by Are you tired of getting generic outputs from AI tools? Wondering how to make AI actually understand your business and work the way you need it to?
In this article, you'll discover how to personalize AI tools to work specifically for your business, from setting up custom instructions to building knowledge bases that transform how AI understands your unique needs.
What AI Personalization Is and Why It Matters for Your Business
AI tools like ChatGPT and Claude are powerful generalists. They don't know your business, industry, customers, or communication style.
Better results don't require the latest model. They require personalizing the tools you already use.
This article focuses on personalizing AI tools themselves—not using AI to personalize customer communications. We're teaching AI to understand your business, processes, voice, and goals so it delivers better, more relevant outputs.
The principle is simple: better inputs lead to better outputs.
You can personalize AI for individual use or build a corporate brain—shared intelligence any team member can access for subject matter expertise.
Start by improving what you feed into these models.
#1: Capture and Collect Your Unstructured DATA
Begin by capturing and collecting information. Gather existing business documents: technical support materials, product descriptions, marketing content, sales presentations, proposals, and strategy documents.
Next, capture the insights and wisdom living in your team's heads. Get that knowledge documented.
Focus on proprietary, unstructured data—not spreadsheets or databases. The DATA acronym clarifies what you need:
D = Domain Expertise: Deep insights accumulated through years of field experience. Consider:
- What do experts in your field know that beginners don't?
- What do outsiders get wrong about your industry?
- How can you tell if content was written by a true expert versus an outsider?
These questions distinguish surface-level insights (likely in AI training data) from insights unique to your company.
A = Approach: Frameworks, methodologies, and heuristics you've developed over time. Think about:
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GET THE DETAILS- Systems, processes, standard operating procedures
- Checklists you follow
- Questions you ask when approaching new projects or clients
- Frameworks you follow instinctively
T = Talent: What you're great at. What people praise you for. Review testimonials. See what others say about working with you or your business.
A = Anecdotes: AI models lack perspective, experience, and real-world context. You have successes, failures, and lessons learned. What stories can only you tell? That content doesn't exist in any model's training data.
Voice Tools to Capture Unstructured Knowledge
You'll capture insights from human interactions:
- Internal meetings
- Subject matter expert interviews
- Executive interviews
- Sales calls
- Customer conversations
We speak three to four times faster than we write. Voice tools capture knowledge more efficiently while preserving natural, authentic language.
Otter provides word-for-word transcription. Add custom vocabulary—internal acronyms, product names, brand terms, industry jargon—to ensure accurate capture. For hours of audio, this preprocessing eliminates manual cleanup before feeding content into AI models.
Fireflies automatically joins Zoom meetings. Its chatbot, Fred, lets you query meetings and extract insights. The platform tracks keyword frequency and reports speaker sentiment, delivering analytics beyond basic transcription.
Descript excels at editing. It transcribes audio and video, then lets you edit media by editing the transcript. Cut, copy, paste, and trim through simple text edits.
#2: Build an AI-Powered Knowledge Base to Facilitate DATA Access Across All Your Platforms
Now it’s time to make your information work for you.
Rather than training individual custom GPTs or Gems on each platform, bring all your DATA together in one place.
This is knowledge management or enterprise search. It makes collected knowledge accessible and powerful.
Connect all your tools and platforms (Google Drive, Gmail, Slack, support tickets) to the enterprise search system. Then anyone on your team can query the system. It generates answers drawing only from the sources and knowledge you provided. Responses include clickable citations showing exactly where AI pulled each answer.
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GET YOUR TICKETS—SAVE $300Enterprise Search Tools to Put Unstructured Knowledge to Work
Guru stands out for its search capabilities, knowledge agents, and recurring verification schedules. Verifiers—subject matter experts or admins—review, edit, and verify responses within set timeframes.
As your team interacts with AI agents for different use cases, conversations, questions, and answers aggregate into a single view for verifiers to check.
This creates a self-improving system that gets smarter with use.
Glean offers another enterprise search option.
NotebookLM works similarly to Guru and Glean, but with a key difference: you assign specific sources to a notebook. Answers come only from those designated files.
NotebookLM cites sources. Hover over any citation to see the exact excerpt, confirming information accuracy.
Here's a use case: An interior designer created extensive business resources—standard operating procedures, team checklists, and email templates for high-end client communication. Her team struggled to adopt these resources.
She uploaded everything into NotebookLM, creating an interactive hub for team questions: What's our policy on this? How do we handle installation day?
Coveo provides enterprise-grade knowledge management with data encryption and HIPAA compliance. It empowers internal users but also deploys on your website, letting customers ask product page questions or self-service support answers.
#3: Use AI Tools to Create Content Informed by Your Knowledge Base
Now tackle your to-do list. Create content using these tools:
Custom GPTs and Gems scale your expertise for content creation, newsletters, LinkedIn posts, and more.
Grammarly checks spelling and grammar while providing inline tone and style validation. It follows you across platforms, prompting you to maintain brand voice.
Its knowledge share feature displays summaries and source links when you reference products, projects, or acronyms. This makes the collected knowledge actionable during production.
Writer powers sophisticated multi-step content creation workflows.
Google Workspace Studio is a brand-new workflow automation tool. Start with a natural language prompt, and it builds the workflow for you. It integrates with Chat, Google Meet, Gmail, Docs, Sheets, and Asana. Gemini is built in.
Example: You manage a Google Sheet. Create a workflow so that when someone adds a new column with a name and episode number, the system automatically creates folders, creates subfolders, monitors those folders, and triggers emails when files are uploaded. Google Workspace Studio makes this possible.
Taylor Radey is the Director of Research at SmarterX, an offshoot of the Marketing AI Institute, and an instructor in their AI Academy. Her newsletter, Growth Curve, helps business leaders scale with AI. Follow her on LinkedIn.
Other Notes From This Episode
- Connect with Michael Stelzner @Stelzner on Facebook and @Mike_Stelzner on X.
- Watch this interview and other exclusive content from Social Media Examiner on YouTube.
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