Exercise: Scale institutional knowledge using Copilot Spaces

[github-actions]

Scale institutional knowledge using Copilot Spaces

👋 Hey there @GitHubUser01-tr! Welcome to your Skills exercise!

Use Copilot Spaces to share, update, and add content for a central knowledge base

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✨ This is an interactive, hands-on GitHub Skills exercise!

As you complete each step, I’ll leave updates in the comments:

• ✅ Check your work and guide you forward
• 💡 Share helpful tips and resources
• 🚀 Celebrate your progress and completion

Let’s get started - good luck and have fun!

_{— Mona}

[github-actions]

Step 1: Create and prime your Copilot Space

In this step you will establish a Copilot Space and give it the minimum context it needs to act as a project management knowledge hub for OctoAcme.

How does using Spaces affect my usage?

Questions you submit in a space count as Copilot Chat requests.

• If you're a Copilot Free user, this usage counts toward your monthly chat limit.

• If you use Spaces with a premium model, this usage counts toward your premium usage quota. Every question you submit to a premium model counts as one premium request, multiplied by the model's multiplier. For information about the multipliers applied to each model, see Requests in GitHub Copilot.

• Use Copilot Spaces

📖 Theory: Using Copilot Spaces as a Knowledge Hub

GitHub Copilot Spaces enables teams to centralize and democratize organizational knowledge by providing a collaborative environment for storing, searching, and refining process documentation. By connecting your repository as a source, Copilot Spaces can index your documentation and issue templates, making them easily accessible and actionable for all team members. This approach reduces single-person dependency risk, accelerates onboarding, and ensures that project management processes are consistent and repeatable.

To get started, you need access to Copilot Spaces and a GitHub Copilot plan with premium request units. Each prompt in a Space counts toward your usage quota, so be mindful of your plan's limits. For more details, see GitHub Copilot plans and Copilot Requests.

Note

Questions you submit in a Copilot Space count as Copilot Chat requests. Premium models multiply usage. See Requests in GitHub Copilot for details.

⌨️ Activity: Create your OctoAcme Project Management Hub Copilot Space

1. Navigate to GitHub Copilot Spaces https://github.com/copilot/spaces (ensure you have access to this feature)

2. Click Create Space button

3. Name your Space:

   OctoAcme Project Management Hub
   

4. Click Save

   

Add a description:

Centralizing and democratizing project management knowledge for the OctoAcme organization

⌨️ Activity: Add instructions to your Copilot Space

• In your newly created Copilot Space, look for the Instructions button

• Add the following instructions to provide context about the repository and its purpose

  

• Click Save

  ## Program process documents
  
  - Stored in `docs/`
  
  ### Purpose of this Copilot Space
  
  - Centralize scattered project management knowledge in Copilot Spaces
  - Convert tacit team insights into searchable, versioned artifacts
  - Give all team members equal access to processes, decisions, and rationale
  - Connect a repository as a structured knowledge source
  - Extract, refine, and standardize workflows collaboratively
  - Feed validated improvements back into living documentation
  - Accelerate onboarding and reduce single-person dependency risk
  - Enable consistent, repeatable project execution
  
  ## Issue templates for program process documents
  
  - Stored in `.github/ISSUE_TEMPLATE/`

⌨️ Activity: Add your cloned repository as a source repository to your Copilot Space

1. In your newly created Copilot Space, look for Add sources button

2. Add this exercise repository as a source:

   • Copy and paste your GitHub repository for this exercise called out below.

   • You can also type the name in the search and it will come up as well or copy/paste the name below.

