Guides › Content & Writing
Gather team news into a monthly staff newsletter
Collect updates from colleagues through a short form, then get a friendly, well-ordered staff newsletter drafted from their answers each month.
When to use it
Monthly, a week before the newsletter goes out
Step by step
Make a news form
Create a Google Form asking for: team name, the update, why it matters to colleagues, any photo link, and a contact name. Link it to a Google Sheet.
Send a regular call for news
Set a recurring Google Calendar reminder to share the form link with teams two weeks before each issue, and a nudge a week later.
Draft the newsletter
Copy the month's responses from the sheet into your AI assistant with this prompt.
Prompt to copyHere are this month's staff news submissions: [paste rows]. Write an internal newsletter for [organisation] staff. Include: a warm 2-sentence intro, a 'Top story' chosen from the most significant item, 4-6 shorter items of 40-70 words each with a clear headline, a 'Thank you' section for people mentioned, and a 'Dates for your diary' list. Use plain, friendly language, avoid acronyms unless explained, and do not add any facts that aren't in the submissions. After the draft, list items you left out and why.Check with contributors
Send each team their paragraph to check facts and names before you publish.
Send it out
Paste the final version into your usual email or intranet tool and add photos.
What you get
Top story: Our new Leeds office opens 3 June. Finance team: the expenses deadline moves to the 25th from next month. Thank you: to Amira and the facilities crew for the weekend move. Diary: 12 June - all-staff lunch.
Tips
- Keep personal news such as births or illness out unless the person has agreed to share it.
- Ask the AI to suggest a short subject line that names the top story.