# 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.

- Topic: Projects & Operations
- Framework: Few-Shot
- Level: Advanced
- Tags: Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/create-a-tagging-taxonomy-so-our-team-s-documents-are-easy-to-find

## Prompt

```text
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].
```

## What to fill in

- e.g. "12-person marketing ops team"
- e.g. SharePoint, Confluence, Notion, Google Drive, Teams
- ROLE
- CONFIRM

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.