Keep your guides up to date
Who checks each guide, and how often.
Open prompt: Keep your guides up to dateEst. time saved: 45–60 minutes
Your know-how and processes
List where your business knowledge lives
Which documents matter, who owns them and what's out of date.
- Best for
- Owners and team leads
- Est. time saved
- 60–90 minutes
- Works with
- ChatGPT, Claude and Gemini
When to use it
- Your know-how is spread across drives, inboxes and people's heads.
- You're about to train someone, write guides or bring in AI, and need to know what's where.
When not to
- To delete, move or merge anything. It only makes the list.
What to have ready
- A list of your documents, folders and tools
- Who looks after each one, if you know
- When each was last checked
- Anything private or sensitive
The prompt
Fill in the [BRACKETS], then paste it into ChatGPT, Claude or Gemini.
› the prompt
You're helping me make a list of where my business's know-how lives. Use only what I give you. Don't move, delete or change anything.
My documents, folders and tools (one per line: name, where it is, what it covers, who looks after it, when it was last checked, anything private in it):
[PASTE YOUR LIST]
Please:
1. Make a table with one row per item: name, where it is, what it covers, who looks after it, last checked, and whether it's private.
2. Write "unknown" for anything I haven't told you. Don't fill it in.
3. Flag items that seem to cover the same thing, or might disagree. Don't pick which one is right.
4. Make a short to-check list, starting with: private items, anything with no owner, anything that might disagree, and anything not checked in a long time.
Rules:
- Use only what I've told you. Don't invent owners, dates or contents.
- Don't decide which document is the "official" one unless I've said so.
- This is a draft for me to check.Example input
A made-up example of what the brackets might say.
Price list, Google Drive, our prices for 2026, owner: me, checked: March 2026.
New client setup notes, Sam's laptop, onboarding steps, owner: Sam, checked: unknown.
Old price list, shared drive, prices from 2024, owner: unknown, checked: unknown.
Employee handbook, Google Drive, vacation and sick leave rules, owner: me, checked: 2025, private.
Tips
- Start with the ten documents your team opens most. You can add the rest later.
- Anything with no owner is the first thing to fix.
Related prompts
Find rules that contradict each other
Spot where your policies or price rules disagree.
Open prompt: Find rules that contradict each otherEst. time saved: 30–45 minutes per review
Turn know-how into a how-to guide
Get what one person knows into a step-by-step guide anyone can follow.
Open prompt: Turn know-how into a how-to guideEst. time saved: 45–60 minutes per guide
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