Time Pass - HelloKisan

Library

49. AI-Ready Website Content Discovery Framework 1- 15 Modules

Section 6 - Taking Stock of What Yiu Already Have

KNOWLEDGE VISIBILITY WEBSITE WORKBOOK

Chapter 6

Taking Stock of What You Already Have

Most organisations already have a great deal of useful content.

The problem is not always that knowledge is missing.

The problem is that it is scattered.

Some may be sitting in:

• Old websites

• Brochures

• Presentations

• Reports

• Proposals

• Training material

• Photographs

• Videos

• Social media posts

• Customer messages

• Employees’ computers

• Founders’ memories

Some of this material may still be very useful.

Some may need updating.

Some may be repeated in several places.

Some may no longer represent the organisation correctly.

Before creating new content, we should first understand what already exists.

This chapter is not a detailed audit.

It is a simple stock-taking exercise.

We are trying to discover:

• What the organisation already has

• Where it is located

• What can be reused

• What needs improvement

• What is missing

• What knowledge may be at risk of being lost

You do not need to collect every file immediately.

At this stage, we only need a clear picture.

_________________________________________________

6.1 Your Present Website

Content Need

Please tell us about the organisation’s existing website, if there is one.

Do You Currently Have a Website?

☐ Yes

☐ No

☐ It exists but is inactive

☐ A new website is already under development

Website Address

_________________________________________________

What Do You Like About the Present Website?

_________________________________________________

What Do You Not Like About It?

_________________________________________________

What Information Is Missing?

_________________________________________________

What Should Definitely Be Retained?

This may include:

• Useful pages

• Good photographs

• Important articles

• Downloads

• Customer resources

• Brand identity

• Search ranking

• Existing website links

_________________________________________________

What Should Be Removed or Rewritten?

_________________________________________________

Mentor’s Note

Do not assume that everything old is useless.

A poorly designed website may still contain valuable knowledge.

Similarly, a visually attractive website may still explain very little.

We should evaluate the content separately from the appearance.

_________________________________________________

6.2 Organisation Profiles, Brochures and Presentations

Content Need

Please identify the basic documents already used to introduce the organisation.

What Do You Already Have?

☐ Company profile

☐ Organisation brochure

☐ Product catalogue

☐ Service brochure

☐ Investor presentation

☐ Sales presentation

☐ Training presentation

☐ Partnership proposal

☐ Project proposal

☐ Annual report

☐ Impact report

☐ Other:

_________________________________________________

Which Document Is Used Most Frequently?

_________________________________________________

Which Document Explains the Organisation Best?

_________________________________________________

Which Document Is Most Outdated?

_________________________________________________

Are Different Documents Giving Different Information?

☐ Yes

☐ No

☐ Possibly

If yes, please explain:

_________________________________________________

Is Important Information Missing from All of Them?

_________________________________________________

Content Note

These documents can often provide useful starting material for:

• Homepage content

• About Us pages

• Product and service pages

• Founder profile

• Project descriptions

• Statistics

• Timelines

• Customer benefits

However, they should not simply be copied onto the website without review.

_________________________________________________

6.3 Reports, Manuals and Technical Documents

Content Need

Please identify documents that contain deeper organisational or technical knowledge.

What Types of Documents Exist?

☐ Project reports

☐ Technical reports

☐ Research reports

☐ Feasibility studies

☐ Standard Operating Procedures

☐ Process manuals

☐ Training manuals

☐ User manuals

☐ Quality documents

☐ Policy documents

☐ Guidelines

☐ Survey reports

☐ Field notes

☐ Other:

_________________________________________________

Which Documents Contain the Most Valuable Knowledge?

_________________________________________________

Which Are Still Current?

_________________________________________________

Which Need Updating?

_________________________________________________

Are Any Documents Confidential?

☐ Yes

☐ No

☐ Some are partly confidential

Can Some Confidential Documents Be Converted into Public Learning Without Revealing Sensitive Information?

☐ Yes

☐ No

☐ Needs discussion

Mentor’s Note

A detailed report may not be suitable for direct publication.

