Knowledge and AI
Ten ways to get better AI results
A practical checklist for drafts that sound like your company and need fewer edits.
Terry writes from what it is given. Generic input gives generic emails. This checklist covers the changes that make the biggest difference, roughly in order. Most take a few minutes and pay off on every email after.
The checklist
- Describe who you sell to, precisely. Press Agents in the menu, pick the agent, and press Edit on Who it sells to. Give role, industry, size and place. Terry uses it to write and to score fit. See Your agent's voice and rules.
- Add the documents your best rep would know. Price list, one pager, answers to common questions, how you differ from others. An admin adds them on the agent under What it knows, or with Add knowledge on the Knowledge page.
- Approve what is waiting. Pending knowledge is not used. Open Settings, Knowledge, and look in the Library for anything marked Waiting for you.
- Write rules for the things that matter. One clear Do or Don't per rule, such as "Don't mention savings figures". Terry checks every draft against them before anyone reviews it.
- Give each person a website and a title. When you add or import people, include their company website, job title and LinkedIn profile. With none of it, the first draft has only a name and a company to work with.
- Research before you write. Open the person from Prospects and press Research, then Research them, or score the list. Terry then writes from facts with sources. See About them.
- Write what your team knows. Met them at a show? Know their project? Press Write who they are under About them and add it. Terry leans on it.
- Edit drafts instead of starting over. Fix the draft and approve it. Your edited version is kept as an example, and emails that earn replies shape Terry's voice. See How Terry learns.
- Record outcomes. In the Inbox, open the conversation, press Move, then Record an outcome, and mark Meeting held, Lost or Not a fit. It keeps the wrong emails out of Terry's examples and shows your team what works.
- Use templates where words must not change. Reminders, last notes and anything legal belong in a template. Save Terry's writing for first emails and real questions. See Templates or Terry's writing.
Quick fixes for common complaints
| Problem | Try |
|---|---|
| Drafts sound generic | Steps 1, 5 and 6. |
| Drafts get facts wrong or out of date | Update or retire the old document in Knowledge, then approve the new one. |
| Drafts say things you never say | Add a Don't rule. |
| Drafts are in the wrong style | Change Tone under How it writes, and How it comes across under Who it is. Choose Plain note for a personal look. |
| Replies dodge questions | Add an answers document with the purpose Answers. |
| AI ran out mid month | See Credits and AI allowances. Templates still send. |
Related
In Classic
- Agents are under Settings, Agents. Fill in Who you sell to, add documents with Choose files, and change Tone and Persona with Edit agent. Plain email gives a personal look.
- On Settings, Knowledge, the strip at the top shows anything waiting for approval.
- Research: press Research under About them on the person's row in Prospects.
- Outcomes: the outcome buttons beside an open conversation in the Inbox.