Brainforge Knowledge

KNOWLEDGE_CAPTURE_CHECKLIST

5 min read

Knowledge Capture Checklist

Purpose: Know exactly what to capture and where to put it

🎯 Capture Principles

  1. Capture in the moment - Don’t wait, capture while fresh
  2. Be specific - Details matter more than generalities
  3. Include context - Why something worked, not just what
  4. Link related knowledge - Use markdown links to connect ideas
  5. Update regularly - Outdated knowledge is worse than none

đź“‹ Daily Capture Checklist

After a Meeting

  • Save transcript/notes

    • Location: meeting/transcripts/[date]-[topic].md
    • Include: Attendees, decisions, action items, insights

  • Extract key decisions

    • Location: company/planning/[relevant-folder]/
    • Include: What was decided, why, who owns it

  • Capture insights

    • Location: sales/content/cc-content-system/robert-gpt/memory/patterns/ or sales/content/cc-content-system/luke-gpt/memory/patterns/
    • Include: What you learned, when it applies

  • Update customer/client profiles (if relevant)

    • Location: sales/content/cc-content-system/robert-gpt/memory/customers/[client-name].md or sales/content/cc-content-system/robert-gpt/experiences/[client-name]/
    • Include: New pain points, preferences, context

After a Client Interaction

  • Save interaction notes

    • Location: sales/content/cc-content-system/robert-gpt/experiences/[client-name]/[date]-[type].md
    • Include: What was discussed, outcomes, next steps

  • Update customer intelligence

    • Location: sales/content/cc-content-system/robert-gpt/memory/customers/[client-name].md or sales/content/cc-content-system/robert-gpt/memory/customers/ideal-customer-profile.md
    • Include: New pain points, objections, preferences

  • Extract patterns (if something worked well)

    • Location: memory/patterns/[pattern-name].md
    • Include: What worked, why, context, examples

After Creating a Deliverable

  • Save to examples

    • Location: sales/content/cc-content-system/robert-gpt/memory/examples/[type]/[name].md
    • Types: proposals, emails, presentations, reports, etc.

  • Document what worked

    • Location: sales/content/cc-content-system/robert-gpt/memory/patterns/[pattern-name].md
    • Include: Structure, messaging, approach that succeeded

  • Update templates (if reusable)

    • Location: sales/content/cc-content-system/robert-gpt/memory/examples/[type]/_template.md
    • Include: Template structure, placeholders, notes

After a Project Completion

  • Document project experience

    • Location: sales/content/cc-content-system/robert-gpt/experiences/[project-name]/
    • Include: plan.md, research.md, output.md, review.md, learnings.md

  • Extract project patterns

    • Location: sales/content/cc-content-system/robert-gpt/memory/patterns/[pattern-name].md
    • Include: What worked, what didn’t, why

  • Update process documentation

    • Location: sales/content/cc-content-system/robert-gpt/memory/operations/[process-name].md or operations/[process-name].md
    • Include: Improved processes, lessons learned

  • Create case study (if successful)

    • Location: sales/content/cc-content-system/robert-gpt/memory/examples/case-studies/[project-name].md
    • Include: Challenge, approach, results, key learnings

đź“š Weekly Capture Checklist

Knowledge Maintenance

  • Review brain health

    • Location: sales/content/cc-content-system/robert-gpt/brain-health/growth-log.md
    • Action: Note what’s growing, what’s stale

  • Update low-confidence patterns

    • Location: sales/content/cc-content-system/robert-gpt/memory/patterns/
    • Action: Add examples, refine based on new experiences

  • Clean up outdated information

    • Action: Archive (don’t delete) outdated knowledge
    • Location: Create archive/ folder if needed

  • Add new examples

    • Location: sales/content/cc-content-system/robert-gpt/memory/examples/[type]/
    • Action: Save best work from the week

Pattern Extraction

  • Review recent work for patterns

    • Action: Look for recurring successes or failures
    • Location: Extract to sales/content/cc-content-system/robert-gpt/memory/patterns/

  • Update pattern confidence

    • Location: sales/content/cc-content-system/robert-gpt/brain-health/pattern-confidence.md
    • Action: Upgrade patterns from LOW → MEDIUM → HIGH

đź“… Monthly Capture Checklist

Strategic Knowledge

  • Update company positioning (if changed)

    • Location: sales/content/cc-content-system/robert-gpt/memory/company/positioning.md
    • Include: Market position, differentiation, messaging

  • Review customer intelligence

    • Location: sales/content/cc-content-system/robert-gpt/memory/customers/
    • Action: Update ICP, pain points, objections based on recent interactions

  • Document new services/offerings

    • Location: sales/services/ or sales/content/cc-content-system/robert-gpt/memory/company/services.md
    • Include: What you offer, how it works, who it’s for

Process Documentation

  • Document new processes

    • Location: sales/content/cc-content-system/robert-gpt/memory/operations/ or operations/
    • Include: Step-by-step, who does what, tools used

  • Update existing processes

    • Location: Review sales/content/cc-content-system/robert-gpt/memory/operations/ and operations/
    • Action: Update with improvements, remove outdated steps

Agent Development

  • Assess agent performance

    • Action: Review agent usage, quality scores, errors
    • Location: Document in sales/content/cc-content-system/robert-gpt/brain-health/agent-metrics.md (create if needed)

  • Identify knowledge gaps

    • Action: What knowledge is missing for agents to work better?
    • Location: Create sales/content/cc-content-system/robert-gpt/brain-health/knowledge-gaps.md (create if needed)

