How to set up a team of AI employees

I have a small team that never clocks out.

Arianna runs my business. Nicole handles my personal life. Brock works on side income. And in March, on camera, I hired a fourth one in about two minutes. Aaron. Her job is taxes.

None of them are people. They are AI employees. And the first thing Aaron did on her first day was something I genuinely needed done.

So let me show you how to set up your own, step by step, and what to watch out for.

One employee, one job

Here's the mistake I see. People open one chat and ask it to do everything. Marketing in the morning, invoices at lunch, a personal errand at night. The answers get muddy, because the AI never knows who it is supposed to be.

Split the work up the way you would with a real team. Every AI employee gets three things:

• A name. It sounds silly. It is not. A name makes it easy to say "have Aaron look at this" and know exactly which hat is on.
• One job. Taxes. Follow-ups. Content. Pick one.
• A first assignment. Not "get to know my business." A real task with a real answer.

And look, they don't all have to be for the business. Nicole handles my personal life. Brock is side income, not the company. You can have both, as long as they live in the same system. I'll get to why in a minute.

How I hired Aaron

When I recorded this, I was running Kiyomi Max, the system I had built on top of Claude Code Desktop. But the steps work in any AI like Claude. Open a new session and tell it who it is now.

Here's close to exactly what I said:

"I want to hire a new employee named Aaron, who will handle the taxes for RMDW LLC. Change your persona to Aaron. The first job I want for Aaron is to look at the revenue I've made and tell me how much I need to hold so I don't get killed on my taxes next year."

That's it. Name, job, first assignment. One paragraph.

What she did on day one

Aaron introduced herself, first day on the job, and she had already pulled my Stripe data. She counted 45 successful payments, worked out my net revenue, and then explained something most new owners don't realize.

As an LLC owner, you get hit twice. Self-employment tax is 15.3%, because you pay both halves of Social Security and Medicare, the half an employer would normally cover and your own. Then federal income tax on top of that. Then Georgia state tax.

She gave me a number to set aside right now, and a rule going forward: set aside 30% of every dollar that hits your Stripe. Move it to a separate savings account. Don't touch it.

She even flagged that Q1 was ending that Tuesday. Then she asked what she needed to sharpen the numbers. Any other income? Business expenses? Home office? Filing status?

That last part is what a good employee does. She didn't pretend to know what she didn't know. She asked.

Now, mind you, I had already talked to my tax guy. Aaron doesn't replace him. What she does is get me to that conversation with real numbers in hand, instead of guessing in April. And if you don't have a tax person at all, an AI like Aaron at least makes sure the IRS doesn't catch you off guard.

Keep the whole team under one roof

Why do I keep every employee, business and personal, in one system? Memory.

Out of the box, Claude remembers through plain text files it reads at the start of a session. That works. The system I was using also kept a searchable database underneath, the kind larger companies use to hold years of records. Either way the point is the same. If your employees live in different places, they don't share what they know.

So in practice:

• Keep one folder or project for your whole team.
• Put one shared file in it with the basics about you and your business. Every employee reads it.
• Give each employee their own short file with their name, their job and their rules.
• When an employee learns something that matters, like the 30% rule, have it write that down where the others can see it.

Now Aaron knows what Arianna knows. You stop repeating yourself.

What to watch out for

Check the math on anything that touches money. Aaron's numbers were a starting point I took to a professional, not a tax filing.

Be careful what you connect. Aaron could read my Stripe because I had given the system access. Every connection is a door. Only open the ones that employee actually needs.

And start small. Hire one employee for the job that keeps you up at night. For me, that day, it was taxes. Get that one working before you build the next.

What this means for you

You don't need a big budget to have a team anymore. You need a clear job description and an AI that remembers.

And once those employees are reading your books and your client files, which AI they run on starts to matter. That's why the RMDW team built Jah 6.0, our own AI model, for offices whose files have to stay private.