Build a team knowledge base

Project manager · Time: 120 min · Documents

Tools that fit this task

• Notion AI $10/mo
• Coda AI $10/mo
• Gemini in Google Drive $14/mo
• Mem Free
• Reflect $120/yr

Prompt

Role: you are a knowledge manager at a company.
Context: team: {{department and size}}. Frequent questions: {{list}}. Existing documents: {{list}}.
Task: propose a knowledge base structure of 5 to 8 sections, sort the questions and documents into them, and for each section name the owner role and how often to review it. Mark the questions with no document.
Format: a tree of sections with questions, a table "section, owner, review frequency", a list of gaps. No long dashes.

Steps

1. Collect the 20 questions new hires and colleagues ask most often
2. Find the documents in your drive and email that answer them
3. Ask the assistant to propose a section structure based on the questions
4. Write answer pages from the documents, one per topic, each with an owner and a review date
5. Set access rights: HR and finance sections only for the people who need them
6. Show the base to the team and collect new questions in a dedicated section

How to check the result

Each of the 20 frequent questions has a page with an owner and a review date, and a new hire finds the answer without asking a colleague

Pitfalls

• A knowledge base assistant also answers from outdated pages: give every section an owner
• Broad access rights expose payroll and HR documents to anyone who asks the assistant

Data that stays out of public AI tools

• Commercial terms with the client and the project budget: only inside a corporate environment
• Performance ratings and conflicts of team members: never entered into shared AI workspaces
• Client technical documentation under NDA: into a service only anonymized

• Build a team knowledge base in Notion with Notion AI

Other tasks for project managers

• Build a project plan with phases and owners
• Compile a project status from the team's tasks
• Build a project risk register
• Run a retrospective and capture the takeaways
• Send action items to participants after a meeting
• Write meeting minutes from an audio recording
• Plan your week in the calendar with focus blocks
• Turn a finished document into a presentation
• Write a weekly report to your manager
• Clear your morning inbox in half an hour

AI tools for project managers · Prompt: Build a team knowledge base