Have you asked an AI that can see your company files a question, instead of digging through folders?

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.

Have you set up a ChatGPT Project, Claude Project or Gem loaded with your team's documents?

You upload your guides and FAQs once, and the assistant answers questions using them, so you stop answering the same thing twice.

How to automate it

How to automate “answer the same questions from coworkers again and again”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

15 min

typically, every day

60%

of the time can be automated

Some setup

to set up

Fix 1 of 2

AIBest fix

Write the answers down once and point people (or a bot) at them

Collect the questions you keep answering into one page; a workspace AI or a ChatGPT Project, Claude Project or Gem can answer from it.

Typically saves about 50% of the time1 h to set up

1For one week, paste every repeat question into a doc.
2Write the answer under each (or have AI draft it from your replies).
3Share the page, pin it in chat, and add it to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
4Reply to repeat questions with the link.

Prompt to copy

Below are questions coworkers keep asking me and my past answers. Turn them into a clear FAQ page grouped by topic. Keep each answer under 80 words and keep any links I gave.

[PASTE QUESTIONS AND ANSWERS]

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents · Notion or Confluence

Fix 2 of 2

Software feature

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up

1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
3Open the source it cites to confirm.
4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

Quick wins

Have you tried…

Have you asked an AI that can see your company files a question, instead of digging through folders?: Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.
Have you set up a ChatGPT Project, Claude Project or Gem loaded with your team's documents?: You upload your guides and FAQs once, and the assistant answers questions using them, so you stop answering the same thing twice.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

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