communications professionals are already stretched thin, wearing the hats of writer, strategist, designer, and sometimes even part-time event planner. The free version of ChatGPT can help lighten the load, spark fresh ideas, and save you some serious time. Who doesn’t want more of that?!

So, consider this your go-to for using AI practically and confidently. Whether you’re trying to improve employee engagement, simplify your internal messages, or just get through your inbox faster, here’s how to make ChatGPT a reliable (and free!) sidekick.

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Why AI can be a game-changer for internal comms

More often than not, internal comms teams are small (but mighty!), supporting multiple stakeholders and channels…without a lot of time or tools. You’re balancing last-minute leadership requests, pressing HR updates, and a constant stream of campaigns to boost engagement and culture. AI can help take some of that pressure off your plate.

And here’s why it matters:

AI gives you your time back. Whether it’s summarizing long updates, simplifying jargon-heavy messages, or rewriting a subject line (more on that later!), AI helps you start faster and iterate quicker. No more blank page panic friends!

AI supports scale without sacrificing personalization. You can tailor messages for different roles, regions, or languages all without rewriting everything from scratch.

AI fuels creativity. Stuck trying to make your 47th “please complete the employee engagement survey” message sound fresh? AI can spark new formats, phrases, and ideas when your well runs dry.

When AI is built directly into your tools (like Workshop!), it becomes even more powerful and seamless. With Workshop’s embedded AI features, you can:

• Generate polished subject lines and preview text in one click, helping your emails stand out in crowded inboxes
• Simplify or shorten content to meet attention spans—perfect for employee text messages or Slack/Teams posts
• Translate messages into 135+ languages, making global communication easier, faster, and more inclusive
• Add suggested visuals to your internal messages—no design chops or asset libraries needed

These features aren’t meant to replace your thinking, they’re meant to remove the repetitive tasks that slow you down, so you can focus on high-impact work: aligning teams, supporting culture, and spinning up messages that actually stick.

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Human-first communication in the age of AI

AI can write a paragraph, suggest a headline, or summarize a dense update. But here’s what it can’t do: replace emotional intelligence, culture-specific nuance, or your deep understanding of what employees need to hear right now.

That’s what you’re here for!

Internal communication is fundamentally human-first. It’s how companies show care, build community, and earn trust. So while AI can be a powerful assistant, it should never become the author of your culture.

Use it to speed up tasks—not take shortcuts on connection. Here’s how to keep that balance intact:

• Use ChatGPT to draft, then infuse your brand voice and tone
• Don’t outsource sensitive or emotional messages (think staffing changes, restructures, or leadership transitions)
• Always keep context, tone, and timing top of mind
• Treat AI as a starting point, not the final say

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Why internal comms is uniquely suited to use ChatGPT

If you (or your leadership team) has been on the fence about AI, here’s why internal comms is especially well-positioned to benefit:

• We work across every function. Need to repackage a finance update for frontline teams? AI helps translate complexity into clarity.
• We wear multiple hats. Designer, copywriter, event planner—ChatGPT helps you move from blank page to polished draft faster.
• We rely on speed and accuracy. Deadlines are tight and updates are urgent. AI gives you a jumpstart, especially when you’re stuck.

We lead with empathy. ChatGPT can mimic tone and structure, but you apply the emotional intelligence that makes messages resonate.

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New to prompting? No worries!

Here’s your sigh of relief! You don’t need to be a tech expert to get real value from ChatGPT. If you can write an email, you can write a prompt. Here’s how! 

First, set the scene: start your prompt with context. 

  “You are an internal communications manager at a mid-sized company.” (This helps ChatGPT understand your role and needs.)

Then, be specific about your goal. (The more detail, the better!) 

“Write a Slack message inviting employees to an upcoming all-hands.”

Add tone and length preferences. 

“Keep the tone warm and professional. Limit to 100 words.”Words like “friendly,” “concise,” “neutral,” or “enthusiastic”

Share how it will be used. (Whether you’re drafting for Slack, SharePoint, or an all-hands deck, formatting cues matter.)

“Format this as an intranet post with a bold headline and short intro paragraph.”

Need help writing your first (or fiftieth) prompt?

We’ve put together a free resource with 20+ ready-to-use ChatGPT prompts tailored specifically for internal communications. Whether you’re crafting subject lines, spotlighting employees, or trying to add a little life to a policy update, these examples will help you move faster and feel more confident.

→ Get the ChatGPT prompt template here!

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And finally, a few tips to keep it human

Even the best AI needs a human touch. And no matter how advanced the technology gets, it’s you—the internal communicator—who brings the heart, context, and clarity that employees actually respond to.

You know your people. You know your culture. You know when a message needs to be clear and concise… and when it needs to pause, acknowledge, empathize. That’s something no AI can replicate.

So as you explore AI tools like ChatGPT or Workshop’s built-in features, keep this front and center: AI can support you, but it can’t replace your instincts or your impact.

Here’s how to make sure your messages stay human-first:

Edit generously

Use AI to speed up your workflow—not to skip over strategy or nuance. A strong edit ensures your tone, context, and priorities shine through. Think of AI as your rough-draft assistant, not your final-draft ghostwriter.

Double-check everything

AI tools are known to “hallucinate”—filling in facts that sound confident but just aren’t true. Always verify names, dates, metrics, and especially anything legal, policy-related, or time-sensitive.

Protect employee trust

Never paste personal, confidential, or sensitive employee data into AI tools (especially public ones like ChatGPT). Workshop’s AI features are built with privacy in mind, but your judgment is the first line of defense in building and maintaining trust.

Stay true to your tone

Your company might be playful and casual. Or polished and formal. Or somewhere in between. AI tends to default to generic business language unless told otherwise. Always rewrite with your voice—and your people—in mind.

Bring the context only you have

AI doesn’t know your company just laid off 20% of its workforce. Or that your last town hall ran long and lost people’s attention. You do. And you know how to adjust your language accordingly. Keep that awareness at the center of every message.

Remember your role as a connector

You’re not just a messenger—you’re a bridge between leadership and employees, change and clarity, goals and culture. AI can help you move faster, but it can’t see across silos or feel what teams are feeling. 

Oh! And if your organization is starting to use AI more frequently (or you’re fielding questions about what’s okay and what’s not) consider creating an internal AI policy. We’ve got a free template to help you get started!

Whether you’re using ChatGPT to brainstorm ideas for your next internal campaign or leaning on Workshop’s AI to rework a message for multiple channels, the goal is the same: help your employees feel informed, aligned, and supported.

Let AI take the first pass. You bring the heart.