The Central Nervous System for Scaling Operations

The Problem: The “Context-Switching” Tax

As teams grow, tribal knowledge begins to decay. Information is siloed in Slack threads, private DMs, and nested Google Drive folders. The “Context-Switching Tax” is paid every time an employee asks, “Where is that SOP?” or “What did we decide in that meeting?” This friction slows down every project and forces the founder to repeat themselves indefinitely.

The Vision: Perpetual Operational Context

The “Commonplace” system is a central repository that doesn’t just store files—it understands them. It uses semantic search to ensure that every team member has the “Total Context” of the company at their fingertips, instantly.

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The Technical Architecture

1. Ingestion (The Multi-Channel Pipe): We use Make.com to listen to “Signals” across the business. When a Zoom meeting ends, a Slack thread is pinned, or a PDF is uploaded to a specific folder, the system triggers.
2. Vectorization (Pinecone/OpenAI): The raw data is “embedded”—transformed into mathematical vectors. This allows the system to understand the meaning of a document, not just the keywords.
3. The Interface (Coda + AI Search): Inside your Coda workspace, we build a “Company Oracle.” A team member can ask: “What is our specific policy on client refunds for the Q3 campaign?” and the system pulls the exact paragraph from a meeting transcript three months ago.
4. Maintenance (The Logic Loop): The system automatically flags documents that haven’t been updated in 90 days, ensuring the “Brain” never becomes stagnant or outdated.

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The “Oracle” Logic

The power of this system is Grounded Intelligence. The AI is strictly forbidden from “hallucinating.” It is programmed to only answer using your uploaded company data. If the answer isn’t in the “Brain,” it says: “I don’t know, but [Owner Name] discussed this on Tuesday’s call. Would you like me to ping them?”

The Business ROI

Founder Freedom: The CEO is no longer the “Human Search Engine” for the team.

Reduced Friction: 40% decrease in internal “status check” pings.

Onboarding Speed: New hires become productive in days, not weeks, by “chatting” with the company history.