How to use KnowWho

Capture works best when talking is cheaper than typing, which is the whole reason it is thirty seconds and not three minutes. The moment that matters is the walk back to the car, and nobody types a paragraph on a phone in a car park.

Most assistants take dictation, and it is fine. If you want it to be better than fine, we use and recommend Wispr Flow. It dictates into anything on your machine or phone, not just one app, so the same habit works in your assistant, your email and everywhere else. It handles names and jargon better than most, which matters more here than anywhere, because names are the one thing you cannot afford it to mangle.

We are an affiliate, so we earn a small commission if you sign up through that link. We would recommend it either way, and nothing on this page changes if you do not.

This is where most people find the real payoff. Your book sits inside the assistant you already draft in, so the context is already there. No exporting, no copying between tabs.

The recap

Draft an email to John recapping our last meeting.

That is the whole prompt. It knows when you last met, what was discussed, and what each of you agreed to do, so the draft comes back with the specifics already in it.

The follow-up

Draft the follow-up to Sarah. Reference the vendor frustration and attach nothing, I will add the case study myself.

The one you owe from three weeks ago

I never replied to James. Draft something that does not pretend three weeks did not pass.

The introduction

Write an intro email between Sarah and Tom at Hendricks. Explain how I know each of them and why they should talk.

The proposal

Draft a proposal outline for Northgate. Use what I know about how they buy and who signs off.

The reconnect

I have not spoken to James in eight months. Draft something warm that gives him an actual reason to reply.

The difficult one

Sarah has gone quiet after the pricing conversation. Draft a note that does not chase and does not grovel.

Because it knows what was actually said, the draft comes back with the specifics in it rather than a template you have to fill.

Before any meeting

Prep me for Sarah tomorrow. What did we agree, what did I promise, and what should I not forget to ask?

Before a call with a company, not a person

What is going on with Northgate? Everyone I know there, everything that has happened, anything outstanding.

Before a conference

Who in my book is likely to be at this event, and who have I been meaning to see?

Before a negotiation

What do I know about how Brightline makes decisions and who actually signs off?

What is in play right now, and what stage is each one at?

Which of my deals has gone quiet for more than three weeks?

Which opportunities depend on a person I have not spoken to recently?

Northgate is now at proposal, about 80k, expected to close end of Q1.

What is the single thing most likely to kill the Brightline deal, based on what I have recorded?

That last one works better than you would expect, because it is reading your own notes back to you rather than guessing.

What do I owe people this week?

What is overdue?

What did I promise Sarah and have I done it?

Commitments get captured automatically when you mention them. "I said I would send her the case study by Friday" becomes a dated task without you asking.

Who could introduce me to someone at Northgate?

Who do I know in legal tech?

Who have I not spoken to in six months who I should not have let go quiet?

Who in my book should I introduce to each other, and why?

Who was at the March conference and what came of it?

The introductions question is the one people underuse. Your assistant can see across your whole book at once, which you cannot, and it will spot pairs you would not have thought of.

Your assistant can do other things. It can do them with your book in hand.

Research, then remember

Look up what Northgate announced this quarter, then save the relevant parts to their record.

Transcript, then capture

Here is the transcript from the call. Record what matters and create any tasks I committed to.

Document, then context

Read this proposal and tell me whether it addresses the things Sarah actually said she cared about.

Inbox, then book

Here is an email thread. Log the meeting we agreed and what was decided.

You never leave the conversation to do any of it.

Most assistants can now run a prompt on a schedule without you being there. Point one at your book and you get a briefing instead of a blank Monday.

Every weekday morning

Check KnowWho. What do I owe people today, what is overdue, and who am I seeing? Give me a short list.

Every Friday afternoon

What moved this week, what went quiet, and what should I pick up on Monday?

Every Monday

Which opportunities have not had contact in three weeks? Which people have I not spoken to in six months? Three suggestions for who to contact this week and why.

Monthly

Summarise the state of every live opportunity, and flag anything where the last real conversation is older than the last recorded activity.

Set it up once and the review happens whether or not you remember to do it. That matters more than it sounds, because the reviewing is the part everyone skips.

Read the confirmation. Three seconds. It is the difference between a book you trust and one you half trust.

Say why, not just what. "She is frustrated with the vendor" is worth ten times "discussed vendors".

Name everyone who was in the room. Even without a surname. The connection is worth more than the record.

Record your read, as your read. "My sense is Tom actually decides" is exactly the kind of thing no other system will ever hold, and exactly the thing you will want in eight months.

• Bulk outreach. No sequences, no blasting, no lists of thousands. If that is the job, buy a different tool.
• Read your inbox or calendar. It only knows what you tell it. That is the point. The part that matters never left a digital trace.
• Send anything for you. It records and recalls. Your assistant drafts, you send.