Before you start
This guide is tool-agnostic in method, though it reflects how Next Verse setup works. If you want to know what the product does, read AI business knowledge first. This page is about the preparation.
A list of the systems your team uses, someone who can authorise access to each, and ten questions your team genuinely asks each week.
Step 1: Write down real questions
Start from the questions, not the data. Ask three people to note every time this week they had to find something out. Typical examples:
- What did we agree with this client last week?
- Has anyone already followed up on that meeting?
- Where is the latest version of the proposal?
Each question tells you which source the answer lives in.
Step 2: Map each question to a source
| Question type | Where the answer usually lives |
|---|---|
| What was said | Meeting transcripts |
| What was promised | Sent email |
| What was produced | Shared files |
| Who the client is | CRM |
| Where a job stands | Job or finance systems |
Connect the fewest sources that answer most questions. Write down actual product names; you will need them for a suitability call.
Step 3: Decide who sees what
- List anything that should be restricted: HR files, salaries, board papers.
- Decide whether access should mirror existing folder permissions or be narrower.
- Record the decisions. In Next Verse, privacy and permissions are part of the Kickstart onboarding.
Step 4: Test and check answers
- Ask your ten questionsUse the exact wording your team would.
- Check against the sourceOpen the transcript or email and confirm the answer.
- Note missesA wrong answer often means a source is missing or the information was never written down.
Example: asked “did we send the recap after Tuesday’s call?”, a grounded answer draws on both the meeting transcript and recent sent email. If sent email is not connected, the answer cannot be reliable.
Step 5: Build habits that keep it useful
- Record and transcribe important meetings.
- Keep final versions in shared locations, not personal downloads.
- Treat AI answers as a fast starting point; check before acting on anything important.
Questions
Should we clean up all our files first?
No. Start with the sources behind your top questions and improve as you find gaps.
Is our information used to train other customers’ models?
Not with Next Verse. See security and privacy.