Artificial Intelligence
Documentation First
Why AI Works Better When You Teach It How to Think
There’s a pattern emerging in how teams are actually getting value from AI. It’s not about prompts. It’s not about tools. It’s not even about the model. It’s about structure.
The Shift: From Using AI to Teaching It
What’s working right now is surprisingly simple. Instead of asking AI to figure things out on the fly, teams are starting to teach it how they work.
They’re building:
- Markdown files
- Skills files
- Style guides
- Business logic definitions
- SQL patterns
- Data source documentation
All of this lives in a shared repository. All of it is intentional. This isn’t experimentation anymore. It’s become a system.
A documentation-first approach says: define the thinking before you automate the doing.
Why This Works When Other Approaches Don’t
Most centralized AI efforts struggle for a reason. They try to standardize outcomes without understanding the work. They optimize for control. What’s happening here is different.
Teams are encoding:
- How decisions are made
- What “good” looks like
- Where truth comes from
- How logic should behave
And once that’s in place, AI stops guessing. It starts behaving. That’s the difference between a chatbot and a system.
The Unexpected Result: More Freedom, Not Less
There’s a common assumption that more flexibility leads to more chaos. In practice, the opposite is happening.
When teams control their own documentation and logic:
- They move faster
- They build more interesting things
- They get better outputs
And somehow, the work is still:
- Reliable
- Accurate
- Grounded in real data
That shouldn’t happen. But it does. Because the structure is upstream.
The Real Problem Isn’t Building. It’s Sustaining.
This is where things get harder. Anyone can spin up something impressive with AI.
The question is:
- Can you maintain it?
- Can you update it?
- Can someone else find it?
- Can they trust it?
Because once you move past the prototype, the system starts to matter more than the output. And that’s where most efforts break.
The Hidden Layer: Access, Governance, and Trust
There’s another constraint that shows up quickly. Data isn’t neutral. It’s sensitive.
So now you’re balancing:
- Accessibility vs. control
- Speed vs. governance
- Creativity vs. compliance
Who can see what? Who should see what? Who decides?
If you don’t answer those questions early, the system collapses later.
The Analogy: You’re Not Building Outputs. You’re Building a Kitchen.
Most teams approach AI like a recipe. Give it ingredients. Get a result. That works once. But what’s actually being built here is a kitchen:
- Recipes (logic)
- Ingredients (data sources)
- Tools (AI systems)
- Standards (style guides)
If the kitchen is organized, anyone can cook. If it’s not, nothing scales.
What This Means
AI doesn’t replace thinking. It exposes whether thinking exists in a usable form. Right now, the teams getting the most out of it aren’t the ones with the best tools.
They’re the ones who took the time to define:
- How they work
- What they value
- What “done” actually means
Everything follows from that.
The Practical Takeaway
If you’re trying to get more from AI, don’t start with the tool.
Start here:
- Document how your team thinks
- Define your standards
- Make your logic explicit
- Store it somewhere shared and versioned
- Then connect AI to it
Do that, and the system starts to work. Skip it, and you’re just prompting harder.
The Quiet Truth
This isn’t really about AI. It’s about whether your organization knows how it works. AI just makes that impossible to hide.
Heading to Tableau Conference 2026?
If you’re thinking about what comes next for your analytics stack, this is the right moment to have that conversation. With Action.
We’ll be talking to attendees at TC26 about two paths:
- How to level up Tableau into a system that’s structured, governed, and AI-ready
- How to move beyond traditional BI tools when they are no longer the right fit for you
Lets have a conversation on where you are and what actually makes sense going forward.
Look for Keith and Jonathan at the conference or book time in advance →
