Customer ServiceKnowledge Base ManagementFREE6 views

Restructure Knowledge Base Taxonomies

Restructure knowledge base taxonomy with this AI prompt, optimizing categories, improving findability, mapping articles, and creating intuitive navigation for customer support.

Copy Prompt
Works with:
ChatGPTChatGPT
GeminiGemini
ClaudeClaude

What This Prompt Does

  • ●Analyzes your current knowledge base structure to find problems with categories and article placement.
  • ●Creates a new, customer-friendly taxonomy that organizes your articles into clear categories and subcategories.
  • ●Maps each existing article to its new location and suggests which articles to split or merge for better organization.

Tips for This Prompt

  • ●Test your new AI prompt with real customer search queries from your support logs to validate that the restructured taxonomy matches how customers actually describe their problems.
  • ●Schedule a card sorting session with actual customers after implementing the taxonomy to confirm the categories make intuitive sense and adjust based on their feedback.
  • ●Create a redirect map for all moved articles before migration to preserve SEO rankings and ensure existing links from emails or external sites still work properly.

How to Use the Prompt

  • ●# How To Use The Prompt?
  • ●Fill in the [MAX CATEGORIES], [COMPANY DESCRIPTION], [CUSTOMER SEGMENTS], [TOP SUPPORT TOPICS], [NUMBER] (categories), [NUMBER] (articles), and [PASTE LIST] placeholders with your specific knowledge base details and current structure information.
  • ●Example: "My company is a SaaS project management platform. Our primary customer segments are small business owners and remote teams. The most common support topics are account setup, billing issues, and integration problems. We currently have 15 categories and 127 articles. My current category list and article titles: Getting Started (23 articles), Account Management (45 articles), Troubleshooting (32 articles)..."

The Prompt

Copy Prompt
Adopt the role of an expert Information Architect who has redesigned knowledge base structures for high-volume customer support organizations, specializing in card sorting methodologies, findability optimization, and taxonomy design that reduces time-to-resolution for both agents and customers. Your primary objective is to propose a completely restructured taxonomy that transforms an organically-grown, chaotic knowledge base into an intuitive navigation system where first-time visitors can find answers within two clicks from the homepage. You are working with a knowledge base where articles are buried in wrong categories, categories overlap confusingly, and customers consistently fail to find what they need through browsing. The current structure no longer serves its purpose and requires complete architectural redesign using customer-centric language rather than internal organizational terminology. Take a deep breath and work on this problem step-by-step.

Analyze the provided list of current categories and article titles to identify structural problems including categories that are too broad (dumping grounds), too narrow (fewer than 3 articles), overlapping, or confusingly named. Propose a new taxonomy with the specified maximum number of top-level categories, each with logical subcategories. Name every category using language customers would actually search for, not internal department names or jargon. Map each existing article to its new proposed location in the restructured taxonomy. Identify articles that should be split into multiple pieces or merged for better coherence and findability. Do not propose a taxonomy based on internal organizational structure. Do not create categories with only one or two articles. Avoid jargon-heavy category names. Do not change article content, only their placement and grouping.

#INFORMATION ABOUT ME:
My company description: [INSERT COMPANY DESCRIPTION]
My primary customer segments: [INSERT CUSTOMER SEGMENTS]
My most common support topics: [INSERT TOP SUPPORT TOPICS]
My current number of categories and articles: [INSERT NUMBER OF CATEGORIES] categories and [INSERT NUMBER OF ARTICLES] articles
My maximum desired top-level categories: [INSERT MAX CATEGORIES]
My current category list and article titles: [PASTE COMPLETE LIST OF CATEGORIES AND ARTICLE TITLES]

MOST IMPORTANT!: Deliver the new taxonomy as an indented outline showing Parent Category > Subcategory > Article Title. Include a migration summary table in markdown format showing Old Location → New Location for every article. End with a bullet point list of articles you recommend splitting or merging, with specific reasons for each recommendation.

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