The Modern Operators Discovery With CREW

Recap: what we talked about on 5/18

• Adding 15 to 25 members per month, on track for 500 members and roughly $1.7M in revenue by end of 2025.

• New team members and part-time contractors coming online: Allison organizing operational procedures, Cheryl helping with event planning, and the Hub Ambassador program launching across markets.

• Current stack: Asana for projects, Circle for community, Copper for CRM, Google Drive for documents.

• The right information isn't visible or easily findable when the team needs it.

• The same questions get asked over and over, which costs time and creates frustration.

• Knowledge lives in people's heads, inboxes, personal computers, and scattered docs — the team knows it exists, but can't get to it without asking someone.

• Allison is organizing SOPs, but there's no centralized place for them yet.

• Bob has been experimenting with ChatGPT, Perplexity, and Notion.

• 90-day implementation of a custom Notion-based operating system.

• Consolidates all company information into one searchable, AI-accessible central hub.

• Includes extracting existing knowledge, building the knowledge base, defining roles and SOPs, and training the team.

• Two custom AI agents built as part of the engagement.

• Hub-and-spoke model: the operational hub services marketing, sales, product, and fulfillment teams.

• Executive dashboards with AI query built in.

• Event planning pages with the full picture in one place: contracts, emails, attendance, hotel reservations.

• Meeting transcription with AI summaries.

• Knowledge base where every role has its own resources and SOPs.

• Blog publishing engine that syncs with the website for SEO.

• Social media content generation from playbooks and frameworks.

• Process templating for repeating activities like events.

• Primary return is executive time savings — keeping $200/hour people off $20/hour work.

• Damon's example: 30 to 50 hours saved on end-of-year analysis by using an AI agent instead of doing it manually.

• Jeff already saw a save by catching pipeline items that had slipped.

• Event planning could become 50 to 75% more efficient with templates and shared processes.

• $11,500 one-time for the 90-day implementation.

• Notion business plan: $20/month per user, unlimited AI credits.

• Guest access is free for contractors or siloed roles.

• Optional ongoing retainer after the initial build for expansion and new work.

• Could potentially replace your Asana subscription if the team is comfortable switching.

• Well-architected from the beginning.

• Start simple — only add complexity when it's actually needed.

• Work in business cadences: annual, quarterly, and monthly reviews.

• AI cleanup agents flag what needs archiving or fixing.

• Culture rule that keeps the OS healthy: if it doesn't exist in the OS, it doesn't exist at all.

Scope of Service - CompanyOS Implementation

Goal

Services overview

• Complete operational audit and knowledge extraction from leadership and key team members

• CompanyOS in Notion tailored to Crew's workflows, teams, and membership model

• Searchable SOP library, department dashboards, and centralized knowledge base

• 2 AI agent(s) deployment trained on Crew's data, brand voice, and processes

• Team training to ensure system usage and long-term sustainability

• Integration with native Notion integration tools (Asana, Google Drive, Slack)

• Post-implementation review call and handoff documentation

Full Offer Detail

Phase 1: Foundation (Approx. Days 1–15)

• Structured interviews (60–90 minutes each) with Bob and key team leads

• Mapping of how decisions are made today across leadership, events, and member success

• Identification of operational bottlenecks, tribal knowledge, and context dependencies

• Documentation of existing processes, roles, and ownership structures

• Review of current tools, workflows, and communication patterns

• Company Vision Hub documenting strategy, goals, values, and long-term vision

• Strategic Planning Engine enabling quarterly and yearly cycles with goal-setting frameworks

Phase 2: Build (Approx. Days 16–60)

• Leadership Dashboard with strategic and tactical views and metrics

• Searchable SOP Library with step-by-step documentation for all core processes

• Knowledge Base structured for AI to search, retrieve, and answer questions

• Brand Voice Training Database capturing Crew's tone, messaging, and communication style for AI deployment

• Team HQ serving as the single source of truth for all Crew information

• Integration with native Notion integration tools (Asana, Google Drive, Slack)

• Fully built CompanyOS in Notion, customized to Crew's business

• Permission-based access controls (executives, managers, team members, Hub Ambassadors, contractors)

• Mobile-ready interface for on-the-go operations

Phase 3: Intelligence (Days 61–90)

• Content Writing Agent (blogs, emails, social media posts, written in Crew's voice)

• Reporting Automation Agent (weekly dashboards, performance summaries, data synthesis)

• Research Assistant Agent (answers questions from Crew's knowledge base and processes)

• Custom AI Builds based on Crew's specific operational bottlenecks –– event ops, member intelligence, renewal risk, or Hub Ambassador signal capture

• Live training sessions teaching the team how to use the CompanyOS

• Adoption workshops ensuring the system becomes part of daily workflows

• Documentation and video walkthroughs for ongoing reference

• Office hours and email support during the adoption phase

• Deployed AI agents accessible via the CompanyOS

• Team training materials (videos, guides, quick-start documentation)

• Post-implementation review call to assess adoption and address questions

• 30-day post-launch support via in-app Notion or email to ensure system sustainability

Timeline

• Phase 1 (Days 1–15): Foundation and knowledge extraction

• Phase 2 (Days 16–60): CompanyOS build and integration

• Phase 3 (Days 61–90): AI deployment and team training

Investment

Post-implementation support

• 30 days of Notion in-app/Loom support to address questions and troubleshoot adoption issues

• One (1) post-implementation review call (60 minutes) to assess system performance and discuss optimization opportunities

What's next

• Ready to move forward? We'll send the signable agreement and payment instructions, with the kickoff call locked within 48 hours. We only onboard 3 clients per month, so there is limited availability.

• Want to talk it through first? Email questions or grab time on our calendar.

• Not the right fit? Tell us –– no hard feelings, and we'll close the loop cleanly.

Additional Resources