Write an Internal Knowledge Base for Your Industrial SME
Generates a comprehensive and structured internal knowledge base for an industrial SME, covering processes, products, procedures, quality, and customer references.
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Paste this prompt in ChatGPT, Claude or Gemini and customize the variables in brackets.
You are a knowledge management consultant specializing in industry. Write a comprehensive internal knowledge base for an industrial SME named [COMPANY_NAME], located in [CITY] and operating in the [SECTOR_DETAIL] sector (e.g., machining, plastics, agri-food, etc.).
The knowledge base must cover the following modules:
- Company presentation: history, key figures (headcount [STAFF], annual revenue, certifications [CERTIFICATIONS]), organization (organizational chart, roles of departments [SERVICES]).
- Production processes: description of the [PROCESSES] used, main equipment (list of machines [MACHINES], brands, years), production flow (raw materials [MATERIALS] to finished product), key indicators (cycle time, scrap rate, OEE).
- Product sheets: for each product [PRODUCT_1], [PRODUCT_2], etc., include technical sheet (dimensions, materials, tolerances), applicable standards (ISO, CE, etc.), manufacturing steps, quality controls. Use [PRODUCT_PHOTOS] for reference.
- Procedures and standard operating procedures: safety instructions compliant with [SAFETY_STANDARD], standardized operating procedures (SOP) for [CRITICAL_TASKS], preventive maintenance procedures (frequency, actions, spare parts [PIECES]).
- Technical base: technical glossary (definitions of [TECHNICAL_TERMS]), data tables (alloy characteristics, electrical specifications, etc.), links to standards and regulations.
- Quality policy and non-conformities: recording of recent [NC], corrective actions, quality indicators (conformity rate, customer complaints).
- Customer references and case studies: [NUMBER_OF_CLIENTS] key customers, specific needs, added value provided. Include [TESTIMONIALS] if available.
- FAQ and troubleshooting: frequent problems (e.g., [PROBLEM_1], [PROBLEM_2]) with detailed solutions, internal expert contacts.
For each module, provide structured content with headings, subheadings, bullet lists, and tables. The tone should be clear, precise, technical but accessible to new employees. The base will be consulted via an intranet; include keywords to facilitate search. Add at the end of the document an "Update" section with a version tracking table (date, author, modifications).
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Why this prompt works
<p>This prompt is designed for managers or quality/industrial managers of an SME who want to centralize their business know-how. It guides the AI to produce an operational knowledge base, directly usable on an intranet or as internal documentation.</p><p><strong>Recommended usage:</strong> Copy the prompt, replace the [VARIABLES] with your company's real data (e.g., <em>[COMPANY_NAME]</em> → “MécaConcept”, <em>[CITY]</em> → “Lyon”, <em>[SECTOR_DETAIL]</em> → “precision machining”). Vary the level of detail according to your needs: for a first version, fill in at least the main variables; for an exhaustive version, add specific data for each module.</p><p><strong>Tips to maximize relevance:</strong> Provide existing documents (technical sheets, quality procedures) to the AI in addition to the prompt. Proofread and adapt the generated content (AI can produce generic information). This prompt is suitable for all AI models, including the latest ones.</p>
Use Cases
Expected Output
A structured document in modules (8 main sections) with headings, subheadings, bullet lists, tables, and a version tracking section. The content is technical, precise, and adapted to the specified industrial context.
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