step by step how i use AI in 7 figure business (copy me)

Summary

The video script outlines a strategic approach to integrating AI into a business to enhance productivity and profitability. It introduces the APT framework, which stands for Assess, Prioritize, Plan, and Test. The process begins with a comprehensive assessment of the business's core workflows, revenue streams, and customer interactions. Following this, tasks are prioritized based on the 80/20 principle to identify high-impact activities. A plan is then formulated to apply AI to automate time-consuming tasks, leveraging tools like Chat GPT and Zapier. The framework emphasizes the importance of testing the AI implementation, analyzing its impact, and refining the system for continuous improvement. Finally, the process of teaching the AI system to the team is discussed to ensure proficiency and effective monitoring. The script provides a clear roadmap for businesses to harness AI without getting overwhelmed, ultimately aiming to free up time for higher-value activities.

Takeaways

• 🚀 **Assess Your Business**: Start by taking inventory of your business processes, workflows, revenue streams, and customer interactions to understand where AI can be integrated effectively.
• 🎯 **Prioritize Tasks**: Apply the 80/20 principle to identify the top 3-5 core tasks that consume your time and could be automated to increase efficiency.
• 🛠️ **Plan AI Implementation**: Create a plan to apply AI to automate the prioritized tasks, using tools like chat GPT for summarization and Zapier for automation chains.
• 🔍 **Identify the Right Tools**: Utilize resources like Futurepedia and Future Tools by Matt Wolf to find the most suitable AI tools for specific business tasks.
• ✅ **Create SOPs**: Develop Standard Operating Procedures (SOPs) for tasks to be automated, which can be as simple as recording a video and transcribing it for consistency.
• 📈 **Test and Refine**: Continuously test the AI implementation, track its performance, and make necessary adjustments to improve the system's effectiveness.
• 🤖 **Leverage AI for Summarization**: Use AI tools like Fathom to transcribe and summarize meetings, which can save significant time on manual note-taking and follow-up tasks.
• 📝 **Automate Follow-Up Communications**: Automate the creation and sending of follow-up emails or messages after client calls by integrating AI with communication platforms like Slack.
• 👥 **Train Your Team**: Train your team to understand and manage the AI tools and automation processes, ensuring they are proficient and can make informed decisions about the systems.
• 🔁 **Continuous Improvement**: Keep repeating the APT framework to find more tasks to automate, continuously improving and scaling your business operations with AI.
• 📈 **Monitor and Optimize**: Regularly monitor the AI systems to ensure they are performing as intended, and optimize them as new updates or models become available.

Q & A

What are the potential benefits of integrating AI into a business?

Integrating AI into a business can significantly increase productivity, free up time, and boost profits by automating time-consuming and repetitive tasks.

What does the speaker suggest could happen without a clear plan for integrating AI?

Without a clear plan, businesses risk losing time, energy, and money due to ineffective AI integration.

What is the APT framework mentioned in the transcript?

The APT framework is a step-by-step process created by the speaker to identify and leverage AI to fix time-consuming, repetitive tasks, bottlenecks, and profit leaks in a business.

What does the 'A' in APT stand for and what is its significance?

The 'A' in APT stands for 'Assess'. It involves taking an inventory of the overall business, including core workflows, processes, revenue streams, and customer interactions, which is the starting point of the framework.

How does the speaker propose to identify the most impactful tasks to automate?

The speaker suggests using the 80/20 principle to identify the top 3 to 5 core tasks that make up 80% of the business's value and focusing on automating these tasks first.

What is the role of 'Prioritize' in the APT framework?

In the 'Prioritize' step, the business owner reviews the tasks and processes identified in the assessment phase and determines which ones would have the most significant impact if automated first.

What is the importance of creating SOPs (Standard Operating Procedures)?

SOPs are crucial for providing clear instructions on how to perform tasks. They can be used to train team members and can be leveraged by AI tools to automate processes.

How can AI tools help in creating SOPs?

AI tools can help by converting a video recording of a task into a written SOP. This is done by recording the task, transcribing the video, and then using an AI tool to generate the SOP from the transcription.

What are some AI tools or websites recommended for finding the right AI tool for a specific task?

The speaker recommends 'Futurepedia' and 'Future Tools by Matt Wolf' as resources for finding AI tools that can help with specific tasks or categories of business needs.

Can you provide an example of a business process that can be automated using AI?

An example given is automating the process of transcribing, summarizing, and sending follow-up notes after client calls. Tools like Fathom for transcription and Chat GPT for summarization can be integrated via Zapier to automate this process.

What is the final step in the APT framework?

The final step in the APT framework is 'Teach', where the business owner trains the team on how to use and monitor the AI and automation tools that have been implemented.

