Info:
On the right-hand side, you’ll find the table of contents. Clicking the text will take you directly to the section.

Prompts differ from search terms because they are more general and allow follow-up questions.

If you’d like to learn more about how AI prompts are structured, click here.

Speaking to the AI is like explaining what needs to be done to a smart intern—in record time.

🛠️20 simple prompts for document search in AI dialogue with company knowledge

1. Find the specific step-by-step guide for sales employees for using [tool name].

2. Where can I find the organizational chart that shows our current team and department structure, including the points of contact in the individual departments?

3. Show me the project plan for customer project [Name].

4. Find a document that describes our pricing strategy and examples of typical discount structures or price lists.

5. Find the onboarding document for new sales employees that describes all relevant points of contact and tools.

6. Show me the minutes of the last meetings (starting from 01/01/2025) that were conducted under the data protection or GDPR process.

7. Find the template for cooperation agreements that is stored in the internal [SharePoint]-library.

8. Find the quotes for ball bearings for customer [Name]. If there are multiple lists, show them in a table.

9. Show me the whitepaper on the topic [Topic] that was created for the event [Event name] in 2024.

10. Find the technical documentation for [product or module XY] that describes the architecture, functions, and interfaces.

11. Show me three presentations or training materials on the topic [XY] that were particularly praised in trainings.

12. Find the quality guidelines and standards for product quality that apply from 2025.

13. Show me the Excel dashboard with sales figures from Q1 and Q2 2024 that includes charts and reports.

14. Find documents that concern customer [Customer XY] and the product [Product name] and are related to the last order.

15. Show me an overview of projects that were completed in 2023 and addressed the sustainability topic, including timeline and results.

16. Find the results of the last customer survey, including analyses and action recommendations. [Here, set a filter by creation date]

17. Find the presentation from the last meeting with customer [Customer XY], including agenda and follow-up notes.

18. Show me three Word documents with maintenance contracts or service agreements that deal with machine [Name].

19. Find the roadmap for product expansion that outlines our planned developments and milestone overview.

20. Show me three presentations that address sustainability or CO₂ reduction in the company and summarize them in 3 sentences each.

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📣Marketing (with access to internal content, e.g., campaigns, customer use cases, market analyses)

1. Find compelling value arguments in our materials that were mentioned in previous customer presentations, pitches, or sales documents for our product.

2. Which concrete phrasing do we use in marketing brochures for our product [product name], especially regarding customer benefits and unique selling points?

3. Create a professional social media post based on the latest customer presentation on the topic [topic]. Note: use content from presentations and highlight slides. type:pptx

4. Which central wording and arguments from internal presentations are suitable for creating a landing page on the topic [topic]?

5. Give me a structured summary of our marketing campaign [name of the campaign]—including target groups, channels, success metrics, and learnings. type:pdf

6. Which concrete phrasings and product descriptions are regularly used in our official product data sheets? type:pptx

7. Create a comparison overview of us and competitor [name] based on internal comparison documents, SWOT analyses, or market studies.

8. Give me five practical customer quotes from our most successful reference projects, ideally with mention of the area of application, results, and contact person.

9. Which content and statements from the sales area—e.g., from presentations, sales documents, or training materials—are suitable for a LinkedIn post on the topic [topic]?

10. Which elements from our company presentations are particularly suitable as an intro to a new campaign—for example, customer problem, mission statements, or highlights from use cases? type:pptx

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🧑‍💼Human Resources (based on HR policies, employee handbook, onboarding materials)

1. Which specific regulations and framework conditions for mobile work are described in our current HR policies, for example, regarding work-from-home days, availability, or equipment?

2. Summarize the most important contents of the onboarding plan for new employees in Sales, including planned measures, timelines, and responsible persons.

3. Formulate a professional email for feedback after a conversation, based on the wording examples from our internal guide to feedback culture.

4. Which benefits and voluntary additional services such as vouchers, mobility offers, or health programs are currently described in the employee handbook?

5. Give me typical wording that we have used so far in job references, for example for describing teamwork, work ethic, or areas of responsibility.

6. How are the officially defined criteria for a promotion described for us, particularly regarding performance, behavior, and development goals?

7. Which information from the intranet is suitable as a basis for creating a job posting for the position [job title], for example tasks, requirements, and company description?

8. Which internal training offers are available to employees according to current documentation, for example in the areas of soft skills, leadership, or specialist topics?

9. Which feedback on the quality of onboarding was given in previous employee surveys, especially regarding structure, information flow, and integration into the team?

10. Which topics, questions, or interview guidelines should we address in an exit interview with a departing employee based on our internal template?

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🛠️ Engineer / Designer / Draftsperson (with access to technical docs, project data, CAD descriptions, standards)

1. Find a concrete example in our past project documents of how a technical documentation was structured and organized, including outline and typical contents.

2. How was the choice of material justified in project [XY], and which criteria such as weight, cost, or load capacity were considered?

3. Which internal design guidelines apply to the product or module [product/module], and which specific requirements relate to design, tolerances, or assembly procedures?

4. Give me an understandable summary of the relevant safety requirements that were documented during the last TÜV inspection.

5. Which technical problems, risks, or challenges were described in past projects in connection with the technology [technology XY], and how were they solved?

6. Based on the available CAD descriptions, create a concise technical product description that covers key features, functions, and use cases.

7. What do our internal failure or quality reports say about recurring issues with the [assembly group XY], especially regarding outages or deviations?

8. Which technical standards, safety regulations, and industry-specific guidelines had to be considered in the technical project documentation for project [project XY]?

9. How was the functional specification for component [component] formulated in project [project XY], especially regarding its role in the overall system?

