Draft a Stakeholder Email Update

Not every update needs a full report or a meeting — sometimes a client or exec just needs three sentences and a number. This workflow pulls the headline metrics and drafts the email for you. It always stops at a draft: you read it, edit it, and send it yourself.

Tools used in this workflow

Tool	Required?	Used for
Scrunch MCP	Required	Pulling this period’s headline metrics
Gmail MCP or Outlook MCP	Required (choose one)	Creating the draft in your inbox

This workflow only creates a draft — it will not send anything. Review it in your inbox before hitting send.

Gmail
Outlook

Replace the bracketed values, then paste the whole thing into Claude.

For [brand name] in Scrunch, draft a short stakeholder update email in Gmail.

Step 1 — Pull the headlines:
Get presence, position, sentiment, and citation metrics for the last [7/30] days, compared to the prior period. Identify the single biggest positive movement and, if there is one, the single biggest area of concern.

Step 2 — Draft the email:
Create a Gmail draft:
To: [recipient email]
Subject: [brand name] AI Visibility Update — [date]

Body (keep it under 150 words, no more than 2 short paragraphs):
- Open with the headline number and its change (e.g. "Our AI visibility rose X points this [week/month], driven by...")
- One sentence on what's driving the change
- One sentence flagging anything that needs attention, if applicable
- Close with one sentence on what happens next (nothing needed / a recommended action / a heads-up about an upcoming report)

Sign off as [your name].

Step 3 — Confirm:
Tell me the draft is ready and summarize what it says so I can review it before sending.

What you get: A Gmail draft sitting in your drafts folder, written and ready — you review, tweak the tone if needed, and send.

Replace the bracketed values, then paste the whole thing into Claude.

For [brand name] in Scrunch, draft a short stakeholder update email in Outlook.

Step 1 — Pull the headlines:
Get presence, position, sentiment, and citation metrics for the last [7/30] days, compared to the prior period. Identify the single biggest positive movement and, if there is one, the single biggest area of concern.

Step 2 — Draft the email:
Create an Outlook draft:
To: [recipient email]
Subject: [brand name] AI Visibility Update — [date]

Body (keep it under 150 words, no more than 2 short paragraphs):
- Open with the headline number and its change (e.g. "Our AI visibility rose X points this [week/month], driven by...")
- One sentence on what's driving the change
- One sentence flagging anything that needs attention, if applicable
- Close with one sentence on what happens next (nothing needed / a recommended action / a heads-up about an upcoming report)

Sign off as [your name].

Step 3 — Confirm:
Tell me the draft is ready and summarize what it says so I can review it before sending.

What you get: An Outlook draft sitting in your drafts folder, written and ready — you review, tweak the tone if needed, and send.

Tips

Keeping it short on purpose

The 150-word limit in Step 2 is deliberate — this workflow is for the update that doesn’t warrant a deck or a report, just a quick, confident status check. If you find yourself wanting to add more, that’s usually a sign you want the Weekly AI Brief or Monthly Client Report workflow instead.

When there's genuinely nothing to report

If nothing moved meaningfully, say so directly in Step 2 rather than manufacturing a headline: “Visibility held steady this period — no action needed.” A short, honest “all clear” email builds more trust than an overstated one.

Sending to multiple stakeholders with different context

Run Step 2 once per recipient if different stakeholders need different framing (e.g. a client needs the polished version, an internal teammate needs the raw numbers). Ask Claude to create a separate draft for each rather than trying to write one email that serves both audiences.

Why this always stops at a draft

Sending email on your behalf is treated as an action that needs your explicit review every time, not a one-time approval — so this workflow is intentionally designed to hand you a draft rather than send automatically, even if you run it the same way every week.

Weekly AI Brief, Saved to Notion or Google Docs

For a fuller weekly update with more context than a short email allows.

Weekly Visibility Alert to Slack

For internal team visibility instead of a stakeholder-facing email.

​Tips

Weekly AI Brief, Saved to Notion or Google Docs

Weekly Visibility Alert to Slack

Tips