Why is it important to continuously test and monitor the performance of AI implementations?

Continuous testing and monitoring are important to ensure the AI implementation is effective, accurate, and delivering the desired results. It also allows for adjustments to be made as needed to maintain efficiency and effectiveness.

Outlines

00:00

🚀 Introduction to AI in Business

The speaker emphasizes the importance of integrating AI into business to boost productivity, free up time, and increase profits. They share their experience as a seven-figure online business owner using AI and introduce the APT framework for identifying and leveraging AI to fix business bottlenecks and profit leaks.

05:02

📝 Assessing Business Processes

The 'A' in APT stands for 'Assess', where the business owner is encouraged to take inventory of all business operations, including core workflows, processes, revenue streams, and customer interactions. The assessment phase is crucial for understanding the business's current state and identifying areas for AI integration.

10:03

🎯 Prioritizing Tasks for AI Integration

The 'P' in APT represents 'Prioritize', where the focus is on applying the 80/20 principle to determine the most impactful tasks to automate first. The speaker discusses identifying high-value tasks that consume time and prevent focus on high-leverage activities, making them prime targets for AI automation.

15:03

📈 Planning AI Implementation

The 'T' in APT stands for 'Plan', where the business owner creates a plan to apply AI solutions to the prioritized tasks. This includes creating Standard Operating Procedures (SOPs) and identifying AI tools that can automate specific business functions effectively.

20:04

🔧 Automating Client Call Summaries

The speaker provides a practical example of automating the process of summarizing client calls using tools like Fathom for transcription and Chat GPT for summarization. They outline a step-by-step guide on setting up automation using Zapier to streamline the workflow and save time.

25:05

📝 Reviewing and Editing AI Outputs

After automating the transcription and summarization of client calls, the speaker stresses the importance of reviewing the AI-generated summaries for accuracy before sending them out. This step ensures that the information is correct and relevant before communication with clients.

30:08

🔄 Continuous Testing and Improvement

The 'T' in APT stands for 'Test', where the business owner continually assesses the performance of the AI implementation. This phase involves tracking the impact of AI on the business, collecting data, and making informed decisions for further improvements to enhance efficiency.

35:10

🤝 Training the Team on AI Tools

The final 'T' in APT is 'Teach', where the business owner trains the team on how to use and monitor the AI tools and automation processes. This involves a multi-step training process to ensure team members understand the context and functionality of the AI systems they are working with.

40:11

🌟 Conclusion and Next Steps

The speaker concludes by encouraging the continuous application of the APT framework to find more opportunities for AI in the business. They emphasize the holistic approach of the framework for strategic planning and enhancing business efficiency through AI, inviting viewers to subscribe for more content.

Keywords

💡AI Integration

AI Integration refers to the process of incorporating artificial intelligence technologies and solutions into a business to enhance productivity and profitability. In the video, the speaker emphasizes the importance of having a clear plan for AI integration to avoid wasting time, energy, and money. The APT framework introduced in the video is a method to systematically integrate AI into various business processes.

💡Productivity

Productivity in the context of the video is the efficiency of an individual or system in generating output. The speaker discusses how AI can help to '10x' productivity, meaning to increase it tenfold. This is a significant part of the video's theme, as improving productivity is one of the key benefits of AI implementation in a business.

💡Profit

Profit is the money remaining after all costs have been deducted from the revenue of a business. The video outlines how AI can help increase profit margins by automating time-consuming tasks, thereby allowing business owners to focus on more strategic and revenue-generating activities.

💡APT Framework

The APT Framework is a strategic process outlined in the video that stands for Assess, Prioritize, and Test. It is designed to help business owners identify tasks that can be automated using AI, prioritize them based on their impact, and then plan and test the implementation of AI solutions. This framework is central to the video's narrative on effectively using AI in business.

💡Time-Consuming Tasks

Time-consuming tasks are activities that require a significant amount of time to complete and often do not yield a high return on investment in terms of business growth or revenue. The video discusses the importance of identifying these tasks in the 'Assess' phase of the APT Framework to determine which ones can be automated using AI.

💡Repetitive Tasks

Repetitive tasks are those that are performed regularly and follow a predictable pattern. In the context of the video, these tasks are ideal candidates for AI automation. By automating repetitive tasks, businesses can free up human resources to focus on more complex and creative work.

💡Bottlenecks

Bottlenecks are points in a business process where there is a slowdown or blockage that restricts the flow of work. The video mentions identifying bottlenecks in the 'Assess' phase of the APT Framework, as resolving these can significantly improve overall business efficiency.

💡Profit Leaks

Profit leaks refer to areas in a business where revenue is lost due to inefficiencies or unoptimized processes. The video suggests that using the APT Framework can help business owners identify and fix profit leaks by leveraging AI to streamline operations and reduce waste.

