How to create an internal newsletter for your team

Let’s face it: internal newsletters often get a bad rap. Too long, too boring, and too easy to ignore. But done right, they’re an absolute game-changer for magazine and news website publishers. Want to keep your team informed, motivated, and maybe even entertained? Here’s how to craft an internal newsletter that people will actually read—and maybe even look forward to.

Step 1: Define Your Goals (No, “Just Send Something” Doesn’t Count)

Before you fire up your email client, figure out what you want to achieve with your newsletter.

• Communicate Company Goals: Share updates on big projects, KPIs, and long-term vision.
• Celebrate Wins: Highlight team achievements, big or small. Who doesn’t love a little recognition?
• Foster Connection: Keep remote or hybrid teams in the loop and feeling like part of the same mission.
• Deliver Updates: Share important news about policy changes, new hires, or upcoming events.

Step 2: Decide on a Format (Hint: Keep It Snappy)

Nobody wants to scroll through an internal War and Peace. Choose a format that’s concise, skimmable, and visually appealing.

• Sections Are Your Friend: Break it into bite-sized chunks like “Company News,” “Shoutouts,” and “What’s Coming Up.”
• Use Subheadings: Clear, bold subheadings help people find the info they care about.
• Visuals Are a Must: Include photos, charts, or even memes to break up the text and add personality.

Step 3: Make It Personal (But Not Cringey)

The key to engagement is a tone that’s relatable and human.

• Write Like You Talk: Drop the corporate jargon and use conversational language.
• Highlight Team Members: Feature a “Spotlight” section where you showcase an employee, department, or project.
• Celebrate Birthdays and Work Anniversaries: Simple, sure, but a quick shoutout goes a long way in building morale.

Step 4: Include Actionable Content

Make your newsletter not just informative but useful.

• Upcoming Deadlines: Remind the team about editorial calendars, ad submissions, or project milestones.
• Training Opportunities: Promote workshops, webinars, or skill-building sessions.
• Quick Tips: Share practical advice—like “How to Boost SEO on Feature Articles” or “Best Practices for Interview Transcriptions.”

Step 5: Make It Fun (Because Work Doesn’t Have to Be All Serious)

A little humour or lightheartedness goes a long way in making your newsletter a welcome addition to the inbox.

• Trivia or Quizzes: Include a weekly trivia question about your publication’s history or industry trends.
• GIFs and Memes: Tastefully deployed, these can add a touch of fun without veering into “cringe” territory.
• Creative Challenges: Ask for caption submissions for a funny photo or hold a headline-writing contest.

Step 6: Choose the Right Delivery Tool

Make sure your newsletter gets delivered in style (and lands in the inbox, not spam).

• Email Platforms: Tools like Mailchimp, Constant Contact, or even Substack work well for polished internal emails.
• Internal Communication Tools: Consider sending it through Slack, Microsoft Teams, or your company’s intranet if that’s where your team hangs out.
• Track Engagement: Use analytics to see who’s opening and clicking—and tweak your approach if necessary.

Step 7: Get Feedback (Yes, Really)

Your newsletter is for your team, so ask them what they think.

• Survey Your Readers: Run a quick poll to find out what they like, what they skip, and what they’d like to see more of.
• Encourage Contributions: Invite team members to submit ideas, news, or shoutouts for future editions.
• Iterate and Improve: Use the feedback to refine your content and delivery method.

Final Thoughts

An internal newsletter doesn’t have to be a chore—for you or your team. By keeping it relevant, engaging, and maybe even a little fun, you can turn it into a vital tool for communication and connection. So, get writing, hit send, and watch as your inbox fills up with replies that say, “Hey, this is actually pretty good!”