Your knowledge, gathered
Procedures, templates and past answers are pulled into one searchable place and kept current, so the assistant is always working from what the firm actually does today.
Example build · AI brain
One place the team can ask
In a growing firm, one person is the only one who knows how things are done, so they never get a quiet hour. Here is the build that gathers that knowledge into one assistant the whole team can question in plain English.
4 hrs → 30 min
Weekly interruptions
~8×
Faster than asking around
~180 hrs
Back per year
Illustrative example build. The figures are typical for a business of this size, not measured results from a specific client.
The problem
Everything lives in one person's head, and they never get a quiet hour
The procedures existed, technically. They were spread across a shared drive, some emails, a couple of half-updated documents and, mostly, the memory of one long-serving staff member. New people learned by asking, and the answers all came from the same desk.
That person could never get a clear run at their own work, and when they were on leave the team slowed to a crawl. The knowledge was a strength and a single point of failure at the same time.
What we built
Ask in plain English, get the answer with its source
The firm decides what goes into the knowledge base, and sensitive answers are reviewed before staff rely on them. The assistant points to where each answer came from, so nothing is a black box.
Answers you can trust
Staff ask a question and get a plain-English answer along with the document it came from, so they can check it. You review the answers on anything sensitive before it becomes the standard reply.
The stack
Everyday tools, joined up and watched
n8n
SharePoint
Claude
Microsoft Teams
What changed
- The one person who knew everything gets their focus time back.
- New staff get consistent answers without waiting on someone to be free.
- The firm's know-how lives somewhere the whole team can reach, not in a single memory.
Build sheet
- Client
- A growing professional firm (illustrative)
- Engagement
- Workflow Audit + Build
- Timeline
- 3 weeks, kickoff to live
- Stack
- n8n, SharePoint, Claude, Microsoft Teams
- Aftercare
- Care retainer: monitored, human-reviewed and reported monthly
Over to you
Similar problem?
Too much riding on one person's memory, or something like it? Tell us which questions your team answers on repeat and we will show you what an assistant trained on your procedures looks like. No pressure and no jargon, just a look at what is possible.