Build a
Company Brain
your AI can read
What your company knows is in heads, email, Slack, Raq.com, Notion, Drive and likely lots of spreadsheets.
20%
OF THE WORKWEEK LOOKING FOR INFO
42%
INSTITUTIONAL KNOWLEDGE UNIQUE TO ONE PERSON
Days
FIRST ANSWERS LIVE, NOT QUARTERS
Your AI is only as smart as what it can read.
AI chat doesn't know your pricing, your customers, your bid history, the reason you stopped quoting that supplier, or the one rule the founder always overrides.
Knowledge exists, but it's spread across tools, tickets, files and people. McKinsey estimated that interaction workers spend nearly 20% of the workweek looking for internal information or tracking down colleagues who can help. Panopto found 42% of institutional knowledge is unique to individual employees.
WHERE IT LIVES NOW
- In one or two people's heads
- Slack threads that are hard to find
- Email chains, attachments, PDFs
- A Notion that isn't current
- Spreadsheets named "Final_v8"
A COMPANY BRAIN
- One indexed memory across all of it
- Answers cited back to the source
- Respects who's allowed to see what
- Updated as the business changes
- Search like Google, ask like ChatGPT
Every company brain has the same five parts.
The tech behind it has a name (retrieval-augmented generation, vector search, knowledge graphs). The pattern's the same in every business we build one for.
Sources
Slack, Raq.com, Gmail or Outlook, Notion, Confluence, Google Drive, SharePoint, your CRM, your spreadsheets, your internal apps. Plus the bits in people's heads.
Ingest
Pipelines that pull from each source, clean it, chunk it, tag it with who, when and where. New documents picked up automatically.
Memory
A vector store for meaning, a structured store for facts, a graph for relationships. Your data, encrypted, hosted where your contracts require, with model access controlled.
Retrieval
The bit that finds the right two paragraphs from the right document at the right time. Tuned per use case, so the AI gets fed enough context (not a haystack).
Trust layer
Permissions that match your org. Every answer cites its source. Every query logged. Sensitive material flagged and walled off. Auditors can see what was asked and who saw it.
Record and transcribe.
A habit worth starting before you build anything else.
A lot of what your company knows never gets stored. It comes out in meetings, client calls, standups, the quick debrief after a site visit, the decision someone explains once and never writes up.
Get in the habit of recording those conversations and running them through transcription. A searchable transcript is the cheapest new source you can add, and a company brain can only index what has been captured.
Record as much as you reasonably can. Transcribe it. Store it where the rest of your knowledge lives.
Where we come in.
Unforunately you can't ask people to write everything down, it won't happen. We build ours the other way round: capture what already exists, fill the gaps with short structured interviews.
Fixed-scope phases. You see the brain working before you've signed off the next one. No long drawn-out engagements.
BOOK AN ADVISORY CALLKnowledge audit
We map what your company knows and where each bit lives. Sources, owners, sensitivity. You get a one-page picture of your real knowledge base before we build anything.
Build the brain
Connectors, ingest, vector and structured memory, retrieval, permissions, logs.
Wire up the first answers
A search UI for the team, plus one or two real AI use cases plumbed in (sales answers, support drafts, onboarding, the bid library, whatever's bleeding). You see the system doing work in days, not months.
Keep it fresh
A second AI watches for stale, contradictory or missing knowledge and flags it. Easy bits get patched overnight. The rest queues up for a human to confirm. The company brain stops drifting, which is the bit most projects skip.
What the research actually says.
A few numbers worth keeping in mind when you're deciding what to build.
Nearly a day a week, gone.
McKinsey estimated that interaction workers spend nearly 20% of the workweek looking for internal information or finding colleagues who can help. A searchable internal record can cut that search time by up to 35%.
42% lives in one head.
Panopto's workplace report found 42% of institutional knowledge is unique to individual employees and isn't shared with coworkers. Every leaver takes a slice of the operation with them.
Agents have arrived.
Gartner expects up to 40% of enterprise applications to include task-specific AI agents by the end of 2026, up from less than 5% in 2025. Useful agents need useful business memory.
Sources: McKinsey Global Institute, "The Social Economy" (2012); Panopto Workplace Knowledge and Productivity Report (2018); Gartner press release "40% of Enterprise Apps Will Feature Task-Specific AI Agents by 2026" (Aug 2025).
The ones we get asked first.
Isn't this just a wiki?
A wiki needs humans to write things down (good luck). A company brain reads what's already there (in Slack, email, Notion, Drive, your apps) and indexes it for both people and AI.
Can't we just point ChatGPT or Copilot at our files?
You can, and for one team's drive it's often enough. The wheels come off when permissions matter, sources span tools, answers need citations, and the data can't leave the country.
How do you stop it making things up?
Retrieval first is the best way. The AI doesn't answer until it's pulled the actual passages from your company brain, and every claim links back to its source. If the brain doesn't know, the answer says so. We evaluate this on private test sets.
Who can see what?
The brain inherits permissions from the source. If you can't see a Slack channel or a Drive folder, your queries don't surface it. We wire it to your SSO (Google, Microsoft, Okta) so leavers lose access when your identity provider removes them.
Where does our data sit?
On infrastructure you own (Hetzner, AWS London, Google Cloud London, or your existing tenancy). LLM calls are configured so prompts and retrieved context aren't used for provider training. We can run the LLM call against UK or EU endpoints if your contracts require it.
What about GDPR and the ICO?
We document a record of processing activities, set up retention and deletion to match your policy, and respect subject access and erasure requests at the brain level. If you need a DPIA we'll write it with you.
How long, how much?
Audit first, fixed fee. First working brain plus one live use case in days, not months. Fixed price per phase, told to you before we start.
What if our knowledge is mostly in one or two people?
It's a good place to start. We run short structured interviews, transcribed and indexed alongside the rest. Two hours from a founder or veteran operator captures the bit nobody's written down, and the company brain keeps it after they move on.
Interested in a company brain?
Tell us where your knowledge lives today. On a 30-minute call you'll have a clear answer on what we'd capture first and how we'd build the brain around it.