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How to Use ClickUp AI for Press Releases

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How to Use ClickUp AI for Press Releases

ClickUp offers built-in AI tools and project management features that make it easier to plan, draft, and manage professional press releases from one workspace. This step-by-step guide walks you through setting up a press release workflow and using AI to create polished announcements fast.

Why Use ClickUp for Press Releases

Managing a press release is more than writing a single document. You have to collect information, align stakeholders, get approvals, and track distribution. A central workspace keeps those moving parts under control.

With the platform’s AI features and structured Docs, you can:

  • Turn rough notes into a press-ready draft
  • Quickly improve tone, clarity, and structure
  • Organize tasks, deadlines, and owners in one place
  • Maintain reusable templates for repeat announcements

Set Up a Press Release Workspace in ClickUp

Before drafting the announcement, create a simple workspace to track the release from idea to distribution.

Create a Space and List in ClickUp

  1. Create a dedicated Space for marketing or communications.

  2. Add a List specifically for press releases, such as “Product Launch PR” or “Company News PR.”

  3. Define key task statuses like Drafting, In Review, Approved, and Distributed.

This structure helps you quickly see where every press release stands.

Add Tasks for Each Press Release

For each announcement, create a task that represents the full press release project. Inside that task, use subtasks or checklists for:

  • Collecting background information and quotes
  • Drafting the release
  • Legal or leadership review
  • Media list preparation
  • Distribution and posting

Assign owners, due dates, and priorities so your team knows who is responsible for every step.

Use ClickUp AI to Draft a Press Release

The AI writing assistant built into Docs helps you quickly move from an idea to a complete first draft, based on the details you already have.

Open a Doc Inside Your ClickUp Task

  1. Open the task for your press release.

  2. Create a new Doc within the task to hold the announcement text.

  3. Give the Doc a clear name, such as “Q4 Product Launch Press Release.”

Keeping the Doc inside the task ensures all assets remain attached to the same project.

Start a Draft with ClickUp AI

  1. In the Doc, launch the AI assistant.

  2. Enter a concise prompt describing your news. Include:

    • The company or product name
    • What is being announced
    • Who the news impacts
    • The main benefit or outcome

  3. Ask the AI to generate a press release draft in a professional, journalistic tone.

Review the generated content and keep what works. Treat this as a starting point you will refine.

Refine and Edit with ClickUp AI Tools

After you have a basic draft, use built-in editing features to tighten the writing and align the style with your brand voice.

Improve Clarity and Flow in ClickUp Docs

  1. Select paragraphs that feel wordy or unclear.

  2. Use the AI tools to simplify, rewrite, or summarize sections.

  3. Ask the assistant to adjust the tone to match your brand—formal, friendly, or bold.

  4. Reorder or split long paragraphs for better readability.

Keep the core facts accurate while letting the AI help with structure and style.

Generate Headlines and Subheads with ClickUp AI

A strong headline grabs media attention. Use the AI tools to quickly experiment with options.

  1. Highlight your working title.

  2. Ask the assistant to suggest multiple headline variations with different angles—benefit-focused, data-driven, or time-sensitive.

  3. Generate short subheads to break up sections like the product overview, quote block, and call to action.

This process gives you several headline choices to test internally before finalizing.

Structure Your Press Release in ClickUp Docs

Consistent formatting helps readers and editors quickly scan your announcement. Use headings, bullets, and standard sections inside the Doc.

Follow a Clear Press Release Outline

In the Doc, organize your content into common sections such as:

  • Headline: One clear, compelling sentence
  • Dateline: City and date
  • Opening Paragraph: Who, what, when, where, why
  • Body: Details, features, and key data points
  • Quotes: Executive or customer quotes that add credibility
  • Company Boilerplate: Short description of your organization
  • Media Contact: Name, email, and phone

Use headings and bullet lists so each part is easy to edit and review.

Turn Reusable Sections into ClickUp Templates

  1. Identify sections you use in every announcement, such as the company boilerplate and standard contact details.

  2. Save them in your Doc or as a template so they can be reused for future press releases.

  3. When starting a new release, duplicate the previous Doc or template and update only the announcement-specific sections.

This speeds up future projects and keeps messaging consistent across campaigns.

Collaborate and Review in ClickUp

Press releases rarely go live after a single draft. The platform provides collaboration tools to gather feedback without multiple email threads.

Comment and Assign Tasks in the Doc

  1. Use comments to highlight sections that need review or edits.

  2. Mention specific teammates to ask for approval or additional information.

  3. Convert important comments into action items or subtasks directly linked to the press release.

This keeps the full conversation connected to the exact sections under discussion.

Track Approvals in Your ClickUp Workflow

  1. Move the press release task through statuses like Drafting, In Review, and Approved.

  2. Use custom fields for approval dates, owners, or channels.

  3. Once approved, update the status to Distributed after sending to media and publishing on your website.

The task history provides a clear record of who approved what and when.

Optimize and Reuse Your Press Release Content

After distribution, you can repurpose your announcement across multiple formats to extend its reach.

Repurpose Content with ClickUp AI

Within the same Doc, or in new Docs, ask the AI assistant to:

  • Turn the press release into a blog post outline
  • Summarize the key points for social media captions
  • Create short email announcements for subscribers
  • Draft internal communications or leadership talking points

This helps you maintain message consistency while adapting the content to each channel.

Link Press Releases to Related Projects

Connect the press release task to related campaigns, product launches, or initiatives through relationships and tags. This makes it easy to see which marketing activities are associated with each announcement.

Learn More About ClickUp AI Press Release Features

To explore more detailed capabilities and examples of AI-generated announcements, review the official resource on the subject here: AI press release generator overview.

If you need expert help implementing or optimizing your workspace, agencies like Consultevo specialize in building scalable systems around documentation and workflows.

Final Thoughts on Managing Press Releases in ClickUp

By combining AI writing tools, structured Docs, and task management, you can run an efficient press release process from draft to distribution. Set up a dedicated workflow, use templates for repeat sections, and let the assistant handle first drafts and refinements so your team can focus on strategy, storytelling, and media relationships.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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