Why This One Matters
The tool is in. Everyone is “using it”. Nobody has said - from the top - what it’s for here, what never goes into it, and who owns each piece. So one person is pasting customer details into a free chatbot, another has built something nobody else can open, and both think they’re helping.
Then a good person leaves, and the way they worked leaves with them.
What’s Inside
The actual page. Copy it into a doc, print it, or drop it straight into your team chat - three headings, filled in honestly, is the whole exercise.
How to run the twenty minutes. Five simple steps to get the whole team in one room and come out the other side with a page everyone agrees to, not one handed down from the top.
The harder question. What’s ever gone into an AI tool that shouldn’t have - customer data, pricing, anything you wouldn’t email a stranger. That’s the rule that matters most, and most businesses have never written it down.
Who owns each piece. A one-line fix for the single biggest risk: the person who set up a tool leaving, and nobody else knowing how it works.
Who This Is For
Any small business owner whose team is already using AI in scattered, disconnected ways - which is almost everyone. Works with whichever AI your team already has open: ChatGPT, Claude, Gemini, or all three at once. The page isn’t tied to any tool, so it moves with you if you switch.