What you'll get
- 2 copy-ready blocks
- 3 min read
- Account fact sheet
- Project instructions
How to use it
make one AI project for each Tier 1 account, keep a checked fact sheet inside it and start every prompt there, not in a blank chat.
The hack: make one AI project for each Tier 1 account, keep a checked fact sheet inside it and start every prompt there, not in a blank chat.
Why a project, not a new chat
Claude Projects, ChatGPT Projects and Gemini Gems all let you store files and standing instructions that apply to every chat inside them. Used per account, that means the assistant already knows the company, the people and what has been said before it writes a word. You stop pasting background, and the answers stop drifting back to generic copy.
Check your company's AI policy before you upload anything about a client or prospect. Keep to public information and your own notes unless the policy allows more.
The fact sheet
One file per account. Every line has a source and a date. If you cannot source it, leave it out.
Account fact sheet
ACCOUNT: [name] WEBSITE: [url] TIER: 1 OWNER: [your name]
Last checked: [date]
What they do: [one sentence, from their own website]
Size and markets: [employees, regions], source: [link, date]
Recent changes: [trigger, date, link]
Why we fit: [past client they resemble, and the problem we solved there]
Buying committee
Budget owner: [name, title], said: [their words, where, when]
Day-to-day owner: [name, title], said: [...]
Technical evaluator: [name, title], said: [...]
Procurement: [name, title]
History with us
[date] [channel] [who] [what happened, in one line]
Do not say: [claims we cannot back, competitors they use, topics to avoid]The standing instructions
Paste these into the project's instructions once.
Project instructions
You are helping me sell to [account]. Use only the facts in the fact sheet and
anything I paste into the chat. If a fact is not there, say "not in the sheet"
and do not guess. Write for the named person and their role, not for the
company in general. Keep emails under 120 words, plain English, one question,
no claims about results we have not recorded. When I paste call notes, list
what changed in the sheet and wait for me to approve it.The five-minute weekly update
- Paste the week's call notes, replies and any trigger you found.
- Ask: "What should change in the fact sheet? List additions, corrections and removals."
- Check each change against the source. Approve or reject.
- Replace the file with the updated sheet and change the "Last checked" date.
- Ask one question: "Who in the buying committee have we not reached, and what would be a true reason to write to them now?"
Three mistakes to avoid
- Letting the assistant edit the sheet unchecked. One invented fact copied into ten emails is ten wrong emails.
- One project for all your accounts. Facts from one company leak into messages to another.
- Projects for Tier 3 accounts. The upkeep only pays back where you will write to several people over months.
Make it a habit: after every call or reply, paste the note into that account's project before you close the tab, and update the sheet on the same day each week.
Why this works on named accounts
Read next
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