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Your know-how and processes

Keep your guides up to date

Who checks each guide, and how often.

Best for
Owners and team leads
Est. time saved
45–60 minutes
Works with
ChatGPT, Claude and Gemini

When to use it

  • You've written guides and want them to stay right.
  • Nobody's sure who updates what when something changes.

When not to

  • To give someone a job they haven't agreed to. Agree owners first.

What to have ready

  • Your list of guides and documents
  • Who looks after each one
  • How often things change in your business
  • Who signs off changes

The prompt

Fill in the [BRACKETS], then paste it into ChatGPT, Claude or Gemini.

› the prompt
You're helping me plan how to keep my business guides up to date. This is a plan for me to check. Don't change any documents.

My guides (one per line: name, who looks after it, when it was last checked, how often it changes):
[PASTE YOUR LIST]

Who signs off changes: [E.G. ME]
Things that should trigger a check: [E.G. A PRICE CHANGE, A NEW TOOL, A COMPLAINT, SOMEONE LEAVING]

Please:
1. Suggest how often each guide should be checked, based on how often it changes. If I haven't given enough to go on, say "my decision".
2. Make a simple table: guide, owner, how often, next check.
3. Write the steps for changing a guide: who suggests a change, who checks it, who signs it off, and how the team hears about it.
4. List the events that should trigger a check straight away.
5. Flag any guide with no owner, or two owners.

Rules:
- Use only what I've told you. Don't invent owners, dates or rules.
- If two guides disagree, don't pick one. Flag it for me.
- If any of this is for my team, it's a draft for me to check first.

Example input

A made-up example of what the brackets might say.

Price list: owner me, checked March 2026, changes twice a year. New client setup: owner Sam, checked unknown, changes when we add a tool. Complaints process: owner me, checked 2025, changes rarely. Who signs off: me. Triggers: price change, new tool, a complaint, someone leaving.

Tips

  • Put each check in someone's calendar. A plan nobody sees doesn't happen.
  • When a customer or a new starter asks the same question twice, a guide probably needs updating.

Want prompts built around your business?

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