But one report may produce:

• Several articles

• A case study

• A short guide

• A checklist

• A diagram

• A Frequently Asked Questions page

• A practical tool

The purpose is not always to publish the whole document.

The purpose is to identify the knowledge contained inside it.

_________________________________________________

6.4 Articles, Blogs and Written Knowledge

Content Need

Please identify useful written material already produced by the organisation or its people.

What Written Material Exists?

☐ Website articles

☐ Blog posts

☐ Newspaper articles

☐ Magazine articles

☐ Research papers

☐ Opinion pieces

☐ Social media posts

☐ Newsletters

☐ Speeches

☐ Conference papers

☐ Training notes

☐ Founder’s notes

☐ Other:

_________________________________________________

Where Is This Material Currently Available?

_________________________________________________

Which Articles or Notes Are Still Useful?

_________________________________________________

Which Subjects Have Been Written About Repeatedly?

_________________________________________________

Which Important Subjects Have Never Been Properly Written About?

_________________________________________________

Has the Same Content Been Published in Several Places?

☐ Yes

☐ No

☐ Not sure

Is the Original Version Available?

☐ Yes

☐ No

☐ For some material

Content Note

Original editable files are usually more useful than screenshots, scanned copies or social media images.

Where possible, please retain:

• Original Word files

• Presentations

• Spreadsheets

• High-resolution photographs

• Original video files

• Publication dates

• Author names

• Source information

_________________________________________________

6.5 Photographs and Images

Content Need

Please identify the photographs and visual material already available.

What Photographs Do You Have?

☐ Founder

☐ Leadership team

☐ Employees

☐ Office

☐ Factory

☐ Farm

☐ Laboratory

☐ Products

☐ Machinery

☐ Projects

☐ Field activities

☐ Training programmes

☐ Events

☐ Customers

☐ Before-and-after situations

☐ Certificates and awards

☐ Other:

_________________________________________________

Where Are These Photographs Stored?

_________________________________________________

Are the Original High-Quality Files Available?

☐ Yes

☐ No

☐ Some are available

Are the Photographs Properly Named?

☐ Yes

☐ No

☐ Partly

Do You Know:

• Who is shown?

• Where the photograph was taken?

• What activity is taking place?

• When it was taken?

• Whether permission exists for publication?

☐ Yes, for most photographs

☐ Only for some photographs

☐ No

Which Photographs Best Represent the Organisation?

_________________________________________________

What New Photographs Are Needed?

_________________________________________________

Mentor’s Note

Real photographs usually create more trust than generic stock images.

However, a photograph becomes much more useful when we know its story.

For example:

Farmer standing in a field

is less useful than:

A farmer in Sikar inspecting a drip irrigation system installed to improve water-use efficiency in pomegranate cultivation.

The second description turns an image into knowledge.

_________________________________________________

6.6 Videos and Audio Material

Content Need

Please identify any existing video or audio content.

What Material Exists?

☐ Organisation introduction video

☐ Founder interview

☐ Customer testimonial

☐ Product demonstration

☐ Training video

☐ Project video

☐ Event recording

☐ Webinar

☐ Podcast

☐ Media interview

☐ Field video

☐ Short social media video

☐ Audio explanation

☐ Other:

_________________________________________________

Where Is This Material Available?

☐ YouTube

☐ Website

☐ Social media

☐ Mobile phones

☐ Computers

☐ Cloud storage

☐ External production agency

☐ Other:

_________________________________________________

Which Videos Are Still Useful?

_________________________________________________

Which Videos Need Editing or Shortening?

_________________________________________________

Is the Spoken Content Available in Written Form?

☐ Yes

☐ No

☐ For some videos

Are Subtitles Available?

☐ Yes

☐ No

☐ For some videos

Which Important Subjects Could Be Explained Better Through Video?

_________________________________________________

Content Note

A long video may be converted into:

• Short clips

• Written articles

• Quotations

• Frequently Asked Questions

• Social media posts

• Visual explainers

• Training material

Existing video should therefore be treated as a knowledge source, not only as promotional material.

