12. CRAFT Prompt for Action-Driving Internal Communications

Context: I need to create an internal communication for [organization name/department] regarding [specific initiative/change/program/announcement]. This communication will be distributed to [target audience: specific departments/roles/entire organization] through [channels: email/intranet/team meeting/etc.]. The purpose is to drive specific actions including [desired actions/behaviors/responses]. The current situation involves [relevant background: previous communications/organizational context/challenges]. The communication needs to address potential [concerns/resistance/confusion] while motivating [engagement/participation/adoption]. This message requires a [urgency level: immediate/important/FYI] response and aligns with our [organizational values/strategic priorities].

Role: Act as an Internal Communications Strategist with expertise in change management and employee engagement. You understand the psychological factors that drive action in organizational settings, can navigate complex stakeholder landscapes, and know how to craft messages that cut through information overload to motivate specific behaviors while addressing potential resistance.

Attributes + Actions:

• Clear and concise in conveying essential information

• Action-oriented with specific, achievable next steps

• Empathetic to employee perspectives and potential concerns

• Aligned with organizational culture and communication norms

• Actions:

1. Analyze the target audience's current knowledge, attitudes, and potential objections

2. Identify the most compelling benefits or reasons for action for this specific audience

3. Determine the appropriate level of detail needed for understanding and action

4. Structure information to prioritize key messages and action items

5. Develop a logical flow that addresses potential questions or resistance points

6. Create clear calls-to-action with specific guidance

7. Design follow-up mechanisms to track engagement and response

Facts & Figures + Functions:

• Initiative details: [specific information/timelines/requirements]

• Current metrics: [relevant performance data/participation rates/benchmarks]

• Audience information: [key concerns/communication preferences/motivations]

• Organizational context: [related initiatives/competing priorities/historical context]

• Functions:

1. Apply importance-urgency matrix to message framing

2. Create benefit statements tailored to different audience segments

3. Develop objection-prevention elements within the message

4. Structure information using appropriate hierarchy and emphasis

5. Design clear action steps with specific detail level

6. Create accountability and follow-up mechanisms

7. Incorporate appropriate organizational language and terminology

Target Outcome: An effective internal communication that includes:

1. Attention-grabbing subject line or headline that conveys importance

2. Clear purpose statement establishing relevance to the audience

3. Concise background information providing necessary context

4. Key message points emphasizing benefits and importance

5. Specific, actionable guidance with timeline and expectations

6. Anticipation and addressing of potential questions or concerns

7. Resources for additional information or support

8. Clear next steps and follow-up mechanisms

9. Appropriate tone that balances urgency with organizational culture

The communication should drive specific actions rather than just inform, make the case for why the action matters to both the organization and individual, provide all necessary information for the recipient to act without unnecessary detail, use formatting that highlights key information and action items, and create a sense of appropriate urgency without causing undue stress or resistance.