💡Cutting Edge AI

Cutting edge AI refers to the latest and most advanced artificial intelligence technologies. The video emphasizes leveraging such technologies to fix identified issues within a business, which can lead to significant improvements in efficiency and profitability.

💡Workflows

Workflows are the sequences of interconnected steps or processes involved in completing a job or task. The video discusses assessing and optimizing core workflows in a business as part of the APT Framework to determine where AI can be most effectively integrated.

💡Standard Operating Procedures (SOPs)

SOPs are the documented procedures that help businesses execute tasks in a consistent and efficient manner. In the video, the speaker provides a tip for creating SOPs using AI tools, which can then be used to guide the automation of tasks within a business.

Highlights

AI can significantly increase productivity and profits in a business by automating time-consuming tasks.

The presenter has personally experienced a halved workload and increased profits by integrating AI into their business operations.

The APT framework is introduced as a step-by-step process to identify and leverage AI for business improvement.

Assessment is the first step in the APT framework, which involves taking inventory of business processes and revenue streams.

Fulfillment, marketing, sales, and operations are identified as the four key systems within a business to analyze for AI integration.

The 80/20 principle is applied to prioritize tasks that have the most impact on business value.

Planning involves creating a strategy for how AI can take over identified tasks based on their standard operating procedures (SOPs).

An example of using AI to create SOPs is provided, showcasing a practical application of the technology.

Futurepedia and Future Tools by Matt Wolf are recommended as resources for finding the right AI tools for specific business tasks.

A detailed example of automating the process of transcribing, summarizing, and following up on client calls using AI is presented.

Zapier is used to automate the workflow between different AI tools and business messaging platforms like Slack.

The importance of testing the AI implementation and making continuous improvements based on performance data is emphasized.

Training the team on how to use and monitor AI tools and automations is crucial for successful integration and maintenance.

A multi-step training process is outlined to ensure team members understand the context and functionality of AI systems.

The APT framework is positioned as a holistic approach for strategic planning and enhancing business efficiency through AI.

Continuous repetition of the APT framework is advised to keep identifying new opportunities for AI integration and automation.

The ultimate goal of AI integration is to free up time for higher leverage activities and personal pursuits.