_________________________________________________

6.7 Customer Stories and Case Examples

Content Need

Please identify real work that can help others understand the organisation’s experience.

Guidance Note

A customer story does not need to be a dramatic success story.

It may simply explain:

• What situation existed

• What problem was faced

• What the organisation did

• What happened

• What was learned

The most useful stories are often practical and honest.

Which Projects or Customer Situations Should Be Documented?

_________________________________________________

For Each Example, Do You Have:

Available Material	Yes	No	Not Sure
Customer background
Description of the problem
Work performed
Photographs
Data or results
Customer feedback
Permission to publish

Which Case Best Represents Your Work?

_________________________________________________

Which Case Taught You the Most?

_________________________________________________

Which Case Did Not Go as Expected but Produced Useful Learning?

_________________________________________________

Mentor’s Note

A case study need not always say:

Everything was successful.

A responsible case study may also explain:

• What did not work

• What had to be changed

• What limitations were discovered

• What the organisation would do differently next time

Such stories often carry greater knowledge value.

_________________________________________________

6.8 Testimonials, Reviews and Recognition

Content Need

Please identify what others have said about the organisation.

What Evidence Is Available?

☐ Written testimonials

☐ Video testimonials

☐ Online reviews

☐ Appreciation letters

☐ Repeat customer records

☐ Awards

☐ Media coverage

☐ Certificates

☐ Government recognition

☐ Institutional partnerships

☐ Invitations to speak

☐ Other:

_________________________________________________

Where Is This Material Currently Stored?

_________________________________________________

Which Testimonials Are Most Meaningful?

_________________________________________________

Can the Customer’s Name and Organisation Be Published?

☐ Yes

☐ No

☐ Permission is required

Are Any Testimonials Too General?

For example:

Very good service.

☐ Yes

☐ No

Can More Specific Feedback Be Collected?

For example:

The costing exercise helped us identify that packaging and distributor margins—not raw materials—were creating the largest price pressure.

☐ Yes

☐ No

☐ Later

Content Note

Specific feedback is more useful than praise alone.

It helps new visitors understand:

• What problem was solved

• What kind of customer benefited

• What changed

• Why the organisation was useful

_________________________________________________

6.9 Tools, Templates and Practical Resources

Content Need

Please identify any practical resources created by the organisation.

What Already Exists?

☐ Calculators

☐ Costing sheets

☐ Checklists

☐ Worksheets

☐ Assessment forms

☐ Questionnaires

☐ Planning formats

☐ Templates

☐ Decision trees

☐ Standard Operating Procedures

☐ Sample reports

☐ Sample agreements

☐ Training exercises

☐ Self-assessment tools

☐ Other:

_________________________________________________

Which Tools Are Used Internally?

_________________________________________________

_________________________________________________

Which Tools Are Shared with Customers?

_________________________________________________

Which Tools Could Be Simplified for Public Use?

_________________________________________________

Which Tools Need Technical or Legal Review Before Publication?

_________________________________________________

Which Tool Best Demonstrates the Organisation’s Knowledge?

_________________________________________________

Mentor’s Note

A useful tool can sometimes create more value than ten articles.

It allows the visitor to apply knowledge to their own situation.

However, public tools may need simplification, explanation and clear limitations.

_________________________________________________

6.10 Data, Research and Organisational Records

Content Need

Please identify useful data already available within the organisation.

What Type of Data Exists?

☐ Customer data

☐ Sales data

☐ Project data

☐ Cost data

☐ Production data

☐ Survey findings

☐ Field observations

☐ Market data

☐ Employment data

☐ Training data

☐ Impact data

☐ Research findings

☐ Historical records

☐ Other:

_________________________________________________

Which Data Can Help Explain Your Work?

_________________________________________________

Which Data Can Be Shared Publicly?

_________________________________________________

Which Data Is Confidential or Personal?

_________________________________________________

Is the Data:

☐ Organised

☐ Partly organised

☐ Scattered

☐ Difficult to locate

☐ Available only with one person

Does the Data Have Clear Dates and Sources?

