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AI agent for internal communications managers

Town Hall Question Triage Agent

Give leaders a short, themed question list with sourced draft answers and clear flags.

CreatingPR and communications
See how it worksGet access
Town Hall Question Triage Agent: what goes in, what the agent does and what you get

What it does

Before and during an all-hands, hundreds of questions arrive and leaders only see the top voted ones. This agent collects questions from your Q&A tool and the pre-event form, merges duplicates, and groups them into themes. For each theme it searches the intranet, FAQ and past town hall answers, then drafts a suggested answer with its source. If it finds no source, or the question is about layoffs, pay or legal matters, it flags the question for a leader instead of drafting. It rechecks the list as new questions come in live. You and the leader approve the final list and every answer. Edge case: ten people ask about the same reorg rumor in different words, and the agent shows them as one theme with the count.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Question window opens 2 USES A TOOL Collect questions from the Q&A tool and form 3 DOES Merge duplicates and group into themes 4 USES A TOOL Search intranet, FAQ and past answers for each theme 5 CHECKS THE RESULT Does every theme have a current source or a flag? If not: Search again with other keywords, then flag thetheme for a leader. Back to step 3. 6 DOES Mark sensitive or unsupported questions for leaderdecision 7 USES A TOOL Draft suggested answers with source links 8 YOU APPROVE Communications manager and leader approve the listand answers 9 USES A TOOL Add late questions during the event and rerungrouping 10 CHECKS THE RESULT Do new questions fit existing themes? If not: Create a new theme and repeat the source search.Back to step 2. 11 RESULT Final question list with approved answers
Read the steps as a list
  1. Question window opens
  2. Collect questions from the Q&A tool and form
  3. Merge duplicates and group into themes
  4. Search intranet, FAQ and past answers for each theme
  5. Does every theme have a current source or a flag?If not: Search again with other keywords, then flag the theme for a leader. Back to step 3.
  6. Mark sensitive or unsupported questions for leader decision
  7. Draft suggested answers with source links
  8. Communications manager and leader approve the list and answersThe agent waits here for your OK.
  9. Add late questions during the event and rerun grouping
  10. Do new questions fit existing themes?If not: Create a new theme and repeat the source search. Back to step 2.
  11. Final question list with approved answers

How it decides

It drafts an answer only when it finds a current source. Sensitive topics and unsupported questions go to a leader. Themes are ranked by number of askers, not votes alone.

  • Questions on layoffs, pay, legal or named people always go to a leader
  • A theme with 5 or more askers is ranked above single questions
  • Sources older than 12 months are marked possibly outdated
  • Never draft an answer without a source link

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Sensitive topic list
  • Age limit for sources (default 12 months)
  • Minimum askers to rank a theme (default 5)
  • Number of themes shown to the leader
  • Where the final list is delivered

What keeps you in control

It always asks you first

  • Final question list
  • Every draft answer
  • Any question marked sensitive

Hard limits

  • Never publishes answers
  • Never shows who asked a question
  • Always links its source

It stops when

  • Done: all themes have an approved answer or leader owner
  • Stop: event ends; unanswered themes go to a follow-up post

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensBefore a Q3 all-hands, 412 questions arrived. The agent merged them into 31 themes. Parental leave had 22 askers, but its source was a 2021 policy page. The check failed, so it searched again, found the 2025 update and rewrote the draft. The manager approved 28 answers and sent three pay questions to the CFO.

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