Transcripts

so you're thinking about using AI in

your business and that's great you

absolutely should be thinking about it

because let's face it AI can help you

10x your productivity free up a ton of

time for you and also help you increase

your profit in your business but without

a clear plan for how to integrate AI

into your business you risk losing a ton

of time energy and money I'm a seven

figure online business owner and for the

past year I've been using AI in my

business and as a result I've cut my

work in half and my profits have

increased significantly thanks to AI now

handling my timec consuming busy work

for me so today I want to share with you

the simple step-by-step process that

I've created to identify timec consuming

and repetitive tasks in my business

bottlenecks and profit leaks then

leverage Cutting Edge AI to fix them

this process will also help you find the

right tools to use in the business like

maybe you don't even need to pay for

chbt for what you do in your business I

call this process the APT framework

aptt so let me break down this framework

for you right now okay so the a in our

apt framework stands for assess and what

we're doing here so if we're looking at

the APT framework in sort of a pyramid

standpoint we have to start at the

bottom right and we're working our way

up in order to get to our to our freedom

so we here we are as the business owner

and we're working towards that freedom

of getting these tasks and busy work and

and such off our place so the A is for

assess so this is where we really want

to look at our overall business and

determine what the core workflows the

processes the revenue streams the

customer interactions that you have or

do in your business it's best to kind of

take an inventory and I like to start

with a you know just a brain dump of

everything that you can think of that

you do in the business everything from

you know this is how we acquire a c

customer this is what we do when we get

a customer this is how we handle our

email this is how we do onboarding for

our clients these are our four revenue

streams what are they what makes up

those revenue streams how do people pay

us this sounds like a lot and I mean

this is really going to be dependent

right on the size of your business I

mean if you're a oneperson show and

you're keeping your business really

simple this whole process could take you

like an hour but if you're a much bigger

business with with a bunch of different

revenue streams a huge team this could

take you several days if not several

weeks to do what I like to do is and and

this is really especially helpful when

you maybe get stuck on this step so

every business has four

systems four systems and they are

fulfillment and I'll explain each one of

these here in just a second

fulfillment

Marketing sales and then

operations and how I like to look at

each of these four system so fulfillment

I see I look at fulfillment as the most

important system in your business

because these are your paying customers

fulfillment simply means when somebody

gives you money

what does the process look like after

they give you money so they pay you with

their credit card and then you know

maybe they get an

email with onboarding or login

instructions or next steps and it might

be maybe it's a series of emails right

and so it's the Fulfillment system is

essentially what happens after somebody

becomes a paying customer what are all

the steps and obviously this is going to

be you know dependent on what you're

selling if you're selling a membership

then that's the onboarding process and

really break down the onboarding process

meaning what emails do they get what are

we wanting them to do um you know how

many emails Etc if you sell a an online

course it's probably going to they're

probably going to get an

email uh letting them know of their

login credentials maybe there's a

community involved if you're selling an

actual physical product you're letting

them know about shipping and and all

this other stuff right so the

Fulfillment again I look at that system

as the most important aspect of your

business because they're already paying

customers so what does that system look

like okay now the next system is the

marketing system the marketing system is

you probably you know are guessing what

that is this is how how do we attract

people to our business Do you have a

podcast do you have

a um do you have a a you know maybe a

YouTube

channel maybe you have maybe you do

ads maybe you do um guest podcasting so

basically you want

to list all these things

out for how you attract maybe you have a

book how you attract people to your

business and so if you have a if you do

guest podcasting for example

cool you hopefully have a process for

how you go about getting on other

podcasts if you do your own podcasts you

probably have a system or process for

how you do your podcast okay so that's

you want to just basically list out what

those things are how do you attract

people to

your business right and so if you have

an email list great I would put put that

down but it's also how do you get people

onto your email list then we have sales

and this is where you know we are

turning those leads if you will from

from the Marketing System into paying

customers so how do you do this what are

those things that you do to turn your

leads into paying customers maybe you do

you know maybe you do an email

funnel

maybe you do ads to a sales page you

know direct to

sale maybe do

webinars etc etc hopefully you don't

have too many of these so if you are you

know if you're less than a million

dollars in Revenue hopefully you have

one Marketing System One sales system

and you've got your fulfillment system

where you are keeping your customers

happy the simpler the better but if you

have you know if you're a $10 million

business you might have multiple uh

marketing channels the idea here again

is just to get them down brain dump them

and then we start to break down okay

well we do an email funnel okay great

how do we get people into the email

funnel thus the marketing then once

they're in the email funnel how are we

moving them towards a sale these are all

the systems in your business then the

fourth system is operations operations

are the systems and

processes and the the

team right my my um my my drawing of

people is I mean unmatched um but this

is what are the systems and processes

and team that we need in place to

support the Fulfillment the marketing

and sales systems right and so usually

when we are going to be implementing AI

into our business we're not starting

generally with our operations okay now

there's things that we can do in within

operations like create an sop for

example that AI makes super super simple

but again we are going to be looking for

different ways and that's what this

whole uh framework teaches us is where

do we start implementing AI into our

business okay so that's the a in our apt

framework where we are assessing taking

inventory basically of everything that