☐ Yes

☐ No

☐ Partly

Content Note

Data should not be published merely because it exists.

Before use, it should be checked for:

• Accuracy

• Relevance

• Privacy

• Date

• Source

• Context

• Permission

Useful data may later become:

• Charts

• Tables

• Industry insights

• Case evidence

• Impact summaries

• Tools

• Research notes

_________________________________________________

6.11 Social Media and Other Digital Channels

Content Need

Please identify the organisation’s existing digital presence.

Which Channels Are Active?

☐ Facebook

☐ Instagram

☐ LinkedIn

☐ YouTube

☐ X

☐ Pinterest

☐ WhatsApp groups

☐ Telegram

☐ Google Business Profile

☐ Newsletter

☐ Podcast platform

☐ Online marketplace

☐ Industry portal

☐ Other:

_________________________________________________

Which Channel Is Most Active?

_________________________________________________

Which Channel Produces the Most Enquiries?

_________________________________________________

Which Channel Contains the Most Useful Knowledge?

_________________________________________________

Is the Same Content Repeated Everywhere?

☐ Yes

☐ No

☐ Partly

Is Any Valuable Content Available Only on Social Media?

☐ Yes

☐ No

☐ Not sure

If yes, please describe:

_________________________________________________

Which Channels Are No Longer Active?

_________________________________________________

Which Channels Should Be Strengthened?

_________________________________________________

Mentor’s Note

Social media posts are temporary and difficult to organise.

Useful knowledge should not remain available only inside old posts.

Important material should be brought back into the website, where it can be organised, searched and linked properly.

_________________________________________________

6.12 Knowledge Held by People

Content Need

Please identify important knowledge that exists mainly in the minds of individuals.

Guidance Note

Some of the organisation’s most valuable knowledge may not exist in any document.

It may be held by:

• Founder

• Senior employee

• Technical expert

• Field worker

• Production manager

• Salesperson

• Customer support person

• Long-term dealer

• Consultant

• Retired employee

This knowledge may include:

• Why certain decisions were made

• What usually goes wrong

• How customers behave

• Practical shortcuts

• Local conditions

• Supplier knowledge

• Historical learning

• Relationships

• Unwritten quality standards

• Lessons from failures

Who Holds Important Knowledge?

Person or Role	What Do They Know?	Is It Documented?
		☐ Yes ☐ No
		☐ Yes ☐ No
		☐ Yes ☐ No
		☐ Yes ☐ No
		☐ Yes ☐ No

Who Should Be Interviewed First?

_________________________________________________

Is Any Important Person Likely to Retire, Leave or Become Less Available?

☐ Yes

☐ No

☐ Not sure

What Knowledge Should Be Recorded Urgently?

_________________________________________________

Mentor’s Note

A document can be recreated.

Forty years of practical experience may not be.

Knowledge that depends entirely on one person should be treated as an organisational priority.

_________________________________________________

6.13 What Must Never Be Lost?

Content Need

Please identify the organisation’s most precious knowledge assets.

Guidance Note

Imagine that tomorrow:

• Every computer stops working

• Every website disappears

• Every file is lost

• Key people are no longer available

What knowledge would you regret losing forever?

This question often reveals the organisation’s real intellectual capital.

The Five Things We Must Never Lose

_________________________________________________

Why Are These Important?

_________________________________________________

Where Do They Exist Today?

_________________________________________________

Are They Safely Stored?

☐ Yes

☐ No

☐ Partly

☐ Not sure

What Should Be Done First?

_________________________________________________

6.14 What Is Outdated, Repeated or No Longer Useful?

Content Need

Please identify material that should not automatically move into the new website.

Guidance Note

Old content may contain:

• Outdated prices

• Old contact details

• Former employees

• Services no longer offered

• Expired programmes

• Incorrect data

• Old branding

• Unverified claims

• Repeated text

• Low-quality images

• Broken links

• Information written for a different audience

Which Material Is Clearly Outdated?

_________________________________________________

Which Material Is Repeated in Several Places?

_________________________________________________

Which Material No Longer Represents the Organisation?

_________________________________________________

Which Content Needs Expert Review?

_________________________________________________

Which Content Should Be Archived Rather Than Deleted?

_________________________________________________

Content Note

“Old” does not always mean “useless.”

Historical content may still be valuable if it is clearly presented as history.

The important issue is that visitors should not mistake old information for current information.

_________________________________________________

6.15 What Is Missing?

Content Need

Please identify important content that does not presently exist.

Guidance Note

After reviewing what is already available, we can begin noticing gaps.

These may include:

• Clear organisation introduction

• Updated founder profile

• Product information

• Service explanation

• Customer stories

• Frequently Asked Questions

• Technical guides

• Pricing explanation

• Process explanation

• Team profiles

• Project photographs

• Impact information

• Tools and downloads

• Contact pathways

• Policies

• Current data

Important Content That Is Missing

_________________________________________________

Which Missing Content Is Most Urgent?

_________________________________________________

Which Missing Content Is Most Important for Customers?

_________________________________________________

Which Missing Content Is Most Important for Trust?

_________________________________________________

Which Missing Content Can Be Created Easily?

_________________________________________________

Which Missing Content Will Require More Time?

_________________________________________________

6.16 Simple Content Inventory

We will now prepare a quick summary.

Content or Asset	Available	Needs Updating	Missing	Not Required
Existing website
Organisation profile
Brochure
Product catalogue
Service descriptions
Founder profile
Team profiles
Project reports
Technical documents
Articles
Photographs
Videos
Customer stories
Testimonials
Case studies
Data and statistics
Tools and calculators
Checklists and templates
Frequently Asked Questions
Social media content
Policies and terms
Contact information

_________________________________________________

6.17 Where Is Everything Located?

Content Need

Please record where the main material can be found.

Guidance Note

At this stage, exact file lists are not necessary.

We only need to know where to look.

Main Storage Locations

☐ Office computer

☐ Founder’s computer

☐ Employee computers

☐ Mobile phones

☐ External hard drive

☐ Google Drive

☐ Dropbox

☐ OneDrive

☐ Email

☐ WhatsApp

☐ Existing website

☐ Social media

☐ External agency

☐ Printed files

☐ Other:

_________________________________________________

Who Can Provide Access?

_________________________________________________

Are Files Organised in Folders?

☐ Yes

☐ No

☐ Partly

Are There Several Versions of the Same File?

☐ Yes

☐ No

☐ Not sure

Is It Difficult to Identify the Latest Version?

☐ Yes

☐ No

☐ Sometimes

Are Any Important Files Available Only in Printed Form?

☐ Yes

☐ No

Are Any Important Files Available Only on Personal Devices?

☐ Yes

☐ No

☐ Not sure

Mentor’s Note

A perfect digital library is not required before website work begins.

However, important content should not remain permanently dependent on one device or one person.

_________________________________________________

6.18 What Can Be Reused Immediately?

Content Need

Please identify content that is already good enough to use with little or no change.

Ready-to-Use Material

_________________________________________________

Material That Needs Only Minor Editing

_________________________________________________

Material That Needs Major Reworking

_________________________________________________

_________________________________________________

Material That Should Not Be Used

_________________________________________________

Why Should It Not Be Used?

_________________________________________________

6.19 First Collection Priority

Content Need

Please decide which material should be collected first.

Guidance Note

Do not try to collect everything in one day.

Begin with the items that are:

• Most important

• Easiest to obtain

• Most useful for the website

• At risk of being lost

• Needed for early content development

First Priority

Collect immediately:

_________________________________________________

Second Priority

Collect after the first review:

_________________________________________________

Later Priority

Useful but not urgent:

_________________________________________________

Person Coordinating the Collection

_________________________________________________

6.20 Existing Knowledge Assets Summary

Let us bring the most important findings together.

