Internal Communication

Internal Communication

What it is: Structured comms.

Overview

Works out the smallest useful Internal Communication setup for the business in front of it, then builds it only when asked. The default output is a short recommendation, not a spreadsheet. Artifacts - CSV, SQL DDL, JSON Schema, Notion mapping - are produced on request, from one field list so they cannot drift apart.

Layer: Layer 6: Engage. Fits: Scale stage. Table code: n/a.

When to Use This Skill

• internal comms log
• meeting tracker
• town hall minutes
• communication record

Also use it when the user says "structured comms", or describes the same process happening in a spreadsheet, a document or someone inboxes.

Do not use it for: payroll calculation, tax filing, or legal advice. This skill produces empty templates only - it never holds or processes real employee or customer data.

How It Works

Follow the shared execution contract. The module-specific rules below define only domain fields, decisions, calculations, and safety constraints.

Step 1 - Identify intent

Read the request and pick the intent before asking anything.

• "set up" or "build" or "create" -> the user wants artifacts; go to Step 2.
• "our process is ..." or "it is in a sheet" -> the user wants to move an existing process; capture it, then Step 2.
• "is this right" or "review" or "audit" -> the user wants a check, not a build; answer from what they share.
• "how do I ..." -> advice question; answer directly and offer the build only if it helps.

Ask only if this is the highest-value missing fact; otherwise proceed without an opener:

Q: How do people get company news today?

Step 2 - Ask only what is missing

Skip anything the user already answered, in any earlier message. Ask the rest one at a time, and stop as soon as the remaining answers would not change the output.

• Channels - Which channels? / How many groups? / Email included?
• Cadence - Daily digest or weekly? / Who writes it? / Any standing sections?
• Ownership - Who owns each channel? / Moderation? / What gets removed?
• Current process - How is it done now? / Scattered or one place? / What gets missed?
• Outcome - What do you need? / A channel list, a cadence or templates?

Never invent an answer. If the user does not know, record it as unknown and carry on.

Step 3 - Hold the internal context

Hold the answers in this shape. It stays internal - it is not shown to the user unless they ask, and it never carries a value the user did not give.

module: internal-communication
intent: null            # setup | advice | review | fix | build | convert | export
scale: null             # Starter | Growth | Scale, only if the answer changes it
areas:
  "Channels": null
  "Cadence": null
  "Ownership": null
  "Current process": null
  "Outcome": null
requested_outputs: []   # csv | sql | json | notion | xlsx - requested formats only
confirmed_facts: []     # only what the user actually said
open_questions: []      # the unanswered ones, in the order worth asking

Step 4 - Recommend the smallest workflow

If an artifact was requested, build it after resolving essential missing facts. Otherwise give a short recommendation and offer the relevant artifact.

Recommended approach: Fix the ownership and the cadence first. Channels follow from that, and consolidating channels is usually the useful change.

Why this one: Internal comms rarely fail for lack of channels. They fail because nobody owns one and the format is inconsistent.

Workflow: Channel owned → Cadence set → Message drafted → Published → Read or acknowledged

Step 5 - Build only on request

Once the user asks for it, derive the fields from the confirmed context and emit the requested artifacts. For machine-readable text, keep prose outside the data; for files, provide a usable link. Report material validation failures or limitations separately.

A selected Notion output is rendered by notion-manual-import, so route the Notion step there. When the user selects Notion, hand that step to @notion-manual-import: it holds the CSV, the property mapping, the import steps and the verification checklist, and it renders the Field Reference below instead of defining a table of its own. Do not restate the mapping here and do not improvise the import steps. Manual CSV and mapping outputs need no connection. For requested workspace changes, follow the shared contract: verify actual tool access and the target before writing. A user saying "connected" is not tool evidence. Never ask for a Notion password or token.

For an Excel-compatible CSV, use UTF-8 with a byte order mark so Excel opens the text correctly. A CSV is not an .xlsx workbook; create .xlsx only when the user requests a workbook. A CSV carries no types, so after it, name the columns that need a number, date or currency format applied.

Communication Title,Type,Date,Department,Host,Attendees,Agenda,Action Items,Follow-up Date,Meeting Link,Status,Communication ID
March All Hands,Announcement,2026-01-15,Delivery,Karan Malhotra,All employees,1. All-hands 2. Policy change 3. New joiners,Confirm budget with finance; circulate the revised scope.,2026-01-15,https://meet.example.com/abc,Sent,

CREATE TABLE internal_communication (
  communication_title VARCHAR(255),
  type VARCHAR(100) NOT NULL,
  date DATE NOT NULL,
  department VARCHAR(255),
  host VARCHAR(255),
  attendees VARCHAR(255),
  agenda VARCHAR(255),
  action_items VARCHAR(255),
  follow_up_date DATE NOT NULL,
  meeting_link TEXT,
  status VARCHAR(100) NOT NULL,
  communication_id SERIAL PRIMARY KEY,
  created_at TIMESTAMP DEFAULT NOW(),
  updated_at TIMESTAMP DEFAULT NOW()
);

CREATE INDEX idx_internal_communication_status ON internal_communication (status);

{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "Internal Communication",
  "type": "object",
  "additionalProperties": false,
  "properties": {
      "Communication Title": { "type": "string" },
      "Type": { "type": "string" },
      "Date": { "type": "string", "format": "date" },
      "Department": { "type": "string" },
      "Host": { "type": "string" },
      "Attendees": { "type": "string" },
      "Agenda": { "type": "string" },
      "Action Items": { "type": "string" },
      "Follow-up Date": { "type": "string", "format": "date" },
      "Meeting Link": { "type": "string", "format": "uri" },
      "Status": { "type": "string" },
      "Communication ID": { "type": "integer" }
  },
  "required": [
      "Type",
      "Date",
      "Follow-up Date",
      "Status"
  ]
}

| CSV column | Notion property | Set after import |
|---|---|---|
| Communication Title | Title | Use as the database title |
| Type | Select (add options after import) | Convert to Select, add options: "Announcement", "Update", "Policy", "Newsletter", "Escalation" |
| Date | Date | Convert to Date |
| Department | Text | Leave as Text |
| Host | Text | Leave as Text |
| Attendees | Text | Leave as Text |
| Agenda | Text | Leave as Text |
| Action Items | Text | Leave as Text |
| Follow-up Date | Date | Convert to Date |
| Meeting Link | URL | Convert to URL |
| Status | Select (add options after import) | Convert to Select, add options: "Draft", "Scheduled", "Sent", "Acknowledged", "Archived" |
| Communication ID | Text (preserve source ID) | Keep imported IDs as Text; optionally add a separate Unique ID property |

The rows above are documentation examples only. Emit empty templates unless the user explicitly requests examples. Money stays currency, dates stay date, and anything pointing at another table stays relation.

Field Reference