AI business setup

Claude or ChatGPT, set up properly for your team.

Accounts, shared projects, connectors, policy and training. Everything your team needs to use AI well from day one.

Team workspace · Northline Build Co.Example

Client emails

6 files · shared with 9 people

Draft a reply to the Hendersons about the deck delay, in our usual toneDraft a reply to the Hendersons about the deck delay, in our usual tone

Hi Sarah and Tom,

Thanks for bearing with us on the deck. The hardwood we ordered is now due on 4 November, so we’ll start building the week of the 10th and have it finished by the 21st. We’ll keep you posted if anything changes.

Cheers, Mark

Hendersons/Build programme v3.pdfInstructions: Northline tone of voice

The problem

Licences aren't a rollout.

Everyone gets a login, a few people try it, and most go back to doing things by hand. Nobody's sure what's allowed, what's safe to paste in, or how to get good results.

Claude or ChatGPT?

Not sure which? I'll recommend the one that fits how your team works and the tools you already use. I set up both.

What's included

Accounts and admin.

I choose the right plan, set up seats and single sign-on, and configure admin and data settings, so nothing is left on defaults you didn't choose.

Admin · Organisation settingsExample

NORTHLINEBUILD CO.Team plan

Seats12 of 15 used

Single sign-onOn

Model training on our dataOff

Data retention90 days

Members

MRMark RoweOwner
ATAroha Te RangiAdmin
JPJess PatelMember
LOLiam O’ConnorMember
+ 8 more

Projects and instructions.

Shared projects for each team, custom instructions in your brand voice, and a prompt library built from the work you do most.

Project · Quotes & tendersExample

Custom instructions

You write for Northline Build Co., a Canterbury builder. Plain NZ English, warm and direct, short sentences. Prices are ex GST. Never promise a date we haven’t confirmed in the build programme.

Knowledge

Price list 2026.xlsx
Brand guide.pdf
Standard terms.docx

Prompt library

Write a quote cover note
Summarise a site meeting
Turn notes into a client update

Connectors.

I connect it to Google Drive, SharePoint, Gmail, Outlook, HubSpot and the other tools you use, with access matching each person's own permissions.

Settings · ConnectorsExample

GDGoogle Drive
Connected
Uses each person’s own access
SSharePoint
Connected
Uses each person’s own access
GGmail
Connected
Uses each person’s own access
OOutlook
Connected
Uses each person’s own access
HHubSpot
Connected
Uses each person’s own access
+ Add connector

Policy and training.

A plain-English AI use policy, the right data settings, and hands-on training on your own work, so it sticks.

AI use policy · v1.0Example

NORTHLINEBUILD CO.Page 1 of 2

How we use AI at Northline

Use it for drafting and summarising. You check everything before it goes to a client.

OK to paste in

Draft quotes and cover notes
Site meeting notes, names removed
Our price list and standard terms
Marketing copy and photos we own

Never paste in

Client bank or card details
Staff health or personal records
Passwords and access codes
Anything under an NDA

Calendar · Team trainingExample

AI hands-on: our own work

Thu 6 Nov · 9:00 to 11:30 · Site office

9:00Why we use it, and the policy
9:20Your projects and instructions
9:50Live: quote cover notes from the price list
10:30Break
10:40Live: site notes into a client update
11:15Prompt library and questions

Bring a real quote and last week’s site notes.

How it works

Assess

I look at how your team works and where AI will save the most time.

Set up

I configure accounts, projects, instructions and connectors.

Train

Hands-on sessions on your real work, plus the policy and a prompt library.

Check in

I come back once it's in use and tune what isn't working.

Add-ons

Claude Design setup.

Design systems, production pipelines and on-brand assets your team can make in minutes.

Business Brain.

Claude connected to everything your business knows, and taught how it works.

Get your team set up.

Book a 30-minute call. I'll tell you which platform fits and what the setup involves.

Book a call