Stop Solving the Same AI Problem Twice
Every week, someone on our team figures something out with AI. A better prompt. A workflow that saves an hour. Creating a skill to connect different platforms.
Until recently, that discovery has stayed with them. It doesn't spread. The next person hits the same problem, figures it out again, and the cycle repeats.
At our Friday Team Learning this week, Josh Kashorek showed us what we're building to fix that — and I want to share it, because I think it's one of the most important things a team can do right now.
The AI Home Base
Josh has been building what he calls the "AI Home Base" in Notion. The idea is simple: one place where everything AI-related at Five Q lives. Not scattered across Slack threads and individual Cursor setups and personal Claude projects — but organized, visible, and accessible to the whole team.
Here's what's in it:
- A new idea pipeline. If you're working and an AI idea comes to you that is beyond your current capability to execute, you can submit it directly through Claude — it creates a card on the board automatically. No context switching, no friction. The AI team reviews these weekly and works through them in a structured manner.
- A roadmap. The team can see what's been built, what's in progress, and where things are heading. Q2 has been focused on data connections — integrating Teamwork, HubSpot, Google Analytics, Google Ads, and others. QuickBooks and Stripe ended up getting official Claude connectors before we built them, which is a good sign of where the ecosystem is heading.
- An approved tools list. Any tool in use or under consideration is tracked here. If a team member wants to use something new, they submit it, tag Josh or our technology leads (Anthony and Jason), and a review begins. The goal isn't gatekeeping — it's making sure we're not adopting tools that create data privacy or security risk.
- An MCP server tracker. This one is technical, but important: MCP servers are what allow AI tools to connect to other systems. Josh has a skill that automatically searches for new MCP servers each week and fills in the tracker. When a new official connector becomes available, we can move on it quickly instead of missing it.
- A frontier comparison matrix. A regularly updated comparison of Claude, ChatGPT, Gemini, Cursor, and IronClaw — what each can do, what integrations they support, how they're rated. When a client asks whether a certain platform can do something, the team has a reference point.
Why This Matters
About four weeks ago, we ran an internal AI audit — sent a survey to the whole company asking how people were using AI, where the gaps were, and what would help them in their roles. One of the clearest things that surfaced was this: people wanted to see what their colleagues were doing. They wanted to learn from each other.
That's not just a Five Q problem. It's the central challenge in AI adoption right now across the nonprofit sector. The Virtuous 2026 Nonprofit AI Adoption Report found that 81% of organizations use AI on an ad hoc, individual basis. Only 4% have documented, repeatable workflows. Knowledge walks out the door when people leave. Teams solve the same problems independently. What works stays invisible.
The AI Home Base is our answer to that. It's how we capture what's working before it disappears, share it across the team, and build on it instead of starting over.
The Bigger Principle
AI-empowered doesn't mean AI-scattered. It means AI-organized and accessible across the team.
The difference between a team that's genuinely Human-First, AI-Empowered, and a team that's just doing AI things — structure and governance. A place where the work is visible. A way for the team to contribute to something shared instead of each person doing their own thing in isolation.
Josh built that for our team. And as I watched him walk through it Friday morning, I thought: this is what every ministry organization needs to be building right now — before the ad hoc patterns solidify into permanent habits that are much harder to change.
You don't need a sophisticated platform to start. You need a home base. One place. Visible to everyone. Where what's working gets captured and shared.
Start there.
Chad Williams is the CEO & Founder of Five Q, a human-first, AI-empowered digital agency delivering mission-driven growth to ministries and faith-based nonprofits. This article was developed using AI writing tools our team has built with my voice, research, and editorial framework. The ideas, arguments, and positions are mine. I have directed, edited, and approved this article before publishing. At Five Q, we believe in a human-first, AI-empowered approach to AI. If you would like to learn more, just ask.