Create a tagging taxonomy so our team's documents are easy to find
Designs categories, tags, synonyms, and required metadata so people can find documents in SharePoint, Confluence, Notion, or a shared drive.
The prompt
Help me design a taxonomy so our team's knowledge is easy to search and find.
Team and what we do: [e.g. "12-person marketing ops team"]
Where the documents live: [e.g. SharePoint, Confluence, Notion, Google Drive, Teams]
Sample of what we have: [PASTE a list of document titles, folder names, or short descriptions - 30+ is ideal]
How people search today and what goes wrong: [e.g. "people can't tell which version is current", "everything is in 'Misc'"]
Who will maintain it: [ROLE]
Design:
1. Top-level categories (5-9) based on how people look for things (by task, process, client, or product - say which principle you chose and why).
2. Tag sets (facets) - e.g. document type, process, audience, product, status, year. For each: allowed values, a definition, and an example.
3. Synonyms - terms people search for mapped to the official tag (e.g. "PO" -> "purchase order").
4. Required metadata per document: owner, last reviewed date, status (draft / current / archived).
5. Mapping - show where 10-15 of my sample documents would sit.
6. Governance - who can add new tags, how often to review, how to retire old content.
7. Retagging plan - how to apply the taxonomy to existing content in stages, starting with the most-used documents.
8. A one-page guide for the team: which tags to use, with examples.
Keep it simple enough to use without training: no more than 3 levels deep and no more than 6 tag sets. Use only tags the sample supports; mark anything you are guessing about our content as [CONFIRM].
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Projects & Operations prompts
What to fill in
- e.g. "12-person marketing ops team"
- e.g. SharePoint, Confluence, Notion, Google Drive, Teams
- ROLE
- CONFIRM
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
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