10. Create a practical checklist for the technical acceptance test, based on the experiences and documentation from our last three projects.

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🤝 Sales (with access to CRM data, call notes, quote templates, project documentation)

1. Show me the complete call notes for the meeting with customer [Customer XY] on [date], including discussed topics, open points, and planned next steps.

2. Which specific challenges did customer [Customer XY] mention during the initial project phase, for example in meetings, emails, or status reports?

3. Give me a structured overview of the previous quotes and delivered services for customer [Customer XY] in the form of a table.

4. Which arguments, value propositions, and proof of success were presented in past customer meetings and are documented in customer presentations?

5. Which current requirements, interests, or open needs are stored in the CRM entry for customer [Customer XY] that should be included in the next meeting preparation?

6. Which internal notes on sales status or project progress exist for the last two communication touchpoints with customer [Customer XY]?

7. Formulate a professional follow‑up email after a customer meeting, including a brief summary and links to relevant documents or quotes [insert customer message].

📁 Project Management

1. Which project milestones were defined for project [Name] in the initial planning, and what is the current implementation status?

2. Which lessons learned were documented in previous projects that could be relevant for the current project phase?

3. Which risks were listed in the risk register of project [Name], and how were they assessed?

4. Which to‑dos and responsibilities were defined in the last project meeting for project [Name]?

5. Which budget deviations were recorded in the last project report for project [Name], and how were they explained?

6. Which dependencies between projects were considered in the planning of project [Name]?

7. Which project roles and responsibilities are defined in the project structure plan for project [Name]?

8. Which stakeholders were identified and evaluated in the stakeholder analysis for project [Name], and how are they internally categorized?

9. Which changes in scope occurred during project [Name], and how were they managed internally?

10. Which best practices for project communication have been maintained in previous large projects?

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🤝 Customer Service/Support

1. Which frequently asked questions were registered in customer service about product [XY] in the last three months?

2. Which wording do we use in emails for the first response to technical support requests?

3. Which solution paths have been documented internally for the error case (e.g., login not possible)?

4. Which customer feedback or complaints were rated as particularly critical in the last quarter?

5. Which documentation helps customers with self-service to solve problem [XY]?

6. Which escalation steps are provided for internal support processes and when are they triggered?

7. Which positive customer feedback or praise was forwarded to the product team last month?

8. Which service level targets apply to inquiries from area [e.g., premium customers]?

9. Which conversation guidelines are available to support for difficult cases?

10. Which internal improvement suggestions from customer service have recently been implemented?

🧪 Product Development / Product Management

1. Which market requirements were captured in the latest feature requests for product [XY]?

2. Which feedback from sales and support most recently flowed into the further development of product [XY]?

3. Which arguments do we use internally to justify a prioritization in the backlog?

4. Which hypotheses and target groups were defined in the latest product validation tests?

5. Which roadmap items for the next quarter were decided in the last review meeting?

6. Which existing functions were most frequently suggested for improvement in the past?

7. Which pain points were mentioned most frequently in the last user survey about product [XY]?

8. Which internal benchmarks or goals apply to product development in year [year]?

9. Which competing products were evaluated in the last market analysis and how were they assessed internally?

Which go-to-market strategies were documented in previous product launches?

📊Data Preparation (with access to internal reports, dashboards, analyses)

1. Which key metrics were described as particularly relevant for the company’s performance in the text sections of the last three monthly reports?

2. Which trends and developments were highlighted as significant in the last quarterly analyses, for example regarding regions, product groups, or sales channels?

3. Which customer groups were presented as particularly important in recent CRM evaluations—whether due to internal growth, churn probability, or revenue stability?

4. Which notable statements on employee satisfaction, leadership culture, or collaboration were summarized from the last employee surveys in the reports?

5. Are there specific deviations in project budgets for the last project quarter [Project XY], detailed in descriptive project summaries and funding justifications?

6. Which delivery delays or quality deviations in production were marked as critical in the last monthly report, and how were the root causes and proposed actions documented?

7. Which performance indicators for production were identified as showing sustained improvement or deterioration in the last three months, and how were they assessed in the reports?

8. Which qualitative comments or evaluation criteria from internal documentation are used to assess customer feedback and derive action recommendations?

9. Which customers were highlighted in the last dashboard as particularly outstanding or at‑risk, and in what context are these examples used in presentations or reports?

10. Is there a concrete example in recent reports where data cleansing was described, including an explanation of the initial situation and the corrections made?

🎤Webinars (with access to previous webinar scripts, participant feedback, presentations)

1. Which content from earlier webinars on the topic [XY] was reused, for example Q&A, live cases, or particularly popular slides?

2. Summarize the key findings from participant feedback on the last three webinars, especially regarding content depth and participant satisfaction.

3. What feedback did the sales team collect from webinar participants, and what follow‑up questions emerged that indicate additional information needs?

4. Create a short follow‑up report that we can use internally for planning our next webinar, including suggestions for improvement and topic priorities.

5. Which internal presentations or training materials are suitable as a basis for the content structure of our next webinar on the topic [XY]?

6. Draft a professional email for webinar participants, based on the last follow‑up email, including references to relevant resources and next steps.

7. Which specific webinar slides or sections were rated particularly helpful by participants, according to the participant survey or chat logs?

8. Create a checklist for webinar preparation that aligns with our internal guidelines for scheduling, promotion, technical rehearsal, and post‑event follow‑up.

9. Which arguments are most suitable for promoting our next webinar to the target audience, based on previous campaigns and feedback from our marketing team?

10. Create an invitation for the next webinar based on the content from our last three campaigns and our marketing copy.