Build a Team Knowledge Base

Help me figure out what should go in our team knowledge base.\n\nOUR COMPANY: [brief description — what you do, team size, how long you've been around]\nCURRENT DOCUMENTATION: [where does knowledge live today? Notion, Google Drive, Slack, nowhere?]\n\nGenerate a prioritized content plan:\n\n1. CRITICAL KNOWLEDGE (must have from day one)\n- Things a new hire needs to know in their first week\n- Processes that break when the person who runs them is out\n- Information that's asked about in Slack more than once a month\n- Tribal knowledge that only 1-2 people have\n\n2. HIGH VALUE (add within first month)\n- Customer-facing policies and procedures\n- Decision logs: why we made key decisions and the reasoning\n- Vendor relationships: who we use, why, key contacts, contract terms\n- Tool guides: how we use our tools (not the tool's docs — our specific setup)\n\n3. NICE TO HAVE (build over time)\n- Meeting templates and agendas\n- Team norms and communication preferences\n- Retrospective learnings\n- Industry context and competitive intel\n\nFor each item, note:\n- Who knows this today? (the source)\n- How should it be captured? (brain dump, existing doc, interview)\n- Estimated effort to document

I want to document something for our team knowledge base. Here's a brain dump of what I know about [topic]:\n\n[Just start talking/typing. Don't worry about structure, order, or completeness. Include:\n- What this is and why it matters\n- How it works\n- Important context or history\n- Gotchas or things people always get wrong\n- Who to talk to for more info\n- Any links, tools, or resources related to this]\n\nOrganize this into a clean knowledge base article with:\n1. TITLE: Clear, searchable title\n2. SUMMARY: 2-3 sentence overview (what is this and why should I care?)\n3. DETAILS: Structured content with headers and bullet points\n4. RELATED: Links to related topics in the knowledge base\n5. OWNER: Who maintains this article\n6. LAST UPDATED: Today's date\n7. TAGS: 3-5 tags for discoverability

Here are notes from a meeting where we discussed [topic]. Extract the institutional knowledge and add it to our knowledge base.\n\nMEETING NOTES:\n[Paste your notes or transcript]\n\nExtract and organize:\n1. DECISIONS MADE: What was decided? By whom? What was the reasoning?\n2. ACTION ITEMS: Who's doing what by when? (for tracking, not the knowledge base)\n3. NEW KNOWLEDGE: What information was shared that the team should have access to going forward?\n4. PROCESS CHANGES: Did this meeting result in any changes to how we do things?\n5. CONTEXT: Any background information that was discussed that would help future readers understand the decision\n\nFor each knowledge item extracted, create a separate knowledge base article (or update an existing one if this adds to something we already have documented).

Here's a Slack thread where someone asked a question and got a useful answer. Capture this for the knowledge base so the next person doesn't have to ask.\n\nSLACK THREAD:\n[Paste the thread]\n\nCreate a knowledge base entry:\n1. TITLE: Phrase it as the question someone would ask (e.g., 'How do I request a refund for a customer?')\n2. ANSWER: Clear, step-by-step answer based on the thread\n3. CONTEXT: When does this come up? Who typically needs this?\n4. RELATED: What other knowledge base topics relate to this?\n5. GOTCHAS: Were there any caveats or edge cases mentioned in the thread?

We just made an important decision. Log it in our knowledge base.\n\nDECISION: [what was decided]\nDATE: [when]\nDECIDED BY: [who made the call]\nCONTEXT: [what prompted this decision — the problem or opportunity]\nOPTIONS CONSIDERED: [what alternatives were on the table]\nWHY THIS OPTION: [the reasoning — what factors mattered most]\nTRADE-OFFS: [what we gave up by choosing this option]\nEXPECTED OUTCOMES: [what we expect to happen as a result]\nREVIEW DATE: [when we should revisit this decision — 3 months, 6 months, etc.]\nREVERSIBILITY: [how hard is it to reverse this if it doesn't work out?]\n\nFormat this as a decision log entry. These should be scannable — when someone in the future asks 'why do we do it this way?' they should find their answer in 30 seconds.

It's time for our monthly knowledge base review. Here's a summary of our current content:\n\n[List your knowledge base articles — titles are enough, or paste the table of contents]\n\nHelp me with the maintenance review:\n\n1. STALENESS CHECK: Based on the topics and dates, which articles are most likely to be outdated? (Things that change frequently: pricing, team structure, tool configurations, vendor relationships)\n\n2. GAP CHECK: Based on common team questions I've heard this month — [list any recent questions people asked] — what's missing from the knowledge base?\n\n3. USAGE CHECK: Which categories probably get used most? Which are probably orphaned? (Suggest a plan for pruning low-value content)\n\n4. CONSOLIDATION: Are there any articles that overlap and should be merged?\n\n5. QUALITY CHECK: Rate the overall knowledge base health:\n- Completeness (1-10)\n- Freshness (1-10)\n- Organization (1-10)\n- Actionability (1-10)\n\n6. THIS MONTH'S PRIORITIES: Top 3 articles to update, create, or retire

Design a knowledge base structure for a team of [number] people. We're a [company description].\n\nKeep it simple — we don't need enterprise-level organization. Design for:\n- Fast setup (we should be able to seed this in one afternoon)\n- Low maintenance (nobody has time to be a full-time knowledge manager)\n- High discoverability (anyone should find any answer in under 60 seconds)\n\nSuggested structure with starter articles for each section. For each article, give me the title and a one-sentence description of what it should cover.

We've grown to [number] people and our knowledge base needs to scale. Currently we have [current state — describe what exists].\n\nDesign an upgraded structure that:\n1. Supports department-specific knowledge that other departments can still access\n2. Has clear ownership for each section\n3. Includes an onboarding path for new hires (what to read, in what order)\n4. Supports multiple levels of detail (quick reference for experienced team members, full context for new ones)\n5. Integrates with our tools: [list your tools]\n\nAlso create:\n- A 'Knowledge Base Contribution Guide' — simple rules for how to add and update content\n- An 'Article Template' — consistent format for all knowledge base entries\n- A 'Knowledge Base Health Dashboard' — what metrics to track and how often to review