====================================================================== THE OPERATING BRAIN — a template AI for Your Business — Intermediate, Chapter 2 ====================================================================== Your AI is only ever as good as what it knows about your business. The operating brain is that knowledge, written down once, in one shared place the whole team — and the tool — works from, so the output sounds like ONE company no matter whose hands are on the keyboard. This is a starting shape. Change the words to fit your business; it's yours, not a form to file. Keep each section short enough that someone actually reads it. ---------------------------------------------------------------------- VERSION ---------------------------------------------------------------------- Brain version: v____ Last updated: __ / __ / ____ Custodian (the one person who edits this and stamps a new version): ______________________ ---------------------------------------------------------------------- 1. WHO WE ARE, AND WHAT WE SELL ---------------------------------------------------------------------- The business in a paragraph a new starter would understand — the true version, not the website gloss: The real list of services / products, and what each costs: ---------------------------------------------------------------------- 2. WHO WE SERVE ---------------------------------------------------------------------- Our customers, their world, the words they use, what keeps them up at night. (AI always writes to a reader — this tells it who the reader is.) ---------------------------------------------------------------------- 3. HOW WE SOUND ---------------------------------------------------------------------- Two or three words for our voice: ______________________________________ We say it like this: ___________________________________________________ We never say it like this: _____________________________________________ How we sound when a customer is upset: _________________________________ ---------------------------------------------------------------------- 4. WHAT WE ALWAYS DO, AND NEVER DO ---------------------------------------------------------------------- The promises we always keep: The lines we never cross (the fee we never raise in a first reminder, the guarantee we'll never make, the tone we'll never take): The data rule — which tool takes what. On your APPROVED business/team tool (training off by default, a data-processing agreement accepted, transfers checked) you may use real customer data for a genuine business reason. On a general or personal tool, keep customer/staff personal details out. And on ANY tool, never put in: card / bank / password details; special-category data (health, ethnicity, religion, sexuality, union, biometrics); or trade secrets. (Not legal advice — for real personal data at scale, take proper advice.) Write your line here: ---------------------------------------------------------------------- 5. THE FACTS THAT MUST BE RIGHT ---------------------------------------------------------------------- Prices, policies, deadlines, the details AI must never guess at — the exact list a fluent machine would otherwise invent with a straight face: ====================================================================== THE RULE THAT MAKES IT REAL (not just a document nobody opens) ====================================================================== Using the brain is not optional — and, the part that makes that stick, it is CHECKABLE: • Every piece of AI-assisted work carries a marker: which version of the brain it was built from (e.g. "brain v3, 14 March"). • Before the work moves on, the approver's FIRST look is provenance — not quality yet, just: does it carry the brain marker? No marker, or a stale one, and it goes straight back, unread, to be redone from the brain. • When a thin or out-of-date brain lets a miss through, that's a correction — logged and folded back into the master by the custodian, so the same miss can't happen twice. Build it as the TEAM'S, not a memo from you: you draft the skeleton, but each function's operator fills in their corner (the questions clients actually ask, the three things juniors get wrong). One master copy, one custodian, one queue of improvements. Everyone points the tool at the same copy; nobody keeps a private one. ---------------------------------------------------------------------- Pin at the top of the brain: *No brain, no sign-off.* ---------------------------------------------------------------------- ePORTS — your ecom source. eports.global