How to make AI remember your brand, customers, and goals

Big companies train AI on thousands of documents.

You don’t need all that.

If you’re an indie hacker or solo founder using AI for landing pages, sales decks, tweets, or outreach — your edge is speed. But not if you’re feeding it the same info every time.

Here’s how to build a simple, reusable memory layer that gives AI the context it needs to write like you — and sell like you.

Part 1: Build your memory hub

This is where all your important business info will live — in one organized place.

Use whatever tool you like:

• Notion (best for most people)
• Google Docs
• Obsidian
• Airtable (if you prefer spreadsheets)

Here’s how to set it up:

1. Create a new folder or workspace and name it: Business Memory
2. Inside it, create 4 pages (or docs):
   • Brand Voice – how you write and speak
   • Customer Notes – what you know about your customers
   • Offers – what you’re selling
   • Goals & Strategy – what you’re working toward

This is your “memory hub.” You’ll come back to it often — and add to it over time.

Next, I’ll walk you through what to put in each page.

1. Brand Voice

This page helps your AI learn how you talk. It should sound like you, not generic copy.

At the top of the doc, write a short line like this:

"This page shows how I write, so AI tools or teammates can sound like me."

Then paste in:

• 2–3 pieces of writing that sound like you (emails, posts, etc.)
• Phrases or tone you like
• Words or styles you avoid
• A few bullet points describing your tone (e.g. “calm, direct, no hype”)

2. Customer Notes

This page helps your AI understand who you’re talking to — what they care about, what they struggle with, and how they talk.

Add this line at the top of the doc:

"This page shows what I know about my customers -- their words, needs, and questions."

Then paste in:

• DMs, emails, reviews, or support tickets
• Common questions before buying
• Things people love or complain about
• Any patterns you've noticed

3. Offers

This page tells your AI what you’re actually selling.

At the top, write:

"This page explains my offer -- what it is, who it's for, and why it matters."

Then write down:

• What you're selling (product or service)
• Who it's for
• Price
• Key benefits
• Objections people have
• A one-line pitch you want to reuse

4. Goals & Strategy

This page gives your AI context — so it knows what you're working toward and doesn’t give random ideas.

Add this line to the top:

"This page shows what I'm focused on right now, so AI tools know what matters most."

Then add:

• Your top 1–3 goals
• Your ideal customer
• What you’re intentionally saying “no” to for now
• Any big constraints (budget, time, team)

This prevents your AI from suggesting things that sound good — but don’t fit your actual goals.

Part 2: Integrate your memory hub with your AI tools

Option 1: Manual Prompting (simple & effective)

This works with any tool: ChatGPT, Claude, Gemini, etc.

Before you ask it to write or generate anything, copy-paste in the relevant parts of your memory layer.

Example prompt:

Here's how I write: \[Brand Voice\]
Here's who I'm speaking to: \[Customer Notes\]
Here's what I'm selling: \[Offers\]
These are my goals: \[Goals\]
Write a landing page headline that sounds like me and speaks to this audience.

Don’t assume the AI knows. Always give it the context. It takes an extra minute — but gets you better output every time.

Option 2: Train a Custom GPT (for persistence)

Want your memory to stick — so you don’t have to copy-paste every time?

You can train a Custom GPT inside ChatGPT:

1. Go to chat.openai.com/gpts
2. Click Create a GPT
3. Give it clear instructions, including to always speak in your brand voice, using your customer insights, offers, and goals to inform the output.
4. When ChatGPT asks if you want to upload files, upload your 4 memory docs: Brand Voice, Customer Notes, Offers, and Goals & Strategy.

Now every time you open that GPT, it already knows you.

Part 3: Automate memory updates (tool hooks)

Instead of updating your memory layer manually every time, use automation tools to keep it fresh behind the scenes.

You can use automation tools like Zapier or Make.com to do it for you.

Here’s how:

• Go to Zapier (zapier.com) or Make.com and create a free account.
• Pick a “trigger” — something that happens in your business.
• Then choose an “action” — what you want to happen in your memory hub.

Examples:

• When someone fills out a form on your site → automatically add their message to your Customer Notes page.
• When you publish a new newsletter → auto-save it to your Brand Voice page.
• When you close a new deal → send the details to your Offers page.

You don’t have to do this all at once. Just start with one or two simple zaps.

Every small update improves your system.

Optional: Use the Notion API

If you're building a custom agent, you can connect it to your Notion workspace via the API.

That way, your agent can query your actual memory in real-time — just like an internal knowledge base.

Advanced: Use a vector store

If you're technical, you can embed your memory docs using tools like:

• LangChain and Pinecone
• LlamaIndex and Chroma

That gives your agent true retrieval-based memory — like enterprise systems use.

Quick note: Automations help — but some of your best ideas live in your head. Once a week, take 10 minutes to add anything your tools missed: smart phrases, new goals, patterns you’ve noticed. Delete anything that’s outdated.