📚 ThinkWithAI Playbook: Creating an Index of Stored Information

🎯 What this helps you do: Quickly find key information, get clearer insights, and make smarter, faster decisions—while teaching ChatGPT to become a more effective thought partner.

As a busy entrepreneur, you don’t have time to search through scattered notes or files to find what you need.

The Creating an Index of Stored Information Playbook gives you a straightforward system to organize and access your key business insights quickly and efficiently.

This Playbook helps you:

Create a clear, searchable index of your most important details.
Name and categorize information for faster reference.
Teach ChatGPT to pull exactly what you need—when you need it.

By the end, you’ll have a simple, reliable way to store and retrieve critical information so you can focus on making smarter decisions.

Let’s get started.

🧱 Pre-Step: The Setup

Make Sure Memory is Enabled

Click your profile photo
Click Settings
Click Personalization
Toggle on Memory

If your Memory gets full, here’s what to do:

Login to your ChatGPT account
Click your Profile picture
Click Settings
Click Personalization
Click Manage
Click the grey trashcan icon to delete irrelevant conversations
Continue until the yellow Memory Full bar is no longer shown

🎥 The Video Walk-Through

📝 Step 1: Saving Information to Your ChatGPT Account

Think of ChatGPT like a new hire to your team.

You have to be specific about the information you want them to learn…and how your team refers to that information.

Make sure you and ChatGPT are referring to the same information by giving it a specific name.

After you’ve given ChatGPT a piece of information (a call transcript, you’ve worked out a marketing strategy, you’re ideating on future product development, etc.) - give that information a specific name.

Copy-and-paste this at the end of the part of the conversation that’s related to that information.

Name this [Name].

Naming Examples

Sales & Prospect Interactions

[Prospect Name] Sales Call (Date)
Sales Pipeline Review (Month/Year)
Lead Qualification Notes
Follow-Up Strategy for Key Accounts

Meetings & Strategy Sessions

[Date] Team Meeting Notes
Monthly Leadership Meeting Summary
Quarterly Business Review (QBR) Notes
Strategic Planning Session (Month/Year)

Customer & Market Insights

Customer Segmentation Overview
Competitive Analysis (Year)
Industry Trends & Market Shifts
Customer Feedback & Testimonials

Product & Service Development

Q[Number] Product Development Plan
Feature Roadmap (Month/Year)
Beta Test Results & Learnings
Customer Use Cases & Success Stories

Marketing & Positioning

Messaging & Positioning Guide
Content Calendar (Month/Year)
Campaign Performance Review
PR & Outreach Strategy

Financial & Operational Planning

Revenue Goals & Forecast (Year)
Budget Allocation Plan
Pricing Strategy & Analysis
Operational Efficiency Initiatives

Brainstorming & Ideation

Brainstorm Ideas (Month/Year)
Future Business Opportunities
New Offer & Revenue Stream Ideas
Innovation Workshop Notes

Performance & KPI Tracking

Monthly KPI Report
Sales & Marketing Metrics Dashboard
Customer Retention & Churn Analysis
Conversion Rate Optimization Plan

Example Use Case

Name this Sarah Mitchell Sales Call.

What It Looks Like Inside ChatGPT

📖 Step 2: Creating the Index Conversation

Think of this step as building your table of contents.

By turning your saved names into a straightforward index, you’ll always have a quick reference guide at your fingertips.

A clean, well-structured index lets you scan all your stored information at a glance.

Once you have it, you can instantly see where each piece of information is saved, making future prompts and searches even more efficient.

I want to create an index that makes it easy for me to quickly see the names I've given to each [type of information] that helps us pull relevant information from them in the future. Can you turn this conversation into an index that just shares the names of these [type of information] - no other information, so I can easily look through them as needed.

For Example

I want to create an index that makes it easy for me to quickly see the names I've given to each call transcripts that helps us pull relevant information from them in the future. Can you turn this conversation into an index that just shares the names of these calls - no other information, so I can easily look through them as needed.

What It Looks Like Inside ChatGPT

🔍 Step 3: Looking for Information from the Index

Think of the index like a well-organized filing cabinet.

If you know exactly what you’re looking for, finding it is quick and easy.

The same goes for ChatGPT: once you’ve named your information and stored it, you can easily pull it back up by asking targeted questions.

To get the best results, be specific about what you want.

Here are 3 examples of how to retrieve your indexed information.

Example 1: Retrieving Details from One Indexed Item

If you know exactly which piece of information you need, this example shows how to reference a single indexed item by name.

ChatGPT will deliver the specific details you request without changing anything.

Prompt

What did [Name] say about [indexed information]? Use the [Name] that I uploaded to get this information. Don't make any modifications. Bring up the exact copy and paste wording from the transcript. Your answer should exactly match what was said in the transcript

Example Use Case

What did Alex Carter say about how he's currently using AI in his business and where he's running into friction? Use the February 25: Alex Carter Sales Call that i uploaded to get this information. Don't make any modifications. Bring up the exact copy and paste wording from the transcript. Your answer should exactly match what was said in the transcript

What It Looks Like Inside ChatGPT

The Original Indexed Information

Example 2: Finding Information from Multiple Indexed Items

When the answer you need is spread across several sources, this example demonstrates how to reference multiple indexed items at once.

You’ll see how to gather all relevant details without any modifications.

Prompt

[Your question]? Specifically pull this from [Name] and [Name]. Don't make any modifications to the information. Give it to me exactly as it was uploaded.

For Example

How are prospects currently using AI? Specifically pull this from the Alex Carter Sales Call and Sarah Mitchell Sales Call. Don't make any modifications to the information. Give it to me exactly as it was uploaded.

What It Looks Like Inside ChatGPT

The Original Indexed Information

Example 3: Have ChatGPT Find Information For You

If you’re not sure where a particular detail is stored, this example explains how to describe what you’re looking for.

ChatGPT can help you identify which information mentions the context you need, saving you time and guesswork.

Prompt

I want to find the [type of information] where [context of information]. Which [type of information] should I look at where it is specifically mentioned “[context of information]”.

For Example

I want to find the the sales call where a prospect talks about how they are using AI to automating small tasks. Which sales call should I look at where it is specifically mentioned “automating small tasks”.

What It Looks Like Inside ChatGPT

You now have a clear system for naming and indexing your most valuable information.

This means less time searching and more time taking action.

Use this Playbook to keep your notes, transcripts, and insights at your fingertips.

When you need quick answers, ChatGPT will know exactly where to find them, giving you an edge in making smart, timely decisions.