     GitHubUser01-tr/skills-scale-institutional-knowledge-using-copilot-spaces
     

   • This gives Copilot access to the project management documentation and processes in the repository

3. Select the docs and the .github/ISSUE_TEMPLATE folders

4. Verify the repository appears in your sources list

⌨️ Activity: Create an issue in the repository for a README for OctoAcme Project Management Docs

• Open your Copilot Space you created above. https://github.com/copilot/spaces

• In the conversation interface prompt the following:

  

  Create an issue in the repository GitHubUser01-tr/skills-scale-institutional-knowledge-using-copilot-spaces for a README for OctoAcme Project Management Docs
  that has links to all the docs in the docs folder.
  - The README should also contain a brief summary of the project management processes used by OctoAcme.
  - Make sure README, project management processes summary, and links are in the title of the issue.
  - Use the "Add Content to Project Management Process Docs" template.
   - Which process document do you want to update? "<new document>"
   - Fill in the other fields
  

You can then add this issue to your repository by clicking the Create button.

📷 Show screenshot of the issue draft

You can copy or open the link in a new tab to see the newly created issue

📷 Show screenshot of the created issue

Having trouble? 🤷

• Make sure you have access to GitHub Copilot Spaces (currently in beta/limited access)
• The repository should be publicly accessible for Copilot to index it
• If you can't access Copilot Spaces, you can continue by manually exploring the repository structure and documentation
• Repository indexing can take seconds to minutes depending on size

[github-actions]

Please, follow the steps above.
I'll watch your progress in the background to provide feedback. 🧐

[github-actions]

🎉🎉🎉 Nice work! Everything is perfect! 🎉🎉🎉
Preparing content for step 2! One moment... 🤓

[github-actions]

Step 2: Explore & summarize project management processes and create a README

In this step you will:

• Explore the process docs in the docs/ folder (e.g., project-lifecycle.md, roles-responsibilities.md, communication-plan.md)
• Generate a 3–4 paragraph summary in your Copilot Space (workflows, roles, communication, quality)
• Use that summary to create/attach the existing issue about the README
• Create a pull request adding a README that links all process docs and includes the brief overview

📖 Theory: Attaching issues and assigning to the GitHub Copilot coding agent

While reading, note:

• End-to-end workflow stages and handoffs
• Defined roles/personas and responsibilities
• Decision / escalation points
• Communication cadences and channels
• Quality gates, reviews, and acceptance criteria

You will use the prompts below to:

1. Summarize the docs
2. Attach the prior issue
3. Generate a PR adding a docs/ README with links + overview

Proceed to the activities and run the provided prompts in your Copilot Space.

⌨️ Activity: Explore the project management process docs and Summarize in your Copilot Space

• Generate a summary. Should be 3-4 paragraphs covering the main processes OctoAcme uses for project management.

• Open your Copilot Space you created in the previous step. https://github.com/copilot/spaces or by clicking the name

• Start a new conversation in the Copilot Space and prompt the following:
  

  

  - Create a 3-4 paragraph summary of the project management processes used by OctoAcme
    based on the documentation in the docs folder of this repository.
  - Focus on key workflows, personas/roles, communication strategies, and quality assurance practices.
  

📷 Show screenshot of the conversation output

⌨️ Activity: Attach an issue and create a pull request for the Copilot coding agent

In this activity, you will connect the issue you created in Step 1 to your Copilot Space conversation and use the coding agent to automatically create a pull request.

1. Find your issue number: Go to https://github.com/GitHubUser01-tr/skills-scale-institutional-knowledge-using-copilot-spaces/issues and note the issue number from Step 1 (it should be about creating a README for project management docs)

2. Attach the issue to your conversation: In your Copilot Space, type the following (replace # with your actual issue number):

Important

After typing the issue reference below, press <SHIFT> + <ENTER> to add it to the conversation without sending the message yet.

