Is Your Claude Team Set Up Right?

How to check

Open a new chat, outside any project, and ask: "What do we charge for our main service, and what should never go in an email to a client?" If it guesses or asks you, the answer is no.

How to fix it

1. Paste the prompt below into a new chat. Claude interviews you through it, one question at a time.
2. Answer with real numbers and real examples. Instead of describing your voice, paste two emails you were proud of.
3. Read the manual it writes like a new hire would, and fix anything a stranger would get wrong.
4. Then get it onto every seat. That's the next fix.

Interview me, one question at a time, to write our company manual. Push back when an answer is vague. When we're done, turn my answers into one document with these sections:

1. What we sell: each service or product, who it's for, and what's included.
2. Prices: what we charge, minimums, rush fees, and what we never discount.
3. How we scope work: the questions we ask before we quote, and the red flags.
4. Who we work with: a good client, a bad fit, and our current clients' names, spelled right.
5. Our voice: how we write to clients. I'll paste two emails as examples.
6. Never: what never goes in writing, what only I promise, and what never gets sent without a person reading it.
7. Who decides: who approves quotes, discounts and anything that leaves the company.

How to check

As an owner, open Organization settings, then Plugins & skills. If your company manual isn't listed there, it isn't on anyone's seat.

How to fix it

1. Make the manual a skill. Make a folder called company-manual, and save a file in it called SKILL.md: the template below, with your manual pasted under it. Zip the folder (on a Mac, right-click it and choose Compress).
2. As an owner, go to Organization settings, then Plugins & skills. On the Policy tab, check that code execution and skills are both on.
3. Click Add in the upper right, choose Upload a skill, and pick the zip. It's on for everyone in your organization right away.
4. Members can switch a provisioned skill off for themselves. If nobody should be able to, the stricter route is a plugin from a private GitHub repo, marked Required (the second link below). That one's worth handing off if GitHub is new to you.

---
name: company-manual
description: How our company works: what we sell, our prices, how we scope work, our clients, our voice, and what never goes out. Use it for anything written for a client or a lead, any quote or proposal, and any question about how we do things.
---

# Our company manual

Follow this for everything you write or decide for us. When something isn't covered here, ask instead of guessing.

[Paste your manual here]

Sources: Anthropic: provision skills for your organization · Anthropic: required plugins for your organization

How to check

Click Scheduled in Claude's left sidebar. If the list is empty, nothing happens unless someone asks.

How to fix it

1. Connect your email first: Customize, then Connectors.
2. Click Scheduled in the left sidebar, then New task, then Set up manually.
3. Name it, paste the prompt below, set it to run on weekdays, and save. It runs remotely, so it works with your computer asleep, unless a task needs files on your own machine.
4. Read the first three runs, and tighten the prompt wherever it got something wrong.

Look through my email from the last 24 hours and find every thread where someone outside the company is waiting on a reply from me. For each one, write one line on what they asked, then draft a reply in our voice, using our prices and rules. Don't send anything. List them oldest first.

Source: Anthropic: schedule recurring tasks in Cowork

How to check

Look in the sidebar for a project called "Ask" plus your company's name. If it isn't there, search isn't set up.

How to fix it

1. As an owner, click Ask Your Org in the left menu, then Set up for your org.
2. Pick a connector for documents and one for chat. Both are required. Add email too: it's optional, and it's where most prices and promises get sent first.
3. Name the project, add a description, and click Finish set up. Everyone gets it in their sidebar and connects their own accounts the first time they use it, so each person only sees what they can already open.
4. Search runs on Claude Desktop, not the phone apps.

Source: Anthropic: enterprise search

How to check

Open Projects. One per active client, each with its files and instructions, means yes.

How to fix it

1. Create a project for your biggest client, and add the files that matter: the contract, the last proposal, call notes.
2. Paste the instructions below and fill them in.
3. Click Share, to the right of the project's name, and add the people who work on that client. Can view lets them chat in it, and Can edit lets them change it. Their chats stay private unless they share them.

This project is for [client].
Who they are: [one line].
What we're doing for them: [scope, dates, price].
Who's who: [their people, and who decides].
What we promised: [anything agreed by email or on a call].
Rules for this client: [what they dislike, what never goes in writing to them].
For prices and voice, follow our company manual.

Source: Anthropic: project visibility and sharing

How to check

As an owner, go to Customize, then Connectors, pick a connector like Gmail, and look at its tool permissions. Each one says Always allow, Needs approval or Blocked.

How to fix it

1. For every connected tool, set anything that sends, deletes or changes data to Needs approval. On Team, members can't override what an owner sets.
2. In Organization settings, then Cowork, find Allow "Always allow" for connector tools. It's off by default, which keeps a click in front of write actions in Cowork. Leave it off unless you've decided otherwise.
3. Write down what you decided in your AI policy, the next fix.

Sources: Anthropic: connector permissions · Anthropic: Cowork on Team and Enterprise

How to check

Ask two people on your team what never goes into Claude. If their answers differ, it isn't written down.

How to fix it

1. Copy the policy below and fill in the brackets. It takes about ten minutes.
2. Put it where your other policies live, and pin it in the team chat.
3. Read it out at your next team meeting, and ask what's missing.

Our AI policy

Approved: Claude Team, on company accounts. No other AI tools for client work without asking [name].
Never goes into any AI tool: [passwords, payment or health details, anything under an NDA the client hasn't cleared].
Sending: Claude drafts. A person reads every message before it goes to a client.
Checking: you're responsible for what you send, including what Claude wrote. Check numbers, names and promises.
Feedback: thumbs up and down in Claude are [on / off] for our company.
Questions go to [name]. We review this policy every [3 months].

How to check

As an owner, go to Organization settings, then Data and Privacy. The setting is called Rate chats.

How to fix it

1. Anthropic doesn't train on your Team chats by default. The exception is feedback: when someone clicks thumbs up or down, that chat may be used for training. Anthropic keeps it for up to five years, separated from your user and company IDs.
2. If your chats hold client data, turn Rate chats off. If they don't, leaving it on is a fair choice. Either way, make it a decision.

Source: Anthropic: is my data used for model training?

How to check

As an owner, click your initials in the lower left, then Analytics. It shows how many members are active each week, and a Members view of who's using Claude.

How to fix it

1. Write down your weekly active members today, and who isn't on the list.
2. Send the team the note below, and fix the most common answer this month.
3. Check again in 30 days.

Quick question for everyone: what's one thing you tried in Claude that didn't work, and one task you wish it did for you? Two lines is plenty. I'll fix the top answers this month.

Source: Anthropic: usage analytics for Team and Enterprise

How to check

Ask who on your team read Anthropic's release notes this month. If nobody did, the answer is no.

How to fix it

1. Put one person in charge, with 30 minutes on the calendar every month.
2. They work through the checklist below.
3. Or hand it to me. That's what Release care is.

Monthly Claude check (30 minutes)
[ ] Read this month's release notes. Anything to turn on or change?
[ ] Update the company manual: prices, services, people, clients.
[ ] Scheduled tasks: still useful? Did any run fail?
[ ] Analytics: weekly active members this month vs. last.
[ ] Anyone who left: removed, and their connectors disconnected.

Source: Anthropic: release notes