we do in the business okay so the next

letter in our apt framework is the first

p and this one stands for prioritize so

as we you know we've done our

assessment now we want to look at

everything that we've just

identified in our assessment phase and

we want to prioritize which of these

tasks and

processes that we have just uncovered

essentially would be most impactful to

get off of your plate first but here's

the key in the assess phase of the

framework we hopefully wrote down a

whole bunch of things which can feel

really overwhelming right

and by the way if you were the CEO of

your business you can have somebody on

your team maybe your right-hand person

your integrator your operations person

they can be doing all this for you right

and then at the end of this framework

then they're just um suggesting to you

the the the findings from their their

work through this right the key here is

it can be really overwhelming when you

have gone through the assessment phase

and you've got a whole bunch of things

all the systems and processes that

go into running your business the key

here in the

prioritize stage of our framework of

this process here is try not to look at

everything in your business because

again it can get really overwhelming the

idea here is to use the 8020

principal and for if you're not familiar

with 8020 principle it's just basically

saying that 20% of what you do accounts

for 80% of the results and so in this

case here 20% of the tasks that you do

in the business very likely deliver 80%

of the value from your business right so

if you have multiple revenue streams for

example 20% of those revenue streams

take up 80% or make up I should say 80%

of the overall

Revenue in the business so if you're

following the if you're doing this 8020

exercise you should end up with three to

five of these core

workflows Revenue you know

processes from the assess phase now it's

not so overwhelming you're just looking

at the top three to five of these core

tasks if you will that you do in the

business that are making up 80% of the

value that you deliver in the business

and as I'm determining you know going

through the 8020 process here I like to

look at things that are in the business

that are keeping me from focusing on my

highest leverage activities as the CEO

so for example creating this video for

you so what are the things that are

going on in my business that are keeping

me from delivering on and working on my

highest leverage tasks these are the

things that just drain me and it's the

drudgery of that work that I just can't

stand right especially when things take

me a long time and drain the energy out

of me those things are going on this

three to five core things that I'm

identifying they're definitely going on

that that list right similarly what are

the things if you have a team what are

the things that your team is working on

or that your team is doing that is

keeping them from doing their highest

value work in their role these are great

targets for AI to automate with uh AI

the things that are keeping you and your

team from doing your highest leverage

activities in the business these are

prime targets to automate with

AI okay so the next p in our apt

framework stands for plan now we're

really getting into to you know we've

done sort of the nitty-gritty if you

will of figuring out what we're going to

be uh getting off our plates those timec

consuming and repetitive tasks that are

going to free up when when we get AI to

do these things that are going to free

up our time now we need to plan based on

what we've just uncovered in the

prioritization phase of this process

here so based on what you have just

prioritized you want to use the

processes for a accomplishing those

tasks I.E the Sops look I know Sops

standard operating procedures are total

pain in the butt to do they don't have

to be here's a quick little tip just

record yourself doing whatever task that

you've identified if you don't already

have anop for it just record yourself

with loom to doing the doing the task

and as you're recording yourself you're

you're screen sharing and recording

you're just talking through what you're

doing then what you can do is you can

take that video you can transcribe the

video using like Riverside transcription

which is totally free take that

transcription put it into

chbt and ask it to make an sop for you

out of it and that simple process works

really really well it it can give you a

very accurate sop step by step boom

you've got your sop so now that you have

identified the tasks that you want to

get off your plate you look at the Sops

for them now based on the Sops you want

to look at and create a plan of how you

might apply AI to take over those tasks

for you I just gave you a perfect

example of how you might use AI to

create an sop it was a few different

steps so you could get super meta with

it right and say okay here an sop for

how to create anop and you would list

out the steps that you would that you

would do for how to create an sop well

we just took those steps essentially and

used Loom to record yourself walking

through the process get the

transcription using Riverside

transcription again it's free and then

put that in the chat TPT and you've got

theop and I didn't mean to rhyme that

but now that's t a process that could

take you or somebody on your team an

hour is now taking literally the length

of time that it took you to record the

video because the the other two process

the other two steps take a matter of

minutes now the implementation on this

as you plan for AI might be specific

prompts for Chachi BT or Claude or or

what have you it might be an automation

chain in zappier or a combination of

these things right and so which

inevitably brings up the question of Are

there specific AI or automation tools

that tend to work really well for

typical online business tasks now I just

gave you an example for creating an

sop in a second here I'm going to take

you through uh if you're an online coach

for example or you do calls maybe with

clients that you are recording them on

zoom and then you need to send follow-up

notes I'm going to walk you through a

simple process for how we're going to do

how how are we going to take the APT

framework and implement it for sending a

call summary or bullet points action um

action items or takeaways deliverables

from a recorded meeting that you have

with somebody and we're GNA we're going

to automate that whole process which CU

that could be super time consuming right

but we'll come to that in just a second

there are two websites that I like to

refer to a lot if I'm trying to figure

out what AI tool might help me

accomplish you know XYZ task or tasks

the first tool is called futurepedia

doio and as you can see here it has

5,000 AI tools over 54 categories so you

can either start typing in something

like

transcription and it will bring up all

the tools that help with transcription

here they are right here or you can

search by category so you can click on

