For Corporate Communications Specialists ·
What you'll accomplish
You'll have a Claude Project set up as a dedicated communications assistant for your organization, loaded with your brand voice, style guide, approved terminology, and example communications. Every draft you request from it will automatically reflect your organization's standards, without briefing the AI from scratch each time.
What you'll need
Log in at claude.ai. In the left sidebar, look for Projects → New project (or the plus icon next to Projects). Click it and name your project something like "CommsHQ" or "[Company Name] Communications."
What you should see: A new project workspace with a text editor for project instructions and a place to add files/knowledge.
Troubleshooting: Projects are a Claude Pro feature. If you don't see the Projects section, you may be on the free plan.
In the Project Instructions field, write the foundational context that Claude should always know. Copy this template and fill in your specifics:
"You are a communications assistant for [Company Name]. You help draft internal employee communications: announcements, newsletters, executive emails, intranet articles, and crisis statements.
Our organization: [2-3 sentences about company size, industry, culture]
Our communication style: [2-3 sentences from your brand voice guide, e.g., formal/conversational, the tone words that describe you]
Terminology rules:
Do not:
Always:
Click Save.
What you should see: The instructions saved and visible in the project settings.
In the project, click Add content or the file upload icon. Upload:
What you should see: Files listed in the project's knowledge base. Claude will reference these automatically in every conversation within this project.
Troubleshooting: Files must be under 10MB each. If your style guide is a massive PDF, copy and paste the most important sections as a text document instead.
Open a new conversation inside your CommsHQ project. Test it with an actual current task:
"Draft a 250-word all-employee announcement from our VP of HR about the new remote work policy taking effect April 1. Key facts: up to 3 days remote allowed, must be in office on Tuesdays, effective April 1, team-by-team schedules set by managers, questions to ask your manager. Tone: clear and positive."
What you should see: Claude produces a draft that reflects your organization's communication style, uses your approved terminology, and follows the structural patterns from your example communications.
Compare it to what you'd get from a fresh Claude conversation without the project context. The project version should feel noticeably more "on brand."
After your first few real uses, update the Project Instructions to fix anything that's consistently off:
General draft request:
"Draft a [format, length] [communication type] from [executive/source] about [topic]. Key facts: [bullet points]. Tone: [descriptor]."
Newsletter section:
"Write a [X]-word newsletter section about [topic]. Pull quotes if relevant. Include a brief call to action."
Sensitive announcement:
"Draft a [length]-word message about [difficult topic]. Tone: empathetic and direct. Must include: acknowledgment of impact, what we're doing, next steps, support resources."
Quick intranet update:
"Write a 100-word intranet article updating employees on [status]. Current situation: [brief]. What employees need to know: [bullet points]."