2 articles
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Give your AI a small brain, not a library
Anyone who puts all their documents into a knowledge base for AI will see their assistant drown in it. A short index that points the way actually works much better.
Last week in a workshop about agents I showed something I normally keep for another training course. I showed the second brain that my agents use. A participant immediately asked what the difference is with a knowledge base where you put all your knowledge. I thought that was a good question. I actually know companies that are doing exactly that. They put their entire knowledge management into one large knowledge base, so that AI can access it everywhere. That is a logical thought. And it is also the mistake I made myself.
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What Copilot can and cannot see
Sometimes Copilot seems to know everything, sometimes it cannot find a document that is right there. How its index works, what falls out of view, and what you can do about it.
The same thing happens in almost every Copilot workshop. Someone asks a question about a project and gets a surprisingly complete answer, with references to emails, a Teams conversation and a document on SharePoint. A few minutes later, a colleague asks about a procedure that has existed for years, and Copilot knows nothing about it. How is that possible?
At the bottom of this article is a prompt you can use to test for yourself which of your documents Copilot finds.
A signpost, not an archive
The answer lies in how Copilot gets its knowledge. Within a Microsoft 365 environment, Copilot builds an index across your OneDrive, SharePoint, mailbox and Teams. Microsoft currently calls this layer Work IQ, and the name might still change.
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