@GitHubUser01-tr/skills-scale-institutional-knowledge-using-copilot-spaces/issues/#

(Example: if your issue is #2, type @GitHubUser01-tr/skills-scale-institutional-knowledge-using-copilot-spaces/issues/2)

1. Verify the issue is attached: You should see the issue title and details appear in your conversation

2. Create the pull request: Now send this prompt to create the pull request:

   

   

   - Using the github-coding-agent tool create a pull request based on the attached issue.
   - The README should also contain a brief overview of the project management processes
     used by OctoAcme based on the summary we just created.
   - The README should be in the `docs/` folder
   - Add this pull request to the attached issue.
   - Add GitHubUser01-tr as a reviewer for the pull request
   

3. Allow the coding agent: When prompted, select Allow to let the coding agent work on your repository

   

4. Monitor progress: You should receive a notification that the Copilot coding agent is working on your pull request.

   There are two ways you can check the status of the coding agent working on your pull request

   1. Go to your repository and click Pull requests to see the progress:

      

   2. You can track progress and view details in Mission Control for agent tasks by following the task link

      

5. Check open pull requests: We can check pull request status from our Copilot Space as well.

   

   check open pull requests
   

   

Note

The coding agent typically takes 5-15 minutes to complete the work. You can click View session to watch the progress if desired.

1. Review and merge: Once the pull request is ready:

   a. Submit review: Leave a comment (optional), click Approve, then Submit review

   

   b. Merge: Select Ready for review, then Merge pull request and Confirm merge

   

Having trouble? 🤷

• Can't find your issue? Check the Issues tab in your repository for the issue you created in Step 1
• Issue not attaching? Make sure you're using the exact format @GitHubUser01-tr/skills-scale-institutional-knowledge-using-copilot-spaces/issues/# where # is your issue number
• Coding agent not working? Ensure you have the necessary permissions to create pull requests in your repository
• Pull request creation failed? The issue must be properly attached before the coding agent can work on it

[github-actions]

Step 2 - Passed ✅

Status	Description
✅ - Pass	Checked if README.md file exists
✅ - Pass	Checked for roles in README.md

[github-actions]

🎉🎉🎉 Nice work! Everything is perfect! 🎉🎉🎉
Preparing content for step 3! One moment... 🤓

[github-actions]

Step 3: Create an issue and pull request to improve project management processes

In this step, you will practice iterative process improvement by:

1. Creating a GitHub issue using an issue template to document needed improvements to personas/roles in project management processes
2. Using GitHub Copilot's coding agent to automatically create a pull request that implements these improvements

This demonstrates a complete improvement workflow: identify gaps (issue) → implement solutions (pull request) → maintain traceability (linked in Copilot Space).

📖 Theory: Iterative Process Improvement

Effective process evolution follows a lightweight cycle:

• Review current documentation and execution reality
• Identify gaps, ambiguities, or missing personas/roles
• Record the need as a structured issue (problem statement + rationale)
• Design and implement improvements (docs, templates, checklists) in a PR
• Communicate changes via clear descriptions and linked artifacts
• Measure adoption and revisit as new insights emerge

Important

Use the GPT-4.1 model for all conversations with Copilot Spaces.

⌨️ Activity: Attach an issue template and create an issue for process improvements

Use the following prompt in a new Copilot Space conversation:

• Select your repository

  GitHubUser01-tr/skills-scale-institutional-knowledge-using-copilot-spaces
  

• Select the issue template to this new Copilot Space conversation.
  
  .github/ISSUE_TEMPLATE/add-update-content-to-process-docs.yml

  

  

  Use the attached issue template
  - Identify potential new personas/roles that could be added to the project management processes documentation
    to enhance clarity and accountability.
  - Create an issue titled "Adding more personas and roles to the project management processes"
     that outlines the need to expand the defined roles and responsibilities in the project management documentation.
  - Make sure the new roles/personas have descriptions of their responsibilities and how they interact with existing roles.
  - The issue should detail why this is important, potential personas to add, and how it will improve project outcomes.
  - add to the process document `docs/octoacme-roles-and-personas.md`
  

  

⌨️ Activity: Attach an issue and create a Pull Request

Use the following prompt in the current Copilot Space conversation:

In the same Copilot Space conversation do the following:

1. In this activity we will attach the issue you created in the previous activity
2. This will assign the issue to the coding agent to create a pull request with an update to our personas/roles document in the docs/ folder
3. Copy and paste the url for the issue that we created in the previous activity.
   

