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Simplifying AI for my non-techy friends.
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I was running too many things from one chat window and my own head. So I gave myself one weekend to put my business and my life into one system with Claude: an AI brain, an org chart, an AI COO, a workflow and five skills on top. Here's the whole thing in order, with my prompts, skills and templates in one free download so you can do it too.
Everyone is showing off how many AI agents they've built and which tools they use. I've been saying all year that none of that matters without the foundation underneath, and Anthropic's own guidance points the same way. Here's the foundation my AI employees run on - the AI brain with its memory and emotional intelligence, the workflow manager and the connectors - and how to set up yours.
Everyone online is talking about AI agents, writing skills, connecting them to Claude and setting up routines. Almost no one is talking about the workflow, and that's the piece that made everything else make sense for me. Here's the strategy behind it, and my ClickUp template so you can set it up yourself.
If you run a business and feel like everyone else has worked out AI while you're still using it to tidy up emails, Claude Code is where that changes. It isn't just for developers. Here's what it is in plain English, why I use it over the chat, and the business jobs it runs for me every week.
I used to think automation meant code, APIs and a developer. It turned out to be explaining a job to Claude the way I'd brief a new assistant. Here are the seven I run every day, what each one does, and a download for each so you can set it up yourself.
I built an AI operating system with 204 AI employees, and very quickly realised it was way too much. Humans are multi-skilled, so why can't my AI be? Here's the team I actually run now, the seven I'd recommend you start with, and a free kit to install each one.
Clients come to me needing a landing page in the next half an hour because they've just decided to launch a lead magnet. I don't open a page builder for that anymore. Here's how I design the page in Codex, move it into Claude Code, connect it to Brevo and put it live, with every prompt I type.
When I first mapped my AI team, I had three separate writers for my content. Now I have one Scriptwriter with five skills and an index that tells it which one to use. Here's what Anthropic says about building this way, the five skills, and the prompts to teach your own employee.
An AI-driven workflow is a job where AI doesn't just do a step, it decides where the work goes next and sees it through. Here's what that means in plain English, how one runs in my business from brain dump to published post, examples for a small business, and two prompts to map and build your own.
So you've decided to jump into Claude Code, you've opened it, and now you're looking at an empty box. This is exactly what I'd do in your first hour: build your AI brain in Obsidian, fill it with your business, map your organisation and install your AI COO, with a free kit for each step. Then the AI employees I'd install next.
The whole point of my AI system is to get shit done while I'm sleeping. These are the four AI employees that work my night shift: one that updates my AI brain, one that turns my day into content ideas, one that builds, and one that tells me what happened when I wake up. Each one is a download you drag into Claude, with the prompt that sets it up for you.
For years I was the person holding it all together for someone else. Now I run my own business and AI does that job for me, every single day. Here are the six things I get it to do, and one download your AI COO can use to install four of them for you.
Everyone is building agents and skills right now, and nobody tells you how to know when it's the right time to build one. These are the three questions I ask myself before I give AI another job, and how I've used them in my own business.
Claude Code sounds like something for developers. It isn't. Here's what it is, what the terminal is and why you barely need it, how to connect Claude to your computer, and the four features I use to run my business: Customize, routines, artifacts and Dispatch.
I do so many things in a day to move my business along that I want to share, and I forget to write them down. So every night my AI COO reads what I did and gives me post ideas by the morning. Here's the copy-paste prompt, the full skill, and how to install it so it runs every night for you.
OpenAI is retiring custom GPTs on 11 December 2026 and replacing them with plugins. If you've built one, use one or sold one to a client, this is what's changing, what comes across, what doesn't, and what to do before the date.
Everyone is selling AI agents, and most founders I speak to still can't get a straight answer on what one is. This is what an AI agent actually is, how it differs from an automation, what you can trust it with, and how I build one into a small business with the Incuv8or AI Framework.
A lot of people set up a routine in Claude and think they've got an AI employee. A routine is a reminder that wakes AI up at a set time. An AI employee picks up the work you give it, does it and hands it back for review. Here's the difference, the five questions that tell you which one a job needs, and the two prompts that set each one up.
I got caught up in the AI bug and built every skill and employee I could, and ended up with twenty-five skills I didn't know how to use. Now I work with one AI COO, a small team of employees and one shared library of skills, set up with the Incuv8or AI Framework. Here's how, in order, with the prompts.
All you see online are huge AI operating systems, with dashboards, dozens of agents and code, and it looks like that's the only way to have an AI team. It isn't. I run my business with the Incuv8or AI Framework: build your AI brain, map your org, build a COO, add employees only when they pass a test, hand out the work from your task manager and add routines where they're needed. Here's the whole thing, in the order to set it up.
I've been giving my AI employees an identity and an index of skills all year, and it's the same direction Anthropic is pointing everyone in now. A toolkit isn't anything fancy. It's a folder with an agent file that says who the employee is, what it connects to and which skills it pulls from, and here's how to build your first one.
A skill is one process, written down once so Claude does it your way every time. There are three types of skill, they're built differently, and here's how to build each - plus how the AI employees that use them are built.
Every time you want AI to do something new, it's tempting to build another agent. Anthropic's own guidance says to start with one and add more only when you have a reason. Here's what Anthropic actually says, the four-part test I use before I create any new AI employee, and the prompts to run it on your own jobs.
We've all been chasing the AI agent hype, building every agent and downloading every skill and hoping our systems get better. The first thing you actually need to do is the boring stuff: map your AI org chart. Install my AI Org Mapper skill and it interviews you, then maps your COO, your departments, the employees you actually need and the skills each one uses.
I started with ten AI directors and a pile of employees. Now I run one COO, a small team split into departments, and one shared library of skills. Here's how my AI team is set up today, what an AI employee actually is, and how work moves between them.
A skill is how a job gets done. A routine is what wakes it up on a schedule. Here's what a routine is, the three kinds worth building, and the exact template for each - ending with the one that runs an AI employee on its own.
Your AI employees know the job. But they don't know what to work on, where to put it, or when to stop and ask you. That's the workflow - and it's your task manager. Here's the exact setup, and where it fits once your COO and first employees are built.
If you're curious about AI employees but overwhelmed by all the skills and pieces you'd need, build one employee first: a COO. Give it your org chart, let it draft the rest of your team with you, then hand it work from ClickUp. Here's how to set it up, step by step, with the COO template and the prompts.
Once you know which AI employees you need, they need somewhere to read your business from. I keep mine in Obsidian, and every AI I use reads from the same folder. Here's why I chose it over Notion, Google Drive and plain files, how to set it up, and the folder structure I use.
I run more than one business, for me and for clients, and email got so overwhelming that I stopped reading it. So I built an inbox assistant in Claude that sorts my email every hour, finds the people waiting on me, drafts the reply and puts a task in ClickUp. Here's the skill to download, and how to install it, connect it and put it on a routine.
I have so many meetings and so many clients that I'd forget what we discussed. So I built a routine that reads the notes from every call, files them in the client's folder and puts the actions into ClickUp. Here's how it works, the skill to download, and the prompts to set it up.
A members-only course portal with logins, a dashboard, a course viewer, an admin area and payments, built from a free starter template. The prompts I type into Claude at every step, the clicks Claude sends you to do in Supabase, Brevo and Stripe, and how to lock it down before it goes live.
I haven't manually checked my calendar first thing in the morning for months. A routine reads my calendar, my tasks, my leads and my goals before I'm at my desk, and tells me what today is and what my focus should be. Here's what's in it, the prompts that build it, and how to make it look like your brand on your phone and your laptop.
The thing that stops most non-technical people building with AI isn't the build. It's the first error they don't understand. These are the four prompts I paste when something breaks, in the order I use them.
Every post I publish has a keyword. Someone comments it, ManyChat sends them a DM, asks for their email, and hands them the link. Here's the flow I use, the template to save to your own ManyChat, and the four things to change.
I run a busy business and I'm nearly always running into a client call with ten minutes to spare. So I built the thing that gets me ready in one line: who they are, what we said last time, what's been done since and what's still open. The prompt, the brief it produces, and the employee that does it for scheduled calls without being asked.
Everyone's building AI brains with a hundred documents that understand their business. Nobody talks about updating them, and a business changes every day. So I built an employee whose only job is to read what happened today and write it into my files while I sleep. Here's what it does, and the routine to hand Claude.
I used to lose a week to a page builder. Now a client website is a 90-minute job in Claude Design and Claude Code, and most of that is me reading and deciding. These are the prompts I type at every step, and the clicks Claude sends you to do.
Most people use AI to produce more. The better question is what it could stop you doing - here are the four jobs that have quietly left my week, with the prompts.
You don't have a confidence problem. You have an evidence problem. How I get Claude to go through my client work and find the consulting experience already in it.
Three months back, two months forward. The prompt I run at the end of every month to find where the capacity is, where the money is leaking, and what to sell now to land income later.
Posting consistently is not the same as having a way to get clients. The four signs, what a lead generation strategy actually is, and the prompts to build yours.
You've built the folders. Now here's what actually goes in them - the six documents that turn a filing system into something that knows your business.
If you're good at twelve things, 'pick one' is terrible advice. Your niche isn't a skill - it's the problem your skills solve together. Here's how I got Claude to find mine.
A £1,000 retainer can cost you 80 hours a month. A £1,000 project can cost you eight. Here's the prompt I use with Claude to work out which projects to add to my offer suite.
You don't need a following or viral content to land premium tech clients. The exact 5-day LinkedIn outreach system: who to target, what to research, and the email template that gets 30-50% replies.
Three prompts, one brain dump, and a proposal that looks like it came from a proper business - saved into the client's folder before I've even asked.
The ten jobs that used to eat my evenings, the connectors each one needs, and the exact prompt I run for every single one.
Four businesses, one look. How I built the brand profile everything else hangs off - and turned it into the PDF templates my proposals and lead magnets live in.
The LinkedIn strategy works. The problem is the twenty minutes of research it takes per prospect. Here are the exact prompts I use so it takes five.
Every project you finish contains something worth keeping. These three prompts pull it out, file it, and hand it back to you six months later when you need it again.
Apple Stickies crossed with Notes checklists, in your own colours, with a little alien who jumps up to chase you. Free code, built by Claude Code in about ten minutes.
A little alien flies across your screen five minutes before every meeting. Here's the code, and Claude Code builds it for you in about ten minutes.
You've seen the prompts - this is the setup that makes them work. The filing system, Claude Projects vs Claude Code, and the new folder feature that changes everything.
You don't need to post daily or grow an Instagram following to build authority as a VA. The exact 15-minute routine: referrals, LinkedIn and stories.
The exact proposal structure TQA students use to turn "button-clicking" retainers into proper strategic contracts — scripts included.
Delegate like a consultant: five real client tasks your AI can own today, the exact briefs to give it, and the one thing you should never hand over.
