Ten people, ten assistants, no shared memory
Everyone on your team has opened an AI tool by now. Each one starts from nothing. Your operations lead asks how to handle a supplier who has gone quiet and gets a sensible, general answer. Your newest hire asks the same question a week later and gets a different one. Neither reply mentions your suppliers, your payment terms, or the workaround your team actually uses. The good answer, when it happens, is stuck in one person's chat history where nobody else can see it.
The problem is not the tool. It is the context.
Individual accounts hold individual context. Nothing the operations lead taught their assistant reaches anyone else's. The business never builds a shared memory, so the quality of the answer depends on who asked and how well they phrased it.
You fix this by giving the AI what a good new hire gets in week one: where the files live, how you name things, and what is true about the business that does not change.
Three steps, in order
Write one shared context document. Company facts, the words you use for things, the rules that hold steady. Keep it somewhere the whole team's AI can read, not on one laptop.
Connect the places the work already lives, one at a time. Your file store first, Google Drive or SharePoint and OneDrive, so the AI quotes your real contracts and reports instead of guessing. Your wiki next, Notion or Confluence, for processes and policies. Your chat last, Slack or Teams, so decisions made in conversation become searchable.
Match the permissions you already have. Each person's AI should reach exactly what that person can already open, and nothing more.
The one thing that breaks it
A shared context nobody maintains is wrong within a month, and wrong context is worse than none. Name one owner. They keep the facts document current and review what is connected each quarter. When a policy changes, they update one file and every answer changes with it.
Start narrow
Do not connect everything on day one. Take the team that asks the most repetitive questions, usually operations or finance. Give them the shared document and one connector. Look at the answers a week later, then widen.
Set this up once and the answer stops depending on who asked. Our free operations check will show you where the shared-knowledge gaps are today.