The Team Brain · Module 3: The build
Choose the tool you already have
Use the tool your organisation already licenses, because a shared assistant needs a shared licence, and because the data agreement matters when it is reading internal documents.
In Microsoft 365, Copilot agents (built in Copilot Studio or the simpler Agent Builder) can read a SharePoint folder and be shared with a team. Everyone who uses one needs a Microsoft 365 Copilot licence, or your IT team needs pay-as-you-go billing switched on, and they need permission to open the SharePoint folder. In ChatGPT Business or Enterprise, a workspace agent (the successor to custom GPTs) built on your documents can be shared with the team; older custom GPTs still work for now, but OpenAI plans to retire them. In Claude, a Project with the documents in its knowledge can be shared with team members. In Gemini for Workspace, a Gem with attached files does the same.
They differ in detail and the details change often, so ask your AI for the current steps for your tool. What does not change: the assistant needs a name, a set of instructions, the documents, and a way to share it with the team. That is all the build is.
| If your organisation has | Build it as |
|---|---|
| Microsoft 365 with Copilot | A Copilot agent reading a SharePoint folder, shared with the team |
| ChatGPT Business or Enterprise | A workspace agent built on the documents, shared with the team |
| Claude for teams or enterprise | A Project with the documents as knowledge, shared with members |
| Google Workspace with Gemini | A Gem with the documents attached, shared |
In practice. An office manager built her assistant as a Copilot agent because the firm already had the licence and the documents were on SharePoint. Set-up took an afternoon, most of it spent on permissions. Her IT team were relieved: everything stayed inside systems they already governed.
At your desk. Confirm which tool your organisation licenses for shared use. Ask your AI for the current steps to create a shared assistant with attached documents in that tool. Create it, empty, with a name.
Write it down.
- The tool I am building in:
- The assistant's name:
- Who I needed to ask about permissions: