Constant interruptions
In many small businesses, the owner or manager is interrupted all day with questions about procedures, pricing, and policies. A knowledge base reduces those interruptions.
Collect common questions
Ask your team to note questions they ask or answer often for a couple of weeks.
Draft answers with AI
AI can help turn your answers into clear, short articles organized by topic.
Organize simply
- Customer service
- Scheduling
- Pricing and estimates
- Tools and software
- HR and policies
Choose a simple tool
A shared document, wiki, or knowledge base tool can work. The best tool is one your team will use.
Keep it updated
Assign someone to review articles regularly.
Encourage use
When someone asks a question already answered, point them to the article.
Grow over time
Add new articles as questions come up.
Write articles people can scan
Team members usually look things up in the middle of a task, so articles should be quick to scan. Ask AI to keep each article short, with a one-line summary at the top, numbered steps, and a note about who to ask if the article doesn't answer the question. Screenshots or photos make many procedures clearer.
Make search easy
Use clear, descriptive titles that match how people actually ask questions, such as "How to reschedule a job" rather than "Scheduling procedures." AI can suggest titles that match the wording your team uses, which makes articles much easier to find.
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