Industry:
Digital Agency
Team Size:
35 employees
Location:
United States
Timeline to Live:
41 days
Services Used:
AI Knowledge Base + Business Process Automation
Primary Goal:
Capture institutional knowledge and dramatically accelerate onboarding
About the Client
A full-service digital agency with 35 team members across strategy, creative, development, and account management. Strong culture, excellent client reputation, and an internal knowledge management situation that had never been addressed with the cost of that gap growing with every new hire and every team change.
The Challenge
The agency had grown from 8 to 35 people in three years. That growth had produced an institutional knowledge problem that was starting to compound. New hires took months to reach full productivity because the knowledge they needed was distributed across senior team members’ heads, scattered across Google Drive folders nobody could navigate, and embedded in email threads nobody could find.
- New hire onboarding taking 2–3 months — primarily due to knowledge transfer bottlenecks
- Senior team members fielding an average of 15–20 internal knowledge questions per week each
- Process documentation scattered across Google Drive with no consistent structure or naming
- Client-specific knowledge held entirely by account leads — single-person dependency on each account
- No systematic way to capture or update knowledge as processes evolved — docs quickly outdated
The agency needed its institutional knowledge accessible to everyone who needed it — not locked in the heads of the people who had been there longest.
Our Approach
We started with a knowledge discovery phase — the most important and most underestimated part of any Company Brain build. The quality of what gets captured determines the quality of what the AI can retrieve.
What We Built
A living Company Brain — AI-powered, Slack-integrated, and built from the agency’s actual knowledge — accessible to every team member instantly.
The Results
Company Brain deployed in 41 days. Onboarding impact visible with the first new hire cohort. Senior time savings tracked from week one.
2 Weeks
Onboarding Time
8hrs
Senior Time Saved Weekly
75%
Faster Onboarding
94%
Query Accuracy
“We had knowledge everywhere and nowhere at the same time. New people spent their first month asking questions that three senior people answered on repeat. Now they ask the Company Brain and get the right answer in seconds. The difference to how we run is significant.”
— Operations Director, Full-Service Digital Agency
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The Knowledge That Runs Your Business
Deserves a Better Home.
Book a consultation and let’s talk about where your business knowledge lives right now and what becomes possible
when it’s organized, searchable, and available to your entire team.
One of the highest-leverage investments a growing business can make — and consistently underestimated.
