Client Context Capture (Onboarding)

Client Context Capture (Onboarding)

1. 01

   Inventory every client artifact that currently lives only in a person's head or inbox

   List brand guides, campaign history, audience research, approval chains, and vendor contacts. Assign each item an owner and a destination before day three of the engagement.

2. 02

   Map the client's existing tool stack before choosing where documentation will live

   Record which systems the client already pays for and which ones the agency team opens daily. A platform that duplicates an existing login adds a silo rather than removing one.

3. 03

   Stand up the workspace structure with a naming convention agreed in writing

   Define folders or topics for accounts, deliverables, and decisions, then publish the convention so two writers cannot file the same document in two places.

4. 04

   Migrate the highest-risk documents first, not the largest volume

   Start with the ten files whose loss would stall delivery: contracts, brand rules, access credentials, and the current campaign brief. Bulk imports of stale decks can wait.

5. 05

   Connect the knowledge base to the channels where questions actually get asked

   Wire the platform into Slack or the client's chat tool so answers surface where work happens. Tools such as Tettra and Slab both index connected sources rather than waiting for a manual search.

6. 06

   Run a retrieval test with someone who did not build the workspace

   Ask a team member outside the account to find three specific answers in under two minutes each. Failures reveal naming or structure problems while the engagement is still new.

7. 07

   Set a review cadence and name the person accountable for drift

   Schedule a monthly pass to archive superseded pages and flag content that contradicts current client direction. Platforms with automated staleness detection, including Slite and Guru, can route these flags to the owner.