Best practices overview

The other chapters explain what Custodos can do. This chapter shows how a team of 5 to 50 people works better with it: which habits pay off, how to introduce AI in your company and how typical tasks run from start to finish. The examples take place at the fictional Kieselmatt Treuhand AG, a Swiss fiduciary firm, but they carry over to any office.

The three habits that matter most

1. Give context and material

A question without background gets an answer without relevance. Say who the result is for, what is already settled and what it should look like. Attach documents as files instead of pasting text, and use a brain for knowledge you need again and again.

2. Check before anything leaves the building

Language models write fluently even when they are wrong. Check figures, amounts, deadlines, names and legal references against the source. Answers from the Company Brain name their sources, a web search links to its pages, and totals are best left to Excel.

3. Capture what works, for everyone

A good prompt in a single chat helps exactly once. Turn recurring tasks into an agent, put shared knowledge in a brain and your personal standards in a project. That way the whole team works at the level of the person who does it best.

A fourth habit always applies: handle sensitive data deliberately. What that looks like day to day is in Data protection in daily work.

Guides

Writing good prompts

Context, task, material and format, with before and after examples from the office.

Choosing the right model

When Auto is enough, when a stronger model pays off and what it costs in credits.

Building good agents

One recurring task, clear instructions, conversation starters that guide.

Building a good brain

Current documents, sensible access and test questions, so answers are right.

Data protection in daily work

What belongs in a chat, when security mode fits and how to share chats.

Rolling out AI in your team

A named owner, a 30-day plan, a kickoff and ready-made messages for the team.

Use cases

Writing quotes with an agent

The fee schedule as knowledge, a quote agent and checking the result.

Reviewing and revising contracts

Check a Word contract against a checklist and get it back with tracked changes.

Spreadsheet analysis

Ask questions about a spreadsheet and have cells filled with checked formulas.

Email and calendar with Outlook

Find emails, write replies as drafts, propose meetings.

A handbook for the whole team

Policies and processes in a brain, with an agent that answers questions.

Where to start

You are	Read first	Then
A member in your first week	Writing good prompts	A use case from your daily work
An admin, or the person responsible for AI	Rolling out AI in your team	Data protection in daily work
Responsible for knowledge and templates	Building a good brain	A handbook for the whole team