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Tips & Best Practices

Get the most out of PorchQ's AI features with these tips and best practices.

Asking Better Questions​

Use Composer Controls​

Before sending, use the toolbar below the composer to shape the answer:

  • Mode: Ask for an answer, draft a communication, summarize material, or create a plan
  • Audience: Choose whether the response is for the board, residents, a manager, or a vendor
  • Tone: Pick clear, friendly, formal, or firm wording
  • Answer details: Ask for next steps, citations, risks, plain-English wording, or who to contact
  • Context and prompts: Review indexed documents, start from a recent document, or choose a reusable prompt

These controls are added to the assistant request as context, so you do not need to repeat them in every prompt.

Be Specific​

Instead of vague questions, be specific about what you want to know.

Instead of...Try...
"Tell me about fences""Can I install a 6-foot wooden fence in my backyard?"
"Pool rules""What are the pool guest policies and hours?"
"Parking""Can I park my boat trailer in the driveway?"

Use Natural Language​

Ask questions the way you'd ask a neighbor. The AI understands conversational language.

Good examples:

  • "What do I need to do to add a shed to my backyard?"
  • "Is it okay to have a home business?"
  • "How much notice do I need to give for a large party?"

Ask Follow-up Questions​

If the first answer isn't quite what you need, ask follow-up questions. The AI remembers the context.

Example conversation:

  1. "What's the architectural review process?"
  2. "How long does approval usually take?"
  3. "What if my request is denied?"

Use Suggested Next Actions​

After an answer, PorchQ may suggest practical follow-ups. Use them to quickly turn an answer into a resident message, board checklist, related document search, or next-step plan.

Attach the Right Files​

Board members and managers can attach files with the + button in the composer. Use attachments when the question depends on a specific document that may not already be indexed or when you want the assistant to focus on a single file.

Supported chat attachments: PDF, Word, Excel, text, JPEG, PNG, and GIF files up to 25 MB.

Use document attachments when you need indexed search and citations. Use image attachments when you want the assistant to describe or summarize what is visible in a screenshot or photo.

Better Meeting Notes​

Structure Your Notes​

Well-organized notes produce better AI suggestions.

Good structure:

Meeting Date: January 15, 2025
Attendees: Board members present

AGENDA ITEM 1: Pool Hours Extension
- Discussion: Residents requested extended summer hours
- Motion: Extend pool hours to 10pm during summer months
- Vote: Approved 4-1

AGENDA ITEM 2: Guest Parking
- Discussion: Concerns about overnight guest parking
- Motion: Limit guest parking to 72 hours without permit
- Vote: Approved unanimously

Include Key Details​

The AI looks for:

  • Motions and votes - What was decided?
  • Policy changes - What rules are changing?
  • Action items - Who needs to do what?
  • Dates and deadlines - When do changes take effect?

Be Clear About Outcomes​

Explicitly state what was approved, denied, or tabled.

Clear: "Motion to extend pool hours to 10pm was approved 4-1" Unclear: "We talked about pool hours"

Reviewing AI Suggestions​

Always Verify​

AI suggestions are starting points, not final decisions. Always:

  • Review the suggested language carefully
  • Verify it matches the board's intent
  • Check for any unintended consequences
  • Have legal counsel review significant changes

Provide Feedback​

If a suggestion isn't quite right:

  • Use the reply feature to request changes
  • Be specific about what needs adjustment
  • The AI will refine based on your feedback

Don't Rush​

Take time to review each suggestion thoroughly before accepting. It's easier to edit a suggestion than to undo an accepted change.

Getting Better Results​

Batch Similar Questions​

If you have multiple related questions, ask them in one session to maintain context.

Upload Complete Documents​

Index your complete governing documents, not just excerpts. This gives the AI full context for answering questions.

Use Quick Prompts​

The quick prompts are optimized for good results. Use them as starting points and modify as needed.

Troubleshooting​

"I couldn't find relevant information"​

  • Check that your documents are indexed (status should be "Indexed")
  • Try rephrasing your question
  • Make sure the information actually exists in your documents

Suggestions Don't Match Intent​

  • Provide more context in your meeting notes
  • Use follow-up questions to refine suggestions
  • Be explicit about what the board decided

Slow Processing​

  • Large documents take longer to process
  • Complex meeting notes require more analysis time
  • Check your internet connection

Memory Feature (Meeting Notes)​

The Meeting Notes workspace has a Memory toggle that controls conversation context when working with meeting notes:

  • Memory On - AI remembers previous messages in the conversation
  • Memory Off - Each message is treated independently

When to use Memory On:

  • Multi-part questions about the same meeting notes
  • Follow-up discussions about suggestions
  • Refining document update proposals

When to use Memory Off:

  • Starting analysis of different meeting notes
  • Asking unrelated questions
  • Privacy-sensitive queries

The memory toggle appears in the Meeting Notes header. The general AI Assistant always maintains conversation context within a chat session.

Providing Feedback​

When using Meeting Notes, help improve AI responses with the feedback buttons:

  • Thumbs up - The response was helpful and accurate
  • Thumbs down - The response wasn't helpful or was incorrect

Providing feedback helps the AI improve its suggestions over time.