Many people start every AI chat from nothing. They retype the company background, the customers and the tone they want. By afternoon they skip it, and the answers get worse. The fix is one page that describes your business as it is today. You paste it at the start, and you update it when something changes.
The mistake most people make
They hope the AI will remember from old chats, or they pay to have an AI retrained on their documents.
“A founder paid an agency ₹1,50,000 to retrain an AI on the 2024 product catalogue. Two months later, prices changed and three new plans launched.”
“The retrained AI kept quoting 2024 prices and describing plans that no longer existed.”
How it works: the staff handbook
A factory in Pune raises its daily travel allowance from ₹1,500 to ₹2,200 for the new financial year. Nobody replaces the 40 managers. The HR head edits page 8 of the handbook, marks it version 2.1, and sends it round. Everyone works from the same page. Treat your AI page the same way: one file, one version number, pasted at the start of work.
What goes on the page
1. A header line
The version, the date and who updated it. For example: '# Company page · v1.2 · updated 2026-09-15'.
2. What rarely changes
What you do, who your customers are, why they choose you, and how you like to sound.
3. What changes often
This quarter's prices, current offers, delivery times and stock.
4. What changed
Two or three lines at the bottom on what was retired, so the AI doesn't use an old rule.
Keeping the page useful
Update the page I use to describe my business to the AI. Here is the current page (version 1.1): """ [Paste your current page here] """ Here is what changed this month: """ [New prices, retired services, new roles, new delivery terms] """ Your task: 1. Give me the full updated page as version 1.2. 2. Remove every rule or number that the changes replace. 3. Add three short lines at the bottom under "What changed": added, changed, removed. 4. If a change is unclear or clashes with the old page, mark it [CHECK] and don't guess.
You describe the changes once, and the AI rewrites the page and lists what changed. You still read it before you use it.
Working File Templates
Copy or save these plain text files to use directly in your workspace.
A complete, production-ready markdown file defining a business for an AI tool to work from.
# Apex Precision Tools · Company Context · v1.0 Updated: 2026-09-01 by Rajesh Sharma (Operations Lead) Next Review: 2026-10-01 ## 1. What We Do We manufacture and distribute industrial carbide cutting tools for auto component makers and precision engineering tool rooms. ## 2. Who We Sell To - Primary buyers: Tier-2 and Tier-3 automotive component suppliers in Gujarat and Maharashtra. - Typical purchase order: ₹45,000 to ₹3,50,000. - Key buyer priorities: dimensional tolerance, next-day dispatch for replacement inserts, clear GST e-invoices. ## 3. Commercial Terms - Credit terms: 30 days net from dispatch date for approved GST-registered accounts. - First-time orders: Full advance payment required for orders below ₹50,000. - Freight: Free delivery for invoice values above ₹75,000. Below that threshold, actual courier charges are added to the bill. - Returns: Defective tools must be reported within 7 days of delivery with batch photos. ## 4. What We Do NOT Do - We never offer cash refunds once tools are dispatched; store credit only. - We do not manufacture custom non-standard geometries for batches under 50 pieces. - We do not accept verbal orders over the phone. Every order requires a written PO or a WhatsApp confirmation from the registered proprietor. ## 5. Escalation Contacts - Dispatch and transit queries: dispatch@apexprecision.example.com - Technical and quality queries: quality@apexprecision.example.com - Accounts and billing reconciliation: accounts@apexprecision.example.com
A structured log tracking revisions to the company context file over time.
[2026-09-01T10:00:00Z] v1.0 INITIAL RELEASE - Author: Rajesh Sharma (Operations Lead) - Scope: Initial context document for company tools and commercial terms. [2026-10-01T11:30:00Z] v1.1 UPDATE - Author: Rajesh Sharma (Operations Lead) - Changed: Raised free freight threshold from ₹50,000 to ₹75,000 due to revised transporter tariff. - Added: Batch photo requirement for defect inspection reports. - Retired: Cash-on-delivery payment option. [2026-11-01T09:15:00Z] v1.2 UPDATE - Author: Priya Mehta (Finance Lead) - Changed: Advance payment requirement updated to apply to orders under ₹50,000 (previously ₹30,000). - Added: WhatsApp confirmation protocol for registered proprietors.
Additional Prompts for This Lesson
Tailored prompts for specific workflows and departments.
Instructs the AI to incorporate new decisions into your page without dropping existing constraints.
You are my business operations assistant. Here is our current business page (v1.1): """ [Paste your v1.1 page here] """ Here are the notes from our management review meeting: """ [Paste your meeting notes or email thread here] """ Your task: 1. Identify every fact or policy in the meeting notes that changes what is on our current page. 2. Produce a clean, updated version v1.2 of the full page. 3. Keep the layout and tone unchanged. 4. If a note contradicts an existing policy and does not explicitly say to replace it, flag it under a "[CONTRADICTIONS TO RESOLVE]" section at the very end. 5. End with a three-line summary: - Added: [new policies] - Modified: [altered numbers or terms] - Retired: [deleted rules]
This ensures changes are applied with surgery-like care, preventing accidental deletion of critical terms or unconfirmed contradictions.
Why is a page you edit better than retraining an AI for everyday prices and rules?
Show the answer
Editing the page takes effect the next time you paste it and costs nothing. Retraining fixes old facts into the AI, and changing them means paying again.