Does AI Make Content Libraries Obsolete?

What Should be Included in a Content Library?

How do most people find content for proposals if they DON’T have a content library? They look through old proposals and cut and paste from different sources. Spend time formatting, editing, and checking for wrong client names. And we all know the problems with that. Too much content to go through. Duplication. Inaccuracies. Out-of-date content. Wastes time and produces bad results.

So, moving to a content library is an opportunity to break those bad habits. The last thing you want to do is put all your old proposals in the library. You want to be selective. Only the best versions of content should be preserved. You want useable, manageable ‘chunks,’ not whole documents. You want the content ready to use with correct branding, formatting, graphics, and placeholders. You want to tag the content so it is easier to find and easier to maintain. And finally, you want to have a process for updating the content on a regular basis and a review process to ensure the content is approved.

When a content library is organized in these ways, we call that library ‘curated.’

But What about AI? Does AI Make Content Libraries Obsolete?

The advantage of an up-to-date curated content library is that the content you need is easy to find and safe to use. It is designed to be “proposal-ready” and easy to tailor to the specific use. But what about AI? Doesn’t the advent of Generative AI, such as Microsoft Copilot, make curated content libraries obsolete?

On the contrary. AI tools like Microsoft Copilot actually work best when they have a strong content library to pull from. This is especially true of custom Copilot agents, which are built to focus on specific content libraries. Unlike general Copilot, which may search the web or the entirety of every file on your corporate network, a custom Copilot agent restricts itself to just the content you have specified. In the case of a curated proposal library, Copilot can deliver suggestions that incorporate your “proposal-ready” content aligned with your company’s voice. It can do so by generating new text and by offering links to the relevant files in your library that you can insert into your document.

But What about those Old Proposals?

Curated content libraries are clearly the most effective grounding for new proposals. But there are some instances in which you need to go outside your curated library and search through old proposals for specific information. Here, a custom Copilot may assist you as well. Collect your most recent, completed proposals in a separate library and create a custom Copilot agent designed to ‘mine’ your old proposals. Keep in mind that it is always wise to confirm Copilot’s responses by double-checking the source files it references.

More on Copilot Agents

See the following articles for more information on building your own custom Copilot agents:

Copilot Agents for Proposal Writers
How to Craft an Expert Proposal Prompt
How to Curate a Content Library
How to Make a Custom Copilot Agent and Why You Need One
Make the Commitment to Content Management
Copilot Agent Video