The One-Hour Leadership AI Setup: Connect Your Systems and See Where the Hours Go
A playbook for leadership teams: the six systems to connect read-only, who approves each one and a prompt that maps where your team's hours go.
- The six systems to connect, read-only first
- Who approves each connection
- The hour, step by step
- The deep audit prompt, with a text copy to paste
- What to do with the report
Get the PDF
Tell us where to send follow-ups, and the playbook opens right away.
Six systems to connect, read-only first
Together they hold most of the record of how work gets done. Connect what you can in the hour, and skip anything nobody has approved yet.
CRM
01HubSpot, Salesforce, Pipedrive, GoHighLevel
- Connect first
- Deals, pipeline stages and the activity on each account
- Leave out for now
- Payment details and bulk exports
- Who approves
- Your CRM admin, often sales ops
Task tool
02ClickUp, Asana, monday.com, Jira
- Connect first
- Projects, tasks, owners, due dates and comments
- Leave out for now
- Private spaces and HR projects
- Who approves
- The workspace owner
Team chat
03Slack, Microsoft Teams
- Connect first
- Public channels where work gets handed off
- Leave out for now
- Direct messages and private channels
- Who approves
- The workspace owner or IT
Email
04Gmail, Outlook
- Connect first
- Your own mailbox
- Leave out for now
- Shared inboxes and anyone else's mail
- Who approves
- Each leader for their own, once IT allows the app
Drive
05Google Drive, SharePoint, OneDrive, Dropbox
- Connect first
- Shared folders with SOPs, proposals and reports
- Leave out for now
- HR, payroll, legal and board folders
- Who approves
- IT and the folder owners
Calendar
06Google Calendar, Outlook
- Connect first
- Your own calendar
- Leave out for now
- Other people's calendars
- Who approves
- Each leader for their own
Agree on these before you connect
Read-only first
Connect with read access. If a connection can create, edit or send, switch those tools off or set them to ask first. Write access comes later, one workflow at a time.
It sees what your login sees
If your account can open HR, payroll or board folders, the AI can read them too. Tell the prompt to skip them, or connect an account that can't open them.
One person keeps the list
One leader writes down each system, who approved it, what's in scope and the date, so anyone can see what the AI can read.
The PDF adds the hour step by step and the deep audit prompt, with a text copy to paste.
Get the playbookOne free hour, then four steps
Step 0 is yours to run with this playbook. The audit, build, training and support are the four steps every McCarthy's client gets.
- 0
Free · Day 1
One-hour setup
Your leadership team connects six systems read-only and runs the deep audit prompt.
You get: A first report on where the hours go
- 1
Weeks 1 to 2
Audit
We interview the people who do the work, measure where the hours go and pick the two or three workflows worth building first.
You get: A ranked list with hours, cost and payback
- 2
Weeks 3 to 6
Build
We build those workflows inside the tools you already pay for, with a person approving every output.
You get: Working workflows with written docs
- 3
Weeks 7 to 8
Train
Each person learns to run their workflows, check the output and write their own prompts.
You get: A team that uses it every day
- 4
Month 3 on
Support
A monthly check-in to measure results, fix what drifts and add the next workflow.
You get: A fractional head of AI
Or have us run it with you
In the two-week audit, we set this up with your leadership team, interview the people who do the work and rank what to fix first, with the hours and dollars each fix saves. It's $1,500 USD, credited toward your build if you go ahead.