Prompt: Build a team knowledge base

Documents · Time: 120 min

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.

Placeholders to fill in

• {{department and size}}
• {{list}}

Works well in

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

How to check the answer

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• A knowledge base assistant also answers from outdated pages: give every section an owner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

Step-by-step versions by role

• Build a team knowledge base: Project manager