Note

• Make sure the issue below matches the issue you want to attach
• Hit <SHIFT> + <ENTER> so you don't start Copilot working on the conversation

Check issues list: https://github.com/GitHubUser01-tr/skills-scale-institutional-knowledge-using-copilot-spaces/issues

@GitHubUser01-tr/skills-scale-institutional-knowledge-using-copilot-spaces/issues/4

- Using the github-coding-agent tool create a pull request that implements process improvements
  based on the analysis we did earlier.
- The improvements should address gaps or inefficiencies identified in the project management documentation.
- The pull request should include updates to existing docs or new templates/checklists as needed.
- All documents should be in the `docs/` folder
- Add this pull request to the attached issue.
- Add GitHubUser01-tr as a reviewer for this pull request

1. Allow the coding agent: When prompted, select Allow to let the coding agent work on your repository

   

2. Monitor progress: You should receive a notification that the Copilot coding agent is working on your pull request.

   There are two ways you can check the status of the coding agent working on your pull request

   1. Go to your repository and click Pull requests to see the progress:

      

   2. You can track progress and view details in Mission Control for agent tasks by following the task link

      

3. Check open pull requests: We can check pull request status from our Copilot Space as well.

   

   check open pull requests
   

   

Note

The coding agent typically takes 5-15 minutes to complete the work. You can click View session to watch the progress if desired.

1. Review and merge: Once the pull request is ready:

   a. Submit review: Leave a comment (optional), click Approve, then Submit review

   

   b. Merge: Select Ready for review, then Merge pull request and Confirm merge

   

Having trouble? 🤷

• Focus on the most impactful improvements identified in your analysis
• Consider adding templates, checklists, or clarifying existing processes
• Common improvements include: role clarification, communication protocols, decision-making frameworks
• Even small improvements like adding examples or clarifying steps can be valuable

[github-actions]

Please, follow the steps above.
I'll watch your progress in the background to provide feedback. 🧐

[github-actions]

🎉🎉🎉 Nice work! Everything is perfect! 🎉🎉🎉
Now, let's do a quick review!

[github-actions]

Review

Congratulations, you've completed this exercise and learned a lot about scale institutional knowledge using GitHub Copilot Spaces!

Here's a recap of your accomplishments:

• Set up a Copilot Space project management hub by adding a repository as a source to Copilot Spaces
• Summarize OctoAcme project management processes by exploring and summarizing project management documentation
• Create an issue using Copilot Spaces to add a README for project management docs
• Implemented improvements by updating and adding new documentation based on your analysis
• Experienced the full cycle of scaling knowledge : capture, analyze, share, and improve

You've successfully used GitHub Copilot Spaces to transform tribal knowledge into accessible, improvable documentation that your entire team can benefit from. This approach scales beyond project management to any domain where knowledge needs to be captured and shared effectively.

What's next?

• Scale the approach: Apply this pattern to other areas where your team has tribal knowledge
• Learn more about Copilot Spaces: GitHub Copilot Spaces Documentation
• Share with your team: Introduce this workflow to help scale institutional knowledge across your organization

Take another GitHub Skills exercise on GitHub Learn:

• Expand your team with Copilot
• Integrate MCP with Copilot - Learn how to extend Copilot with Model Context Protocol. You will learn about MCP tools which can also be used in chatmodes and prompts!
• Modernize Legacy Code - Use Copilot to help refactor and improve existing codebases.
• Build Applications with Copilot agent mode - Explore building applications using the Copilot Agent mode for enhanced interactivity.

Key Takeaways

• Copilot Spaces can serve as powerful knowledge management platforms
• Copilot Spaces can be used for non-developers to create issues and contribute to repositories
• Capturing and documenting tribal knowledge is essential for team success
• Regular analysis and improvement of processes leads to better team outcomes
• Documentation becomes more valuable when it's easily accessible and continuously improved

[github-actions]

Congratulations @GitHubUser01-tr! You finished the exercise! 🎉🎉🎉

We've updated the repository with a couple changes to highlight your success!

Return to the repository home page to see your progress!