PromptBlocks for Small Business Owners
The Challenge
You wear every hat. Marketing in the morning, finances at lunch, operations all afternoon, client work squeezed in between. Each role requires different context, different documents, different expertise. Traditional AI tools force you to re-explain your business every conversation. You waste time providing background instead of getting work done.
How PromptBlocks Helps
1. One Project Per Role
Create a project for each hat you wear. Each project holds its own context, files, memories, and conversation history. Your AI assistant becomes an expert in that specific area of your business.
Marketing Project:
- Brand guidelines, campaign history, audience research
- AI understands your voice, positioning, and goals
Finance Project:
- Pricing structure, margins, financial policies
- AI knows your numbers and can help with analysis
Operations Project:
- Processes, vendor relationships, inventory approach
- AI understands how your business runs day-to-day
Client Work Project:
- Service offerings, client history, project templates
- AI knows your deliverables and standards
Switch to Marketing and the AI thinks like your marketing team. Switch to Finance and it shifts to analytical mode with your financial context loaded. No re-explaining. No starting from scratch.
2. Mid-Chat Project Switching
This is where it gets powerful. You're drafting a marketing email and realize you need to reference your current pricing tiers. Instead of opening another tab or hunting through documents:
- Switch to your Finance project mid-conversation
- Ask: "What are our current pricing tiers for the starter package?"
- Get the answer (pulled from your Finance project's context)
- Switch back to Marketing
- Continue your email with accurate pricing
Your different roles can inform each other in real-time. Working on a client proposal? Pull context from Operations about delivery timelines. Reviewing expenses? Switch to Marketing to remember why you approved that campaign budget.
The conversation flows naturally across your business domains without losing your place.
3. File Knowledge (RAG)
Attach important documents to each project once. The AI automatically searches them when relevant and cites its sources.
What to attach:
- Brand guidelines and style guides (Marketing)
- Price lists and margin calculations (Finance)
- Standard operating procedures (Operations)
- Contract templates and service descriptions (Client Work)
How it works: When you ask a question, the AI searches your attached files for relevant information. It pulls in the right context and tells you exactly where it found the answer. No need to manually attach files to each conversation or copy-paste from documents.
Ask "What's our return policy?" and get the answer with a citation: "According to your Customer Policies document, section 3..."
4. Chat History Search (RAG)
The AI can search your past conversations for relevant context. Business decisions, client preferences, ideas you explored months ago—it's all searchable.
Real examples:
- "What did we decide about the holiday discount last year?"
- "What approach did I use for the Johnson proposal?"
- "What were the main objections when I raised prices?"
The AI finds those conversations and references them in its response. Your past thinking becomes a resource, not a forgotten memory buried in chat logs.
This is especially valuable when you revisit decisions or need to maintain consistency across months of client interactions.
5. Memory
As you chat, the AI learns important facts about your business. You can explicitly tell it to remember things, or accept auto-suggested memories when the AI notices something worth keeping.
Memories persist across all chats in a project:
- "Remember that we never discount more than 15%"
- "Remember that Sarah prefers email over phone calls"
- "Remember our fiscal year starts in April"
You can also say things naturally and the AI will offer to save them: "We've decided to focus on B2B clients this quarter" might prompt a memory suggestion.
Over time, each project builds institutional knowledge. Your Marketing project knows your brand evolution. Your Finance project remembers your pricing history. Your business expertise lives in the system, not just in your head.
Sample Prompts
Cross-Project Client Proposal
I need to write a proposal for a new client.
Start by helping me outline the scope, then I'll switch to Finance to pull in our standard pricing, and switch to Operations to confirm our current capacity.
Monthly Business Review
Help me prepare for my monthly review.
Check my recent conversations about wins and challenges. What patterns do you see? What decisions did I make this month that I should revisit?
Quick Reference Check
A client just asked about our rush delivery policy. What do we charge and what's the turnaround time?
(AI automatically searches your attached Operations documents and past conversations)
Getting Started
- Create your core projects — Start with Marketing, Finance, Operations, and Client Work. Write detailed descriptions explaining each role.
- Attach key documents — Upload your most-referenced files to each project. Brand guidelines, pricing sheets, policies, templates.
- Start chatting naturally — Work within each project. The AI learns as you go and memories build automatically.
- Use project switching — When you need context from another area of your business, switch projects mid-chat. Pull in what you need and switch back.
- Let it compound — The more you use each project, the smarter it gets about that area of your business. Your AI assistant becomes a true expert in how you run things.