Guides › Documents & Data
Build a team knowledge base people can search
Gather your team's how-tos and policies into Notion so anyone can find answers fast, written up clearly from your messy notes.
When to use it
Set up once, then add to it weekly
Step by step
List the questions people keep asking
Spend a week noting every 'how do I...' or 'where is...' question on your team. These become your first pages.
Create a simple structure
In Notion, make a page called 'Team handbook' with sub-pages for each area, such as Customers, Tools, Money and HR.
Turn messy notes into clear pages
Paste existing documents or emails into your AI assistant with this prompt, then copy the result into Notion.
Prompt to copyTurn the notes below into a clear knowledge-base article titled '[title]'. Format: a one-line summary, 'When to use this', numbered steps, 'Who to ask', and 'Last checked: [date]'. Keep it short, use plain language, and keep every specific detail (names of tools, amounts, deadlines) exactly as written. List anything that seems out of date or contradictory at the end. [paste notes]Let people ask questions
If your plan includes Notion AI, people can ask questions and get answers drawn from your pages. If not, Notion's search finds pages by keyword.
Keep it fresh
Give each page an owner and set a recurring reminder to check it every three months.
What you get
Article: How to process a refund. Summary: refunds under £50 can be approved by anyone on the team. Steps: 1) Find the order in Shopify. 2) Click Refund... Who to ask: Priya (over £50). Last checked: 9 Nov 2026. Possibly out of date: mentions the old returns address.
Tips
- Keep passwords and personal staff details out of the knowledge base; say where they're kept instead.