Level 1: Organized Drive (Foundation)

Where you are:

• Documents scattered across personal drives

• Inconsistent naming and structure

• "Informal knowledge" about where things live

• Hours lost searching and recreating work

After implementation:

• Clear, consistent file structure

• Standard naming conventions

• Time saved: 2+ hrs/week per person

• Key outcome: "Everyone can find what they need"

Level 2: Connected Systems (Integration)

Where you are:

• Organized files but manual processes

• Information siloed in different tools

• Limited template usage

• Team relies on "document owners"

After implementation:

• Shared team knowledge base connects key information

• Knowledge base use PARA and CODE methods to increase effectiveness

• Templates speed up common tasks

• Automated file organization

• Time saved: 3+ hrs/week per person

• Key outcome: "Work flows smoothly between tools"

Level 3: AI-Powered Operations (Transformation)

Where you are:

• Basic automation in place

• Good organization but manual searching

• Time spent contextualizing information

• Regular but inefficient processes

After implementation:

• AI search across key platforms

• Automatic meeting summarization

• Smart tagging and categorization

• Intelligent process automation

• Time saved: 5+ hrs/week per person

• Key outcome: "Your systems work for you"

Real impact examples

• Grant writer finds past successful applications in seconds

• Program manager creates reports using automated data

• ED gets instant insights from board meeting minutes

• Finance team automates expense categorization

The multiplier effect

→ Level 1: Individual efficiency

→ Level 2: Team collaboration

→ Level 3: Organizational transformation