the all categories and you could look at

productivity tools or video generators

or whatever it is that you're looking

for so that is future pedia you just

type in whatever it is that you're

trying to accomplish and it'll show you

the tools that could help you the other

tool or the other site I like um is

Future tools by Matt wolf it's very

similar

to to uh future pedia uh it has

2500 tools and you can either you know

self- select you know I want to know all

the marketing tools uh it's a little

quicker and you click that and then it

shows the different marketing AI tools

that you can use or you can do the exact

same thing you can type in you know SEO

like it says and it'll pull up all of

the uh SEO tools now notice it is

showing the number of so it's 119 tools

that are SEO related now you can also uh

use this filter system here by either

the newest one or the most upvoted

people you can see here with a little

arrow people upvote it um so these are

some really effective tools to use when

you if you don't know what AI tool um

can you know best handle the task that

you're looking for just come over to

Future tools or future pedia and search

on whatever it is that you want to try

to get off your plate and it can be

super helpful for you so let's look at

an

actual business example that many online

businesses experience that we can take

the APT framework here and completely

automate it and so by doing so you are

saving

potentially hours each time you have a

call and need to do this task and that

task is you have a call with a client

you do a client call or maybe it's a

potential client call from that call

it's your job as the either the coach or

the salesperson or whatever it might be

to follow up with them via an email or

maybe you're sending them a slack

message if they're a client but if

they're a you know a potential um sales

lead then you're going to follow up with

them via email and you want to obviously

directly mention um and Link back to

essentially things that you talked about

in the call but maybe you've had you

know seven coaching calls today or maybe

you've had seven sales calls today and

you're like I don't remember

what I talked about in the first call

and I need to follow up with them so

what happens is a lot of

people um have to go back and listen to

the call or re rewatch The call or maybe

you have somebody on your team doing

that for you and giving you notes or

what have you well this process I'm

about to share with you is going to can

automate the entire process right so

your you have your call and most calls

are done on Zoom right well there is a

an AI tool called

fathom which is both free and they have

a paid version the paid version monthly

I think is like $19 or something like

that but what fathom allows you to do it

allows you to

transcribe it'll

also um it'll summarize

it'll allow you to like highlight key

points in your calls okay but that's not

why I I I like using fathom for for this

and I'll explain why here in in just a

second so now we've got fathom and we've

got our we have our call we've got our

you know we've got our recording of the

of the call with fathom this is where we

ask chat PT for the

summary action

items deliverables basically anything

that you

want from the call so if you are you

know if if this if this was a sales call

maybe the person brought up objections

on the call well you can ask

chbt to list out

objections that the person was you know

was saying so that you can clearly

address them in your follow-up email

maybe they didn't even bring up

objections well you can ask chat TBT

what potential objections the person uh

might have based on the transcription of

your call so that you could address

those um get get in front of them and

address those in your email so so then

what you can do

is you can have your summary

whatever redo that part

again so then once chat CPT does its

thing then you can have it sent to

wherever you want so what I like to do

in my business is have this slack to

me so I have a specific specific

channel of coaching call I forget what

it's called like coaching call notes or

something like that so you have a

specific

channel that the notes and summary and

action items from Chachi BT are sent

directly to

slack and then what I can do obviously I

get the notification in slack and so

then it's then it's

review

I'm going to do that last part

again then once I get the the notes the

next step is to review those notes

because I don't want to send I don't

want to automatically you could

automatically send the notes that Chachi

BD put together for you directly to your

client or have it generate an email

followup but this is where it's really

important you've got to have a human

review this before anything gets sent

out um externally so this is where I'm

looking in slack I I get the message

with the summary I want to review it and

this is where you can either write your

email at this point based on all the

notes that chbt just put together for

you and um summary and and all that

stuff so review and then

email or slack or however you

communicate with your client maybe you

communicate with them on Voxer or

Whatsapp or what have you well once

you've edited if necessary the review

that chat gbt did for you then you can

send it over to them however you

communicate with them so

or now this is getting a little bit more

advanced here if you are going to use

this summary to write a follow-up email

for you you

could come back to sending the edited

review and send it back to chat

CPT to write the email for you now that

is getting a lot more

advanced but that's absolutely possible

and and really isn't n that hard to do

now you might be asking well Rick how do

I do all of this stuff and the tool that

I that I use to do these things in my

business is

zapier and I want to show you an example

of what this simple workflow can look

like over inside of

zapier inside of zapier this automation

looks like this it's three steps so you

create a new zap the trigger is exactly

what it says here get new meeting

transcription from fathom so as I

mentioned fathom is attached if you will

to your Zoom when your call is done

fathom finishes the transcription and it

will live the transcription is living

inside of fathom so you basically just

connect your fathom account

to uh to zapier now just a key Point

here you do need to pay I I think it's

the pro version of fathom in order to

connect the API basically connect

zappier to to Fathom I think it's like

$18 a month so that is the first step

the Second Step as you can see here send

the transcription to chat gbt for

summarization so in the first step it's

grabbing the transcription the Second

Step it's sending that transcription

over to chat TBT and this is where uh

the meat if you will is of the

automation and this is where you're

going to have to do the most testing so

once you've connected your uh chat GPT

to to uh zapier you want to click on the

event you're choosing a conversation

