Useful organisation connects information to an action, owner and date. Choose a structure the team can maintain weekly. An assistant can summarise and classify, but priorities and commitments require explicit decisions. Start with a small project before reorganising every tool.
What you will solve
A knowledge base you can maintain
Practical workflow
- Prepare a real project example and a working copy. Specify the audience, format, limits and person responsible for reviewing the result.
- Organise ten documents into product, customers and operations. Add an owner, last review and question answered by each document; identify duplicates before summarising.
- Review the draft against the original material. Correct it and save an identifiable version before sharing.
AI working prompt
Work with this material: [example]. Task: [task defined in the workflow]. Separate suggestions from verified facts. Flag missing information and return an editable draft, explaining the changes.
How to check the result
Ask someone to find three answers without help. Fix permissions, titles and outdated documents when they prevent successful searches. Record preparation time and necessary corrections. Compare with the previous process before rolling it out to the whole team.