10 Ways Our Library PR Team Uses ChatGPT to Work Smarter
Posted on Jul. 28, 2025 / Subscribe 0
By Robin Klaene, APR
Since 2023, the PR team at the Kenton County Public Library has embraced ChatGPT as a tool to increase efficiency, sharpen messaging and support a wide range of communication efforts. Our small team of three, four with our summer intern, is responsible for promoting four physical library locations housing over half a million items, publicizing more than 30 services, supporting 400-plus monthly programs, developing quarterly literacy campaigns and managing communications for the library’s 501(c)(3) Foundation.
And that is just the planned work. Like many PR professionals, we also handle unexpected requests, crises and shifting priorities that can quickly reshape a day.
With such a broad workload, we use AI to enhance what we have already built. It acts as an assistant, helping us broaden our reach, clarify our message, and deliver content more effectively and efficiently. It never replaces the strategy, creativity, or professional judgment that public relations demands.
10 practical ways we use ChatGPT in our daily work:
1. Clarifying and Tightening Messaging
We use ChatGPT to polish emails, media pitches, board reports, and more by making the content clearer and more concise.
Prompt: “Edit this email to make it more succinct but still friendly and professional.”
2. Brainstorming Names and Taglines
AI helps spark creative ideas for program names, campaign titles, and taglines, even if just to get our wheels turning.
Prompt: “Suggest creative names for a public art campaign that promotes literacy.”
3. Reformatting and Reviewing PR Plans
We have used ChatGPT to turn long-form campaign plans into checklists or summaries and even to catch key elements we overlooked.
Prompt: “Reformat this PR plan into a checklist for team use.”
Prompt: “Does this launch campaign include all standard PR activities?”
4. Last-Minute Help
When time is short, ChatGPT helps fill in the gaps quickly. For example, we used it to draft a city proclamation in minutes.
Prompt: “Using this background, write a sample proclamation for Latonia Library Day.”
5. Writing and Refining Scripts
When we are too close to a message, AI helps distill it down to the essentials while keeping the heart intact.
Prompt: “Write a one-minute speech about the library’s 100-year commitment to the community.”
6. Personalizing Donor Letters
We use ChatGPT to vary thank-you notes to repeat donors, keeping each message warm, appreciative, and unique.
Prompt: “Rewrite this thank-you letter for a repeat donor, keeping it personal and sincere.”
7. Summarizing Complex Services
Our library offers over 100 databases. ChatGPT helps explain them clearly for patrons who may feel overwhelmed.
Prompt: “Summarize this genealogy database in two sentences for a general audience.”
8. Targeting Niche Audiences
When promoting specialized programs, AI helps identify relevant media outlets and community groups we may not have considered.
Prompt: “List media and organizations that serve genealogy and history enthusiasts in Kentucky.”
9. Researching Sensitive Topics
We have used ChatGPT to help draft neutral, informative language around sensitive issues like book challenges or privacy concerns.
Prompt: “Write a respectful, nonpartisan message about the library’s policy on challenged materials.”
10. Supporting Internal Communications
From rewriting memos to creating staff talking points, ChatGPT helps us communicate more clearly with internal teams.
Prompt: “Rewrite this staff memo in plain language while keeping a professional tone.”
Final Thoughts
For our team, ChatGPT has become an assistant. It can help us move faster, communicate more clearly and spot gaps we may have missed. At its core, AI is a tool. It cannot replace the knowledge, creativity and real-world experience that comes from doing the work of public relations. When used thoughtfully, it enhances our work and helps us focus on what matters most: building meaningful connections and telling impactful stories.
This content was originally shared at Cincinnati PRSA's 2025 Media Day. Learn more about 2026's Media Day here.
0 Comments