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Use ChatGPT as your IC assistant

As internal communicators, we're always busy. The volume of work can be insane. We know there's important stuff we need to work on, but it can be hard to carve out the time. For example, we know we need a communications channel matrix but it always gets pushed to next week. And the week after that. And somehow it just never gets done.


I'm here to help. I've created some detailed prompts you can input into ChatGPT to make it operate as your IC personal assistant.


If you haven't used ChatGPT before, then you need to know that any data you share in the tool is NOT PRIVATE. So don't put any proprietary information in there, don't put anything in there that you wouldn't happily share publically or on social media. My advice is to keep your prompts company-generic so that you can get good insights for internal communication without revealing any information about your specific role or organisation.


Right, let's jump in. If you've never developed a channels matrix for your organisation but you know that you need one, here's how to do it using ChatGPT.

Channels matrix

Tell ChatGPT what you want it to do. The more specific you get, the better your output. Here's what I asked:


And here's what it delivered:


You can ask the tool to redraft this as many times as you like, or you can simply paste it into a document and update it yourself until you're happy with it.


Develop employee personas


Marketers have used employee personas for years. Ever wanted to have a set of personas for employees to help you understand your audiences better? Try this prompt in ChatGPT. Again, get as specific as you want and include any details that are relevant.


ChatGPT initially spat out several paragraphs for me after this prompt. I then told it to present the personas information in a table and it came up with this:



Not bad as a starting point, is it? You could take this draft and cross-check it against any existing data you have, and also run a focus group with some people that fit into this persona to validate whether these assumptions are correct or not.


Supporting line managers


Need some quick ideas on no-budget ways to help your line managers to communicate better with their teams? Here's what I asked ChatGPT.



Here's what it suggested:


Communication training and workshops: Organise communication training sessions and workshops specifically tailored for line managers. These sessions can cover various aspects of effective communication, such as active listening, delivering clear messages, providing constructive feedback, and handling difficult conversations. You can conduct these workshops in-house by leveraging internal expertise or use online resources and webinars.

Monthly communication roundtables: Host regular communication roundtable sessions where line managers can share their experiences, challenges, and successes in communicating with their teams. This provides an opportunity for peer learning and support. Encourage participants to share good practices and tips, creating a collaborative and supportive communication community.


Internal communications update for managers: Create a dedicated update specifically for line managers to highlight key information relevant to managers' roles, such as upcoming company changes, important dates, and employee recognition. Regularly solicit feedback and suggestions from line managers to ensure the content addresses their needs and challenges.


How to overcome objections for internal communication resources


We all know it can be like pulling teeth to get more team members or budget for internal communications. Try using ChatGPT as your brainstorming tool to develop ways around potential objections from your CFO. Bonus points if you tell the tool what you already know about your CFO, for example what motivates them or what they're currently concerned about in the company.


Here's what our friend ChatGPT suggested:


Objection: Cost concerns

The CFO might raise concerns about the additional expenses associated with hiring a new team member and allocating a budget for tools and technology. They might question the need for increased resources and whether the return on investment (ROI) justifies the expenditure.

How to overcome this objection: Prepare a detailed analysis showcasing the potential ROI of hiring an additional team member. Highlight the increased productivity, efficiency and improved communication that a larger team can bring, leading to better company alignment and reduced turnover costs.


Objection: Existing workload management

The CFO might express concern about why you need extra resources and why you cannot manage the current workload yourself without additional support. They may question if the current team’s efficiency can be improved instead.

How to overcome this objection: Present a comprehensive workload analysis detailing the current responsibilities and the additional tasks that could be achieved with a larger team. Demonstrate that the current workload exceeds the capacity of the team and how it hinders their ability to be proactive in internal communications. Discuss how hiring an extra team member will lead to more efficiency and an increased ability to focus on strategic initiatives that will deliver value for the organisation.


Objection: Uncertain business conditions

The CFO might be hesitant to approve additional hiring and expenditure due to uncertain economic conditions or financial constraints within the company. They may prioritise financial stability over expansion.

How to overcome this objection: Propose a flexible hiring plan that accounts for fluctuations in business conditions. Consider offering part-time or contract positions to manage costs effectively while still gaining valuable support. Outline a contingency plan in case of unexpected financial challenges.

So there you have it - four practical ways you can use ChatGPT as your own internal communication personal assistant.

 

Whenever you're ready, here are 3 ways I can help you:

  1. Consulting: I help organisations create effective systems of internal communication. This includes reviewing your current system, developing internal communication strategies, establishing internal communication functions and more. Book a free call to discuss how I can help you.

  2. Coaching: I offer 1:1 coaching for a small number of clients to amplify your strategic abilities, gain confidence in your decision-making, improve your communication prowess and feel empowered to be creative at work. Email me for details of 8 and 12 week coaching packages, or simply book a one-off 60 minute session here.

  3. Training: I run workshops on effective internal communication, measurement, AI in internal communication, newsletters, effective writing and other internal communication topics. I often develop bespoke training for clients. Email me to discuss your training needs at joanna@thecuriousroute.com.

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