Organization
How the Brain and workspaces should be organized.
Think of the Brain as the shared filing cabinet every AI employee looks at. Think of workspaces as each employee's desk — what they own, what's shared, and what's none of their business.
What the Brain holds
The Brain is where every AI employee goes to understand your business. If you put vague or generic content there, every employee produces vague or generic output. If you put specific, real-world content there, they apply it correctly.
| Put in the Brain | Keep out of the Brain |
|---|---|
| Plain-English business description | Marketing copy and buzzwords |
| Real service examples (what you actually do) | Competitor names and comparisons |
| Customer FAQ examples | Internal drama or employee notes |
| Pricing and quoting rules | Confidential salary or contract details |
| Service area and travel limits | Raw data exports and spreadsheets |
| Brand voice examples (real emails/posts) | Jokes, hypotheticals, future plans |
| What the business does not do | Customer personal data |
What each employee needs in their workspace
| AI Employee | Workspace essentials | Not their concern |
|---|---|---|
| Sonny (Social Media) | Social account access, brand colors, voice examples, posting schedule | Financial data, customer lists, internal ops |
| Eva (Inbox) | Email access, response templates, escalation rules, contact list | Social strategy, cold lead lists, social account passwords |
| Penny (Blog/SEO) | Keyword list, blog brief, business description, tone reference | Inbox access, social calendar, customer contact data |
| Stan (Lead Gen) | Target customer profile, outreach message templates, ideal client description | Blog calendar, inbox, social media accounts |
| Rachel (Phone) | FAQ answers, call transfer rules, pricing basics, business hours | Email drafts, social content, SEO keyword data |
| Cara (Support) | Support ticket rules, common issues, escalation contacts | Social posts, cold outreach, blog topics |
How to keep workspaces clean
After the first week, workspaces tend to accumulate junk — old test drafts, outdated docs, random files that made sense at the time. Do a 10-minute monthly review:
- Remove outdated message templates
- Delete test posts and draft experiments
- Update the business description when services change
- Archive old campaign files
- Check that each employee still has what they need for the current season
Rule of thumb: If you have to explain it to a new hire in under 5 minutes, it belongs in the Brain. If it only matters to one specific employee, it belongs in their workspace.
Organize before you judge
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