  • Plan new agent specializations

    • Action: What new agents would be valuable?
    • Location: Document in sales/content/cc-content-system/robert-gpt/AGENT_SCALING_GUIDE.md

🎯 Capture by Knowledge Type

Customer Intelligence

When to Capture:

  • New customer interaction
  • Customer feedback
  • Win/loss analysis
  • Objection handling

What to Capture:

  • Customer profile (industry, size, role)
  • Pain points (specific, not generic)
  • Objections and responses
  • Preferences (communication style, etc.)
  • Success stories

Where to Put It:

  • sales/content/cc-content-system/robert-gpt/memory/customers/[customer-name].md (specific)
  • sales/content/cc-content-system/robert-gpt/memory/customers/ideal-customer-profile.md (general)
  • sales/content/cc-content-system/robert-gpt/memory/customers/pain-points.md (aggregated)
  • sales/content/cc-content-system/robert-gpt/memory/customers/objections.md (aggregated)

Sales Knowledge

When to Capture:

  • After a sales call
  • After a proposal
  • Win/loss analysis
  • Objection handling

What to Capture:

  • What worked in the conversation
  • Effective proposal structures
  • Objection responses that worked
  • Closing techniques
  • Pricing strategies

Where to Put It:

  • sales/content/cc-content-system/robert-gpt/memory/patterns/sales-patterns.md
  • sales/content/cc-content-system/robert-gpt/memory/examples/proposals/
  • sales/content/cc-content-system/robert-gpt/memory/examples/emails/
  • sales/ (company-wide)

Delivery Knowledge

When to Capture:

  • After project milestones
  • After project completion
  • When something goes wrong
  • When something goes exceptionally well

What to Capture:

  • Project approach that worked
  • Tools and techniques
  • Common pitfalls
  • Quality standards
  • Client communication patterns

Where to Put It:

  • sales/content/cc-content-system/robert-gpt/memory/patterns/delivery-patterns.md
  • sales/content/cc-content-system/robert-gpt/memory/operations/project-delivery.md
  • sales/content/cc-content-system/robert-gpt/experiences/[project-name]/learnings.md
  • sales/content/cc-content-system/robert-gpt/memory/examples/deliverables/

Company Knowledge

When to Capture:

  • Strategic decisions
  • Process changes
  • New initiatives
  • Team updates

What to Capture:

  • Company positioning
  • Services and offerings
  • Team structure
  • Processes and standards
  • Values and culture

Where to Put It:

  • sales/content/cc-content-system/robert-gpt/memory/company/ (shared)
  • platform/ (top-level)
  • operations/ (processes)
  • people/ (team)

🚨 Red Flags (What NOT to Capture)

Don’t Capture:

  1. Vague generalities

    • ❌ “Sometimes clients like this”
    • âś… “E-commerce clients with $10M+ revenue respond well to ROI-focused messaging”

  2. Outdated information

    • ❌ Keep old positioning if it’s changed
    • âś… Archive old, update with new

  3. Personal opinions without context

    • ❌ “I think X is better”
    • âś… “X worked better than Y in [specific context] because [reason]”

  4. Duplicate information

    • ❌ Same knowledge in multiple places
    • âś… One source of truth, link to it

  5. Incomplete context

    • ❌ “This worked”
    • âś… “This worked when [context] because [reason], example: [link]”

âś… Quality Checklist

Before saving knowledge, ask:

  • Is it specific? (Not vague)
  • Is it actionable? (Can someone use this?)
  • Is it contextual? (Includes when/why it applies)
  • Does it have examples? (Shows, not just tells)
  • Is it current? (Not outdated)
  • Is it in the right place? (Easy to find)
  • Is it linked? (Connected to related knowledge)

đź“– Quick Reference

Common Locations

Personal Knowledge:
sales/content/cc-content-system/robert-gpt/memory/
sales/content/cc-content-system/luke-gpt/memory/
sales/content/cc-content-system/uttam-gpt/memory/

Company Knowledge:
knowledge/platform/ - Platform development and research
knowledge/sales/ - GTM (sales, marketing, partnerships)
knowledge/operations/ - Operations SOPs
knowledge/people/ - Hiring, onboarding, roles

Project Knowledge:
knowledge/meeting/ - Internal meeting transcripts
knowledge/clients/{client}/ - Client resources

Examples:
sales/content/cc-content-system/robert-gpt/memory/examples/[type]/

Patterns:
sales/content/cc-content-system/robert-gpt/memory/patterns/

Experiences:
sales/content/cc-content-system/robert-gpt/experiences/[project-name]/

Plans:
knowledge/plans/ - Central planning hub
├── active/ - Active initiatives
├── planned/ - Planned initiatives
├── completed/ - Completed initiatives
├── delivery/ - Delivery team plans
├── platform/ - Platform team plans
└── gtm/ - GTM/sales plans

File Naming Conventions

  • Dates: YYYY-MM-DD format (e.g., 2025-12-16-meeting.md)
  • Topics: Lowercase, hyphens (e.g., sales-process.md)
  • Projects: Project name (e.g., lmnt/, hedra/)
  • Clients: Client name (e.g., experiences/lmnt/)

🎓 Best Practices

  1. Capture immediately - Don’t wait, memory fades
  2. Use templates - Consistent structure helps
  3. Link everything - Connect related knowledge
  4. Review regularly - Keep knowledge fresh
  5. Archive, don’t delete - Historical context matters
  6. Be specific - Details compound value
  7. Include examples - Show, don’t just tell

Remember: The goal is to capture knowledge that makes future work faster and better. If in doubt, capture it. You can always organize later.

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