Write the facts once
Start with your services, ideal customers, common tasks, tone of voice and approved terms. Separate confirmed facts from ideas and examples. Include a review date and a person responsible for keeping the document current.
Use our free Business Brain builder to work through questions and copy or download your document. Review the output before using it; the tool assembles your answers, it does not verify your business facts.
A starting template
Copy these headings into a document. Keep the first version short enough to inspect and update easily.
- Business: what we do, who we serve and where we operate.
- Services: scope, exclusions and where approved pricing is stored.
- Voice: a short example of writing we would actually send.
- Workflow: inputs, steps, output and the person who approves it.
- Rules: ask when information is missing; do not invent prices or commitments.
- Maintenance: owner, review date and what has changed.
Use a small, safe example
Imagine a fictional maintenance business drafting a follow-up after a meeting. Give the tool a sample meeting note and approved service description. Ask it to summarise the customer's need, draft a short email and list any facts it could not confirm.
Compare this with a draft made without context. Check accuracy, tone and the time spent correcting it. The useful result is a repeatable improvement in your work, not simply a longer answer.
Connect it carefully
Tools differ in how they accept documents, instructions and knowledge sources. Check the tool's current documentation and account controls. Uploading a document does not mean every future conversation or every connected tool will automatically have access to it.
Do not put passwords or unnecessary personal information into a reusable brief. Use a fictional or redacted example for practice. Agree appropriate sharing and access with your business before adding real client material.
Keep it useful
Review the brief whenever prices, services or terms change. Keep a short test task and rerun it after important changes. If the tool repeatedly gets something wrong, clarify the source and workflow instead of adding contradictory instructions.
A context document is a starting point. A reliable workflow also needs good inputs, human checks and a clear place for the approved output.