this is how you would you know this is a

chat basically choose conversation come

down to your account make sure that you

are connected to the right account here

in chat TPT or here in zapier and then

this is where you want to um set things

up right and by by set things up this is

where you are putting your uh prompt in

to summarize the transcription

tell Chachi BT that you want you know a

list of action items the list of

deliverables or you know the objections

that were made in the call what um what

have you and so just a couple of um of

tips here so for the user message um

what I would do so these fields here are

where you are telling chat GPT what you

want it to do this is where you're

choosing the chat gbt model so as you

can see here uh for me it's defaulting

to 3.5 turbo um but you know I might

choose chat GPT 4 for example and then

you want to scroll down here um the

assistant name you can just leave it

assistant uh for the for the assistant

instructions here this is the prompt

this is where you're telling it what you

want it to do meaning I want you to

summarize um include bullet points of

acms deliverables this is the probably

the most important part of your entire

automation because chat gbt is taking

that transcript and doing the summary

for you and including in that summary

whatever it is that you want to do like

you know like the bullet point the

action items um potential objections or

actual objections from the call um Etc

so I would do the temperature by the way

it's uh between 0 and two the lower the

number the more actual accuracy that

it's having like it's it is what it it's

it's not making anything up or being

creative in any way I would set the uh

temperature to

zero um and then uh for the user message

again I didn't for this example here I

didn't connect um fathom but you know

you can say you can tell um you can tell

chat

gbt what you wanted to how you wanted to

act meaning like you are a world class

assistant and then down here in the

assistant instructions this is where

you're telling it actually what you want

it to do and again once it has done that

summary it's going to send the summary

to slack and it's going to send it to a

channel that you designate and so once

you have this all set up you are testing

this zap and this is where you are

determining am I getting the right kind

of output in that summary that I want if

you're not you're coming back to this

second step here where you're Sting the

transcription of chat CBT and you are

editing and improving the prompt that

you're asking CH that you're using for

Chachi BT so we have l literally just if

you were to do this whole process on

your own right so you have your client

call the the zoom recording then if

you're going to go back and review it

watch it again take notes on it

depending on how on the call is I mean

this could take you several hours to do

this process right here all you have to

do and you're also going to be a lot

more present on your call whether again

whether it's a sales call or a coaching

call you're going to be way more present

because because you're not frantically

writing notes or or typing notes or

anything like that you are fully present

and the AI and the automation is doing

all of the heavy lifting for you after

the call so this whole process here is

completely automated and is going to

happen in like five minutes if that I

mean I would say not even not even that

so you hang up on your call and this

automation starts and you're going to

have a message within slack in a matter

of probably two minutes then you review

it if it's good then you get to send it

out or you could add an extra step

inside of CH uh inside of zapier using

chbt to write the actual sales email

followup um to your potential client so

we've just taken a process that is

really tedious takes a long long time is

taking us away from the most important

activities in our business I.E actually

getting on a call with our coaching

clients or sales

prospects um and and allowing

us and freeing up a ton of time for us

to be able to spend our time on on those

most important things okay the next

letter in our apt framework is the first

T and this is where we want to test

we're getting a lot closer to that

freedom Point um at the top of our

pyramid so this is where you want to

test right so we want to test our

implementation of this whole process for

example to see how well it actually

completed the task that we that we want

right and identify areas for improvement

so for example maybe the breakdown here

is in

you know uh chat TBT maybe it's like

this is the the breakdown and the

summary the that you know the action

items deliverables doesn't it the the

prompt that you've set up inside of

zapier with chat TPT needs to be

improved okay well you have to let this

you have to test it out in order to see

the results and that way you can go back

and make changes to it accordingly now

the idea here in the in the test phase

is to continuously track the performance

of this AI ification as I like to call

it of the different systems that you are

applying AI to so again in this process

here we are continually tracking the

performance of this process here that

we've put together and we're looking at

the impact that it has on the business

so as I mentioned in the previous step

there this whole process if you did it

manually it maybe it takes you two

hours and then with the automation that

we've just that we've created here maybe

it gets down to five

minutes well that's huge Time Savings

obviously right and so the idea here is

to collect the data as you are doing

this and seeing the type of impact that

it has on your business because if you

saved yourself almost two hours a Time

that frees up two hour that's a lot of

time to be freeing up and so now you can

analyze the results and make informed

decisions and improvements based on what

you have created and the idea here is to

continue to refine the system as you

measure its you know impact that it's

having for you on the business and its

Effectiveness so going back to that

system Maybe going back to what I was

talking

about going back to that system and REM

mentioning so maybe in in this part of

the process right here where you are

sending an email to your you know if

you're doing sales calls well maybe

you're like oh this process is really

good it's saving me a bunch of time but

I would love it if chat GPT could

actually create a the uh sales follow-up

email for me based on the the summary

and action items and objections and

everything that chat GPT created in this

step up here and you're like oh that

could save me an additional 30 minutes

of writing however long it takes to

write an email so that's something that

you're like all right I can make an

improvement there and it would have much

greater impact and Effectiveness on this

this entire process and the overall

business and free up even more of my

time so the idea here is to look at the

fun functionality of this new system

