process
Useful from week one, not just at the end.
Five phases, and each one delivers standalone value, so you get something worth having early rather than waiting for a big-bang launch. The order holds: you can't remind on what isn't connected, and you can't connect what you haven't heard.
01
Week 1
Listen
Structured interviews with each person on the team: what they need daily, what slips through, what they wish they could find faster. This is where the tacit knowledge surfaces: the reason a property gets its gutters cleared every June before the rain. The output is a map of your firm and the first set of reminder rules.
deliverable → The entity map and the first proactive checks.
02
Week 1–2
Connect
Stand up the Mac mini on your office network, wire the Monday.com sync and the nightly reconciliation job, and ingest your weekly summaries and existing logs. Changes flow in within seconds; the reconciliation pass makes sure nothing is quietly missed.
deliverable → A live feed of the firm's current state.
03
Week 2
Build
Generate the knowledge base as plain markdown files, build the retrieval index, and stand up the desktop app on the office network. Everything is inspectable in Finder; nothing is locked in a database.
deliverable → The knowledge base and the app your team opens.
04
Week 2–3
Activate
Turn on question-answering first, then a small set of proactive reminders. The system earns trust on the easy wins before it's trusted with more. Every reminder suggests; a person always decides.
deliverable → Answers on demand, plus the first reminders live.
05
Ongoing
Learn
Add the mistake log, weekly report generation, and document automation. Every miss becomes a standing check the system watches from then on. It's fine to miss something once, never the same way twice.
deliverable → A system that gets sharper every week.
What we need from you
Access
Read access to Monday.com and the places knowledge lives. We scope it together and it stays auditable.
Time to talk
Thirty minutes with each team member during the Listen phase. That's where the reminders come from.
Real questions
The questions your team actually asks. They become the test the system has to pass.
Start with a conversation.
The Listen phase is worth having on its own. Even if you stop there, you leave with a map of what your firm knows.
Book an intro call