Three Prompts to Capture What Only One Person Knows
Extract expert knowledge, find automation tools, and build prompts your whole team can use
Hey Adopter,
This article gives you three prompts. By the end, you will know how to extract expertise from anyone in your organisation, identify which AI tools can automate parts of that process, and turn the whole thing into a prompt template your team can reuse.
Each phase includes a prompt you copy and paste directly into ChatGPT, Claude, or Gemini. No setup. No technical configuration. You answer questions, the AI does the structuring.
Here is what you walk away with:
A documented Standard Operating Procedure pulled from your expert’s head
A clear view of what can be automated and which tools to test
A shareable prompt template anyone on your team can use
Run all three phases in order. Or stop after Phase 1 if that is all you need right now. The extraction alone is worth the fifteen minutes it takes.
Now, the problem this solves:
Your organisation has someone who does one thing brilliantly. They quote timelines off the top of their head. They handle difficult clients without breaking a sweat. They produce estimates in twenty minutes that take everyone else three hours.
And all of that knowledge lives nowhere except inside their skull.
When they go on holiday, work slows down. When they get promoted, their replacement struggles for months. When they leave entirely, years of accumulated wisdom walk out the door with them.
This is knowledge concentration. It is the silent growth killer in most companies.
The Gap Is Widening
Two symptoms show up everywhere. The first is tribal knowledge, the expertise that one person holds and nobody else can replicate. A commercial roofing company I came across had 25 estimators. One person with 22 years of experience produced accurate estimates in 20 minutes. Everyone else took three hours and hit maybe 75% accuracy.
The second symptom is newer. Call it the AI gap. Some employees use AI to move three times faster than their peers. They know which problems AI solves well. They build prompts that work. They automate the boring bits. The rest of the team watches from the sidelines, unsure where to start.
Both symptoms create the same bottleneck. Critical capability sits in one head instead of spreading across the organisation.
The fix is simpler than most people expect. You can use AI to interview your experts, extract what they know, figure out which tools can automate parts of the process, and turn the whole thing into prompts anyone on your team can use.
Three phases. No coding. No consultants. A few conversations with AI and some copy-paste work.
Phase One: Extract the Knowledge
The first step is getting everything out of your expert’s head and into a document anyone can follow. You could record training sessions and transcribe them. You could dig through scattered documentation. The fastest method is having AI conduct a structured interview.
The trick is giving AI a clear stopping point. Without constraints, the interview wanders. With a 20-question limit, AI stays focused and covers everything that matters.
Copy this prompt into ChatGPT, Claude, or Gemini. Then answer the questions it asks you, one at a time.