this new process that you've created

that is now Automation and Ai and does

the automation work as intended from you

know point A to point B does it work yes

great we can continue to impr continue

to Monitor and again as necessary

improve or we can move on to the next

step which we'll talk about here um in a

second yeah the other thing too is like

like we talked about before are the

results that are coming into the slack

channel are they accurate are they

usable and make changes

accordingly I would recommend doing this

you know if you're doing this process

right here for sales calls or client

calls I would probably do this for a

week's worth of of calls and that means

you are running this system

measuring the effectiveness of it how

accurate are things and you're really

giving it ample time now if you only

have like one call a week you're

probably G to you want to give it more

time than that but if you're having

several calls a day or maybe several

calls in a week give it ample time to do

a do a really solid test on it okay and

before you roll this process or this new

automation out to your team or maybe

this is a client facing automation that

you are um that you're doing before

making it you know external to any

clients or even rolling it out to your

team if you have one I would give it a

solid

month of implementation testing looking

at seeing where improvements can be made

and the effectiveness of the outputs

before you know doing any kind of of

roll out now just because you you know

roll it out to your team or you make it

client facing does mean you sto testing

you're always wanting to implement some

form of checkpoint if you will to see

how well it's performing right because

as an example new models for example of

chat GPT come out so maybe the prompt

that you created isn't as effective as

it once was so you want to make sure

that you're monitoring it um on a on a

regular basis and I say regular basis

every couple of weeks to to make sure

that the output is still impactful and

accurate and effective for

you okay we've reached the last T in our

apt framework and this is where we

teach to our team this is where we're

getting this automation that we've built

off of our plate that the team is

actually running this process for you

okay yeah idea here is that your team

should understand the how the AI tools

work and the

automation so maybe that is you know

they would want to understand for

example fathom they they want they want

to understand chat TPT and the prompt

that you've created inside of chat TPT

you want to they want to understand

zapier and how the whole automation is

set up the team needs to be be aware of

these things so that they can be

monitoring the the automation as you go

and then making adjustments accordingly

based on knowing what you know how this

is how this is actually working and we

do this by providing them training and

resources to ensure their proficiency

now when I'm training somebody on my

team I kind of like to follow um another

process here and so the first step in in

training that I like to follow with my

team is to do that screen share do the

screen

recording um that I was talking about

before so as I'm going through a process

I.E how I take a transcription from um a

video

or I'm going to start that you know the

first step in

this in the first step in How I Like To

Train people on my team team is to

record that loom

video of me doing the task whatever

whatever it is so in this case here I am

recording a loom video of the entire

process that we've set up inside of

zapier and I'm just going through it

step by step remember the key here too

is to talk through as you are uh

recording it then the second step once

you've got your loom recording of the

process and with the explanation is to

get on a

call you know get on

Zoom with your team member or team

members and then take them through that

Loom so you're getting pretty meta here

but explain the loom explainer video so

you're showing them the video then

you've got a choice here this is where

you can have them look you know talk you

through the process right on the call so

they're basically showing they

understand what you've just shown them

um and then or you can just simply show

them how things are set up and how to

measure its Effectiveness that's really

really key here in this test phase of

the APT framework okay then after the

call uh they want you want them to do it

themselves

so the idea with this here is basically

after the call you want them to go into

zapier for example and talk you through

how things are set up and where how and

how to measure the effectiveness of that

automation okay so they're recording

themselves now of talking through the

automation that has been sent up so what

you're doing here with this multipl step

process is you are ensuring that they're

fully understanding what they need to do

in their role and they're understanding

the context of what it is that they're

doing right so they're looking at this

automation why it's important how it

works how to measure the effectiveness

and you're doing it in multiple steps so

it's repetitive for them and hopefully

they're learning through this

repetition so they do it the themselves

they report back to you with any

questions hopefully they're also

recording or sending back that loom

video to you for you to review it and

then you give feedback if necessary if

there's no feedback uh given they're now

doing it

themselves so this is a tedious process

for teaching your team however it's the

whole idea of do the work upfront first

that's the timec consuming stuff like

everything that you that we're looking

at

here and once you get it off your plate

now we've reached the top of our pyramid

where we have our freedom right we have

successfully implemented an

Automation and using AI to get something

off of our plate and now now that we've

successfully gotten a a whole core

process or core you know task off of our

plate we've automated we've used AI in

the process we've tested it we've now

taught it to um our team or somebody on

our team and they are now owning that

process the idea here is to to continue

to repeat this apt framework in our

business and go through each of that you

know the three to five things that we

ident identified um in the

prioritization phase to to continue

getting things off of our plate to free

up more of our time so that we can be

spending our time on you know higher

leverage activities spending time with

our family spending time EXT whatever it

is that you want to do the idea is to

continue this apt

framework throughout your

business and it's this framework that

gives you the holistic approach for

understanding where opportunities exist

in your business for strategic planning

for careful implementation and enhancing

efficiency and workflows in your

business through AI thank you so much

for watching if you like this content

then I would invite you to subscribe to

the channel give it that thumbs up and

I'll see you in the next video