Give an AI assistant working context your team can maintain
Keep reusable background in a dated note with an owner and a review trigger. Supply current task evidence separately, and test whether the assistant applies the context without turning old examples into current facts.
Ger Perdisatt, Acuity AI Advisory
2 min read
Choose what is worth repeating
Look at the explanations people repeatedly give before starting the same type of job. A useful context note might describe the intended reader, the meaning of local terms, the expected output and the questions that require an owner. Keep it short enough for a colleague to review when the process changes.
Do not put every old message into the note. Separate stable working conventions from current figures, live cases and temporary arrangements. Only include information permitted in the tool you are using. A reusable note can be a controlled document; this guide does not depend on a particular memory or agent feature.
Keep instructions separate from current facts
A reusable note should explain how the team works without becoming a store of outdated answers. Keep changing figures and the current source documents separate, and make it clear which information belongs to this particular task.
Review the note when responsibilities or the process change. Name an owner who can decide whether it still reflects the team's work. If an assistant repeats an old example despite new evidence, investigate the instructions and inputs before trusting the result.
Editorial guidance informed by Acuity's work with teams. Examples are fictional and client materials stay private. To record who owns an AI use and when it is reviewed, see AI Register.