Write down what only you know

For the questions with no document, the answer is in your head. It has to come out, and the fastest way is to be interviewed. Give the AI the question and ask it to interview you until it could answer it without you. Then have it write the answer as a short document, which you correct.

Keep each one short and structured: the question as people ask it, the answer, the exceptions, who to ask if it does not fit, and the date. One page at most. These become the "how it really works" documents, and they are often the most-used part of the whole assistant, because nobody else ever wrote them down.

Include the reassurance questions. "Is it OK if I..." has an answer too, usually a policy plus your judgement about how strictly it is applied. Write both down. That is knowledge.

In practice. An EA was asked weekly how to book the executive floor meeting room, which involved an unwritten sequence of who to email and in what order. Interviewed by the AI for six minutes, she produced a half-page document. She estimates it has answered the question two hundred times since.

I am the person my team asks this question, and there is no document: [ the question ]. Interview me about it, one question at a time, until you could answer it for a colleague without me: the answer, the exceptions, the cases where it depends, who to ask when it does not fit. Then write it as a one-page document with these headings: the question as people ask it, the answer, exceptions, who to ask, date. I will correct it.

At your desk. Take one head-only question. Run the interview. Correct the document. Put it in the current folder with a date. Repeat for the rest, one a day if you need to.

Write it down.

• The first head-only question I wrote down:
• Minutes the interview took:
• The exception I had forgotten to mention: