AI prompt to build an internal knowledge base for staff

An agency grows through its people. AI helps owners and managers write job ads, onboarding plans, training quizzes, SOPs and coaching plans faster, so new staff become productive sooner.

Below is a ready-to-copy prompt to build an internal knowledge base for staff, a detailed version that asks you clarifying questions first, and 1 specialized AI tool (Gemini Notebook (formerly NotebookLM)) with instructions for this task. It also works in ChatGPT, Claude, Gemini or Copilot.

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The prompt

Outline an internal knowledge base for agency staff: sections, 20 article titles, and a template for each article.

Detailed version (asks clarifying questions first)

Act as an experienced assistant to a licensed insurance agent. Before answering, ask me up to 3 clarifying questions (the role, the person's experience level and tone). Then complete this task, and finish with a short checklist of statements I should verify with my compliance team.

Task: Outline an internal knowledge base for agency staff: sections, 20 article titles, and a template for each article.

What a good result looks like

A good knowledge base outline groups articles the way staff actually look for answers (billing, policy changes, claims, systems), lists 20 specific article titles and gives one template so every article has the same parts: when to use it, steps, who to escalate to and the date it was last reviewed.

Common mistakes and watch-outs

Knowledge bases go stale quickly. Give each article an owner and review date, and don't copy carrier-specific rules into it without a source. Keep client examples de-identified. If you load documents into Gemini Notebook, use only approved, non-confidential material.

How to adapt the prompt

Start with the 20 questions your team answers most often, then add carrier-specific sections only where processes differ. Ask the AI to turn an existing email or SOP into an article using your template.

EXAMPLE output (placeholder data, not a real client)

Knowledge base outline

Sections: Billing | Policy changes | Claims | Certificates | Systems

Sample titles:
- How to add a vehicle
- What to do when a payment is returned
- How to issue a certificate with special wording

Article template:
Title:
When to use this:
Steps:
Escalate to:
Last reviewed: [Date] by [Owner]

How to use it

Copy the prompt. Copy the short prompt above, or the detailed version if you want the AI to ask clarifying questions first.
Add your details. Add the details for your situation (line of business, audience, tone). Keep it de-identified; never paste client personal information.
Run it in the right tool. Paste it into ChatGPT, Claude, Gemini or Copilot, or use Gemini Notebook (formerly NotebookLM) as described below.
Review before you use it. Check every fact, name and number yourself.
Take the next step. Next, see: Write standard operating procedures (SOPs).

Best AI tools for this task

Specialized tools first, ordered by fit for this task (never by payout), then any general AI assistant.

Gemini Notebook (formerly NotebookLM) site ↗

Google's AI research tool that analyzes the sources you upload, summarizes them and helps you study the material.

How to use it

Load your SOPs into Gemini Notebook so staff can ask questions grounded in them.

Any AI assistant

ChatGPT Claude Google Gemini Microsoft Copilot

Paste the prompt above (short or detailed) into any of these.

Before you use it

Never paste client personal information (names, policy numbers, health or financial details) into AI tools your agency hasn't approved.
Review every AI output for accuracy and compliance before you use it.

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