Skip to main content

Organizing Your Knowledge with a Clear Structure

Learn how to organize your Waybook content effectively with AI-powered tools to build your structure.

Sophia Terry avatar
Written by Sophia Terry
Updated this week

A well-organized Waybook makes knowledge easy to find and use. Your content is structured into Categories, Subjects, Documents, and Steps - creating a clear hierarchy that helps your team navigate information efficiently.

Getting your structure right from the start saves time and ensures your knowledge base grows logically as your business evolves.


Understanding Waybook's Structure

  • Categories: Top-level organization (like major business areas)

  • Subjects: Groups of related documents (like departments or processes)
    Documents: Individual guides, procedures, or resources

  • Steps: The actual content within each document

This hierarchy creates intuitive navigation paths - from broad topics down to specific actionable information.

Waybook structure with labels


Choosing a Structure That Works for You

When setting up your Waybook, aim for a structure that aligns with how your team actually works:

  • Mirror Your Current System: Align with your existing digital or physical filing system to ensure smooth adoption

  • Organize by Departments: Create Subjects for each department (HR, Operations, Marketing) and group related documents within them

  • Focus on User Needs: Structure content around common tasks and workflows your team performs regularly

  • Keep Names Clear: Use descriptive, consistent naming conventions that make content easy to find


Two Ways to Build Your Structure with AI

Option 1: AI Structure Templates (Recommended for New Waybooks)

Build an entire structure from scratch using our comprehensive AI assistant:

  1. Navigate to Templates > Structure Templates and toggle to AI

  2. Describe your business, industry, and key departments

  3. Let AI generate a complete organizational structure

  4. Review and customize the suggested Subjects and Documents

  5. Apply the structure to your Waybook

This approach is perfect when starting fresh or completely reorganizing your knowledge base.

AI structure builder in Waybook

Option 2: Document Suggest (Great for Adding to Existing Structure)

Use Document Suggest when you want to enhance your current organization:

  1. Click the Lightning Bolt icon in the bottom left of your Waybook

  2. Brief Waybook's Document Suggestor with information about your business

  3. Click Generate Suggestion to see AI-generated document ideas

  4. Review and customize suggestions to match your needs

  5. Request changes or provide more details to refine recommendations

  6. Click Add to your Waybook when satisfied

Document Suggest works best for expanding established structures by adding new Subjects and Documents.


Best Practices for Structure Success

  • Start Simple: Begin with broad categories and refine as your content grows

  • Think Long-term: Consider how your structure will scale as you add more content

  • Test Navigation: Ensure new team members can find information intuitively

  • Regular Reviews: Audit your structure periodically as your business evolves

💡 Waybook Tip: As your Waybook grows, you may need to separate documents into more specific subjects. Starting with department-based organization provides a solid foundation that's easy to expand.

Need help structuring your Waybook for maximum impact? Our team can guide you in building a structure that works best for your business, ensuring your knowledge is well-organized and easy to navigate.

Get in touch with our customer success team to refine your setup and create a seamless implementation plan for your team.

Did this answer your question?