Most Useful Existing Documents

_________________________________________________

Best Existing Photographs

_________________________________________________

Best Existing Videos

_________________________________________________

Strongest Existing Articles or Written Material

_________________________________________________

Most Valuable Customer Stories

_________________________________________________

Most Useful Tools and Templates

_________________________________________________

Most Important Data

_________________________________________________

Knowledge Held Mainly by People

_________________________________________________

Knowledge at Risk of Being Lost

_________________________________________________

Content That Needs Updating

_________________________________________________

Important Missing Content

_________________________________________________

6.21 Content Prepared for the Consultant and IT Teams

At the end of this chapter, the following information should be available.

Existing Assets

• Current website

• Organisation profiles

• Brochures

• Presentations

• Reports

• Manuals

• Articles

• Photographs

• Videos

• Case examples

• Testimonials

• Tools

• Templates

• Data

• Social media content

Content Condition

• Ready to use

• Needs minor editing

• Needs major rewriting

• Outdated

• Repeated

• Confidential

• Missing

• At risk of being lost

Collection Inputs

• Storage locations

• People holding the material

• Access requirements

• Original file availability

• Permission requirements

• Collection priorities

Knowledge Preservation Inputs

• Knowledge held by individuals

• Important historical learning

• Material requiring urgent documentation

• Assets that must never be lost

_________________________________________________

Notes for the IT Team

The organisation should be able to provide existing material in its original form wherever possible.

Preferred formats include:

• Editable documents

• Original spreadsheets

• Original presentations

• High-resolution images

• Original video and audio files

• Properly dated reports

• Clearly identified data sources

Do not rely only on:

• Screenshots

• Images of text

• Low-resolution social media files

• Scanned copies when editable originals exist

• Downloaded copies without source information

Existing website pages should be reviewed before old URLs are removed.

Pages that already receive visitors or appear in search results may need to be:

• Retained

• Improved

• Merged

• Redirected

• Archived

Photographs and documents should eventually be stored with clear file names.

For example:

Instead of:

IMG_2867.jpg

use:

Jaipur-Rooftop-Garden-Training-July-2026.jpg

Instead of:

Final-New-Latest-2.docx

use:

Organisation-Profile-Approved-July-2026.docx

Detailed file organisation can be completed later. At this stage, the main goal is to avoid losing useful material during website development.

_________________________________________________

Chapter Completion Check

Before completing this chapter, please confirm:

☐ The present website has been reviewed.

☐ Important brochures, profiles and presentations have been identified.

☐ Reports, manuals and technical documents have been noted.

☐ Existing articles and written material have been located.

☐ Useful photographs and videos have been identified.

☐ Important customer stories and case examples have been listed.

☐ Testimonials and external recognition have been reviewed.

☐ Existing tools and templates have been identified.

☐ Useful data and research have been noted.

☐ Social media and digital channels have been reviewed.

☐ Knowledge held mainly by people has been identified.

☐ Knowledge at risk of being lost has been recorded.

☐ Outdated and repeated material has been identified.

☐ Important missing content has been listed.

☐ Storage locations and access needs are understood.

☐ Ready-to-use and update-required content have been separated.

☐ First collection priorities have been agreed.

_________________________________________________

What We Have Achieved

We began this chapter with a simple question:

What do we already have?

We now have a clearer picture of the organisation’s existing knowledge assets.

We understand:

• What has already been created

• Where useful material may be found

• What can be reused

• What needs updating

• What should not be carried forward

• What is missing

• What knowledge exists only in people’s minds

• What must be preserved before it is lost

This prevents unnecessary duplication.

It also helps the organisation use its past work more intelligently.

The next step will not be to create everything from the beginning.

It will be to sort the existing material into three simple groups:

• Keep and use

• Improve and reuse

• Create afresh

In the next chapter, we will move towards the organisation’s Products, Services and Solutions.

We will understand what is being offered, who it is meant for, what problem it solves and what customers need to know before making a decision.

Let us Join Hands	About Us
Ask Me Anything	Write for Us
Accomplishments	Subscribe
Contemporary Conversations	Contribute
Be a Voice for Change	Sponsorship
Services That Serve You	Login