Setup
AI agents built for the project
The agent that reads your knowledge, answers questions and does the upkeep, with its source list and written rules.
- Source list and permissions
- First pages reviewed together
- Upkeep schedule
Second brain
Most of what a company knows is written down somewhere. Finding it is the hard part. An AI agent reads your documents, email and meeting notes and turns them into a linked wiki that someone keeps up. Ask it something and the answer arrives with the pages it came from.
The wiki lives in your own accounts and files. A person on your team decides what gets written into it.
- Conversations
- Email, Slack threads, customer questions.
- Documents
- Files on Drive, meeting notes, decisions.
- Product
- Product details, price lists, competitors.
- Brand
- Voice, style rules, approved copy.
- Visibility
- SEO and GEO data: what people search for, where you show up in AI answers.
09.1The work in three parts
Building a wiki is the easy part. Keeping it right six months later is the job.
aWhat we do
- ReadDocuments, email, meeting notes, Drive and Slack, decisions, customer questions. Only the sources you pick.
- LinkPages for products, customers, decisions, people, competitors and ideas. Each page links to related ones, each fact to its source.
- AnswerQuestions are answered from the wiki with the source pages attached. A good answer goes back into the wiki once someone approves it.
- MaintainNew sources get processed. Conflicting, outdated and orphaned pages are checked on a schedule.
bHow we do it
- 1 · Source listTogether we write down which folders, channels and inboxes get read and which stay off limits. The agent only reaches what is on the list.
- 2 · First passThe agent reads the sources and drafts the page structure. We go through the first pages together and fix the shape.
- 3 · Daily useThe team asks, answers come back with sources. Someone on the team approves what gets written back.
- 4 · UpkeepRegular sweeps for new sources, contradictions, stale facts and orphaned pages. You get a list of findings and make the call.
cWho it is for
- BrandsBrand memory: products, voice, approved copy, customer questions, competitors, SEO and GEO data. A new hire learns the brand here.
- CompaniesProcesses, decisions and what the team knows. Why a call was made, who made it, which document it rests on.
- IndividualsA personal second brain: your notes, your reading, your threads. Kept apart from the team wiki.
- When to skip itIf there is little to know and it already sits tidy in one place, you do not need this. I will say so up front.
09.2Sample output: a brand’s memory
One week at a made-up coffee brand. Pick a tab, then click a row to see where an answer came from, how a page links, and what upkeep turned up.
Your brand’s memory
A made-up coffee brand, one week
-
How do we describe the new blend?
Answer approved, written back to the wiki
- Answer
- Use the three lines from the launch note. The banned words on the brand voice page apply: no claim of being better without proof.
- Source pages
- Brand voice · Product: Highland blend · Meeting: launch, 2 October
- Written back
- The answer became a new page, “Launch wording”. Approved by the marketing lead.
-
Is the reseller price list current?
Conflict found
- Answer
- No firm answer. The list on Drive and the notes from the last sales meeting give different prices for the same product.
- Source pages
- Price list (Drive) · Meeting: sales, 30 September
- Next step
- Both pages are flagged and the pricing owner has been asked which one is right.
-
What do customers ask most?
Existing page updated
- Answer
- Support email keeps coming back to three things: delivery time, grind size, pausing a subscription.
- Source pages
- Customer questions · Support email · Subscription · FAQ draft
- Written back
- No new page. Added to “Customer questions” with this week’s date.
-
Which resellers did we meet at last year’s trade fair?
Not answered
- Answer
- Neither the wiki nor the connected sources have this. Nothing was guessed.
- Next step
- The question went to the “Open questions” list. It gets answered once someone who knows adds the source.
-
Brand voice
Idea page · last checked 6 October
- What it covers
- How the brand talks: words it uses, words it avoids, sample lines.
- Built from
- Brand guide (Drive) · approved campaign copy
- Linked pages
- Launch wording · Product: Highland blend · Customer questions
-
Product: Highland blend
Product page · last checked 6 October
- What it covers
- Beans, roast, grind options, price and where it sells.
- Built from
- Product sheet · Price list · Meeting: launch, 2 October
- Linked pages
- Brand voice · Price list · Competitors: filter coffee
-
Decision: free shipping on subscriptions
Decision page · last checked 3 October
- What it covers
- What was decided, when, by whom, and why.
- Built from
- Slack: management channel · Meeting: budget, 1 October
- Linked pages
- Subscription · Customer questions
-
Customer questions
List page · last checked 7 October
- What it covers
- Questions that keep coming in, each with its approved answer and date.
- Built from
- Support email · store reviews
- Linked pages
- Subscription · product pages · FAQ draft
-
Competitors: filter coffee
Tracking page · last checked 5 October
- What it covers
- Competitors’ product, price and campaign changes, dated.
- Built from
- Competitor pages · SEO and GEO tracking sheets
- Linked pages
- Product: Highland blend · Price list
-
New source processed
Suggestions approved
- Found
- Monday’s meeting covered two new decisions and one product change.
- Suggested
- Additions to three related pages, each linked to the meeting note.
- Decision
- Someone on the team read them, approved two as they were and one after an edit.
-
Conflict
Waiting for a decision
- Found
- The price list and the sales meeting note disagree on one product’s price.
- Suggested
- Flag both pages and ask the pricing owner which is right.
- Decision
- Both pages carry a warning until the answer comes in.
-
Stale fact
Moved to archive
- Found
- The summer campaign page is past its end date, yet other pages still link to it as if it were live.
- Suggested
- Archive the page and update the sentences that point to it.
- Decision
- Approved. The page now carries an archive mark.
-
Orphaned page
In the queue
- Found
- Nothing links to “Reseller contract summary”, so nobody finds it.
- Suggested
- Link to it from the reseller and pricing pages.
- Decision
- On this week’s upkeep list, waiting for approval.
Row: a question, a wiki page or an upkeep finding; on the right, the source count or type.A made-up brand; it does not belong to any client.
09.3Related packages
The three packages that most often go with a second brain.
Access
Compliance and risk review
A walk-through of which source the agent reaches with which permission, and where personal data sits.
- Permission list
- Folders and channels kept off limits
Continuity
Regular reporting
Upkeep report: sources processed, conflicts found, pages gone stale, questions still open.
09.4Frequently asked questions
What people ask before we start.
aData
- Where does our information live?The sources stay in your own accounts and files. The wiki stays in your account; the text the agent reads goes to the AI service we choose for generating answers, and we decide together which service to use.
- What can the agent reach?Only the folders, channels and inboxes written on the source list. You approve the list, and you can remove access to any source from your own account whenever you like.
- Does a personal second brain mix with the team’s?No. A personal one is a separate wiki with its own permissions.
bSetup
- Where do we start?With one area, usually customer questions or product information. Once that proves useful, we add the next.
- Which tools does it work with?The ones your team already uses: Drive, Slack, email, note apps.
- Does the team need training?Asking questions is enough. You do need to pick one person who approves what goes into the wiki.
cUse
- What if it gives a wrong answer?Answers come with their sources, so they can be checked. A wrong answer stays out of the wiki; we find out why and fix the page behind it.
- Who keeps the wiki current?The agent processes new sources and suggests changes. Upkeep sweeps list conflicting, stale and orphaned pages. A person approves.
- Does AI do all of it?The agent reads, links and sweeps. People choose the sources, approve what goes into the wiki and settle which fact is right when two disagree.
Tell me where your knowledge is most scattered.
What do you look up most often, and where does it live today? Send me those two and I will tell you where to start.