| | | | | | Your company policies probably exist, but they're not usable in the moments you need them. People ping the same teammate for the same answers, and that "one handbook" turns into a time sink. | A simple policy GPT can cut the noise, speed up onboarding, and keep answers consistent. Here's a real workflow you can copy in under 30 minutes. |
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| | | | | How We Turned 10 Policy Docs Into a Team-Ready Policy GPT | We emulated a startup ops lead who needed one place to check remote work, social media, and handbook rules without digging through long PDFs. | The goal was fast answers that only come from internal docs, so the team stops losing time to repeat questions. | | Why a Company Policy GPT Works | ✅ Centralizes scattered PDFs and docs into one searchable place, so employees stop hunting through long manuals | ✅ Answers in a consistent "formal but friendly" tone, which keeps policy responses clear and easy to trust | ✅ Restricts responses to your uploaded knowledge base, cutting down on made-up answers and confusion | ✅ Saves time across the team by reducing interruptions, especially for ops, HR, and managers | ✅ Supports lightweight sharing with a link when the content isn't sensitive, making rollout quick | | How We Did It | Here's the exact setup we used to build a company policy GPT that only answers from your documents, plus how to test it so it stays reliable once your team starts using it. | | 1. Create your GPT & name it upfront | Head to ChatGPT, and in the side menu select Explore GPTs to get started with a new Custom GPT. | Create your new GPT and skip straight to the Configure tab and type your name there. We went with something easy like Skill Leap Internal Policies GPT, so we recommend something similar. This keeps the build fast and focused. | | 2. Set the tone, then move into Configure | Set a tone early on in your Instructions, say something like "I want you to reply in a formal but friendly manner". After that, you will continue to do most of the work in Configure because this GPT relies on your knowledge base, not clever prompting. | | 3. Turn off tools you don't need | Disable image generation and anything built for analysis workflows. For a policy assistant that's answering from text documents, you don't need extra tools turned on. Keeping this minimal helps avoid weird behavior and keeps responses snappy. | |
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| | | | | 💫 Level Up | Learn the Foundations of Generative AI | | If you want this week's policy GPT workflow to be just the start, this learning path gives you the full foundation to build, create, and ship with generative AI across your business. Skill Leap's Foundations of Generative AI bundles five courses into one clear track, so you can go from "trying tools" to having repeatable workflows for text, images, videos, and custom GPTs. | Get hands-on with top tools for creating text, images, and videos Build prompt skills that help you steer outputs and get consistent results Create on-brand visuals with Midjourney using references and editing tools Build custom GPTs for writing, analytics, policies, and internal workflows Finish the track and earn your Certificate of Achievement to showcase your skills
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| | | | | 4. Prepare your policy docs for upload | Gather the documents your team asks about most. In the lesson example, there were nine docs including mission and values, equal employment policy, employee handbook, plus more specific policies like remote work and social media. | Download them as files so you can upload directly instead of linking out to cloud docs. Direct uploads are faster and reduce privacy risks. | | If a file fails to upload, don't panic. Convert it and try again. One simple fix is saving the same content as a TXT file instead of a PDF or DOCX. The goal is to get the information in, not to preserve formatting. | 5. Upload everything into the Knowledge section | In the GPT editor, find the Knowledge area and upload your files. A quick speed move is selecting multiple documents at once (shift-click). | Keep an eye on file limits. If you hit an error banner, reduce the number of files or split your policies into smaller, tighter docs. | | Also keep file size reasonable. You can upload a lot of words, but huge files can slow responses. For a policy GPT, speed matters because the whole point is quick answers during day-to-day work. | 6. Lock the GPT to your knowledge base & test it twice | Double check that you have web browsing turned off so it doesn't pull outside info. | Then add a rule in your instructions like: | "Only answer if the information is inside the knowledge base. If you can't find it, say: 'I don't have that information. Please ask your manager.'" | | From there, be sure to test and make sure it pulls in the relevant information from your docs. If the responses look accurate, then you are good to go. | | | Other Use Cases | Once you've built a knowledge-based GPT like this, the same setup applies far beyond company policies. Try it with your own documents and watch how quickly it turns "search time" into "answer time." | Other ways to use this workflow | 👥 HR: Turn onboarding docs into a quick-start assistant for new hires and managers | ⚙️ Operations: Make SOPs searchable so recurring process questions stop hitting Slack | 📢 Marketing: Upload brand guidelines and messaging rules to keep content consistent | 💼 Sales: Create a GPT trained on product FAQs, pricing sheets, and objection handling docs | 💻 IT: Centralize internal how-tos and access policies so teammates self-serve fast | |
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| | | | | | Get your AI tool, agency, or service in front of 280k+ AI enthusiasts 🤝 | |
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| | | | | 💡Bonus Pro Tips | Keep docs tight & task-focused: If your handbook is massive, split it into smaller files by theme (time off, remote work, conduct). You'll get faster answers and fewer irrelevant responses. | Add a "cite the doc" rule: In your instructions, ask it to mention which policy doc it used in the answer (example: "Based on the Remote Work Policy…"). That builds trust and helps employees verify details quickly. | Treat sharing like access control: If you share via link, assume it can travel. For anything sensitive, keep the GPT private and limit who can access it. A policy GPT is usually fine, but confidential docs are a different story. |
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| | | | | ⏭️ What's Next | This Friday, we'll break down the biggest AI updates you should actually care about. Then next Tuesday, we're back with another How-To you can build on. | If you want the guided track that ties these skills together, Skill Leap's learning paths make it easy to stay consistent week to week. |
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