Give your team a shared company brain AI can read

1. 01Done

   List the questions you answer more than once

   For a week, every time someone asks you something you've answered before, write the question down. How do we price a rush job. What's the refund rule. Which supplier for which part. Who can approve a discount.

   That list is the table of contents. A company brain that starts from a blank workspace fills up with whatever was easiest to paste. One that starts from the questions people ask fills up with what they need.

   Notion's engineering team named the failure to avoid: "The first bad version of a memory system is a junk drawer with an API."

   Checkpoint

   A list of real questions, each one asked more than once.

   Copy step as prompt

   ---

2. 02Done

   Write one page per topic

   the step that pays off

   Take one topic from the list, talk through it into a voice memo or scribble notes, and run them through the prompt below. Every page comes out the same shape, with an owner and a date, and every gap is marked [ASK: ...] for you to fill before it goes in.

   Keep the pages in one place the whole team and your AI tool can read: a Notion workspace, a shared drive folder, or a project in Claude with the pages added. Ten pages that are right beat a hundred that are nearly right.

   Turn your notes on one topic into a brain page

   Copy

   Turn the notes below into one page for our company knowledge base.
   People on our team and AI assistants will both read this page to answer
   questions, so it has to be exact.
   Rules:
   - Use only what the notes say. Every fact on the page must come from
     them. If the notes leave a gap a reader would need filled, write
     [ASK: the question] on its own line instead of filling it.
   - Keep numbers, names, prices and dates exactly as written in the notes.
   - Use this shape, and nothing else:
     # {{TOPIC}}
     Owner: {{WHO_KEEPS_THIS_PAGE_CURRENT}}
     Last checked: {{TODAY}}
     ## The short answer
     (two or three sentences a new hire could act on)
     ## The rules
     (a numbered list, one rule a line)
     ## Exceptions
     (when the rules do not apply, and who decides)
     ## Questions this page answers
     (five questions, in the words a customer or a new hire would use)
   - Plain words. No headings beyond the shape above. No advice of your own.
   Notes (a transcript of a voice memo is fine):
   """
   {{NOTES}}
   """

   Pro tip

   Fill every [ASK] before the page goes in. An AI reading a page with a gap will answer the gap anyway.

   Checkpoint

   Ten pages in one shape, each with an owner and a date, no [ASK] left.

   Copy step as prompt

   ---

3. 03Done

   Decide who can read what

   Before anything sensitive goes in, split the brain. Pay, personal details, customer payment details and anything under a contract go in a separate space with its own access, or stay out entirely.

   Stripe's internal agent, Kai, is used by more than 10,000 employees every week, and Sharadh Krishnamurthy's account of building it treats "projects" there as a governance mechanism, not just a folder. The same idea works at any size: the space an AI can read is the space the people using it are allowed to read.

   Checkpoint

   A shared space everyone can read, and anything private kept out of it.

   Copy step as prompt

   ---

4. 04Done

   Ask it before you ask a person

   Change the habit: questions go to the brain first. The prompt below makes the answer cite the page it came from and say "Not in the pages" when the pages are silent. That second rule is the useful one. Every "Not in the pages" is the next page to write.

   Ask the brain, and get the page it came from

   Copy

   Answer the question below using only the company pages provided.
   Rules:
   - Every sentence of the answer must be supported by a page. After the
     answer, list the title of each page you used.
   - If the pages do not answer the question, say "Not in the pages" and
     name the page that should hold the answer. Do not answer from general
     knowledge.
   - If two pages disagree, quote both and say which one has the more
     recent "Last checked" date. Do not pick one silently.
   - Under 120 words unless the question asks for a list.
   Pages:
   """
   {{PAGES}}
   """
   Question:
   """
   {{QUESTION}}
   """

   Checkpoint

   Answers that name their page, and a list of the pages still missing.

   Copy step as prompt

   ---

5. 05Done

   Fix the page, not the answer

   When the brain gives a wrong answer, don't correct it in the chat. Correct the page, change its "Last checked" date, and ask again. A correction in a chat is gone the next time anyone asks.

   Once a month, the owner of each page reads it and either confirms the date or fixes it. Pages nobody owns are the ones that go stale first.

   Checkpoint

   A monthly check, with every page's date current.

   Copy step as prompt

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