List where your business knowledge lives
Which documents matter, who owns them and what's out of date.
Open prompt: List where your business knowledge livesEst. time saved: 60–90 minutes
Your know-how and processes
Turn know-how into a how-to guide
Get what one person knows into a step-by-step guide anyone can follow.
- Best for
- Owners and team leads
- Est. time saved
- 45–60 minutes per guide
- Works with
- ChatGPT, Claude and Gemini
When to use it
- Only one person knows how a job is done.
- You're training someone new, or someone's about to go on vacation.
When not to
- To settle who's right when two people do it differently. That's your call.
What to have ready
- A transcript or notes of someone explaining the job
- Their name and role
- Who will use the guide
The prompt
Fill in the [BRACKETS], then paste it into ChatGPT, Claude or Gemini.
› the prompt
You're helping me turn what someone told me into a step-by-step guide for my team. Who explained it: [NAME AND ROLE] The job: [E.G. SETTING UP A NEW CLIENT] Who will use the guide: [E.G. A NEW STARTER] What they said (transcript or notes): [PASTE THE TRANSCRIPT OR NOTES] Please write: 1. What the job is for, in a line or two. 2. What you need before you start. 3. Numbered steps, in order, in plain words. 4. Any point where someone has to make a decision, and who decides. 5. How you know the job is done. 6. A list of gaps: anything that wasn't explained, or where they said two different things. Rules: - Use only what's in the transcript or notes. Don't fill gaps with how other businesses usually do it. - If something isn't clear, add it to the gaps list as a question for the person who explained it. - If two things contradict, don't pick one. List both. - This is a draft. The person who explained it should check it before anyone uses it.
Example input
A made-up example of what the brackets might say.
Who explained it: Sam, office manager.
The job: setting up a new client.
Who will use it: a new starter.
Notes: "First I make a folder with their name. Then I send the welcome email from templates. I add them to the accounts once they've paid the deposit, or sometimes before if the owner says so…"
Tips
- Record the person explaining the job on a call or a voice note, then paste the transcript. Talking is quicker than writing.
- Ask someone else to follow the guide once. Anything they get stuck on goes back on the gaps list.
Related prompts
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
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
Want prompts built around your business?
Our AI Tool Audit finds the jobs worth handing to AI, and writes ready-to-use prompts for your top three.