Latest / The ROI Online Podcast / Stop Being Captain Do It All

Transcript

Stop Being Captain Do It All · The ROI Online Podcast

• 0:11
  SPEAKER_00: Who's this show for?
• 0:14
  SPEAKER_00: This is for all the captain do-it-alls.
• 0:17
  SPEAKER_01: This is for the folks that run a job, run a business, run a non-profit.
• 0:24
  SPEAKER_01: And they're trying to figure out the best way to do your people proud, to take care of your clients, to take care of your prospects, to take care of your team.
• 0:36
  SPEAKER_01: And uh when you feel like Captain Do It All, what's that mean?
• 0:40
  SPEAKER_01: It means that you're stuck doing all the things that need to be done, even though maybe it's not the best use of your time.
• 0:50
  SPEAKER_01: And I've been talking with uh some of my clients, and so what we're working on is getting a clear job description because as things move forward, our economy is starting to take off, all this new construction that's happening as far as our infrastructure, data centers, power plants, all sorts of manufacturing, chip manufacturing, all sorts of things are going on right now.
• 1:18
  SPEAKER_01: And so, what's going to happen?
• 1:20
  SPEAKER_01: It means that all of everybody's business is going to have more demand and need to get your act together before this tsunami of opportunities overwashes you.
• 2:33
  SPEAKER_01: They have to be doing those things in the meantime.
• 2:36
  SPEAKER_01: And then there's all they got to send the emails and got to send the follow-up and do all these things that could be delegated if the job description was taken like a car part.
• 2:50
  SPEAKER_01: You look at a car part and you can explode it and you see all the components that make up that car part.
• 2:55
  SPEAKER_01: And it's the same with the job description.
• 2:57
  SPEAKER_01: So today we're going to talk about how to do that.
• 3:00
  SPEAKER_01: And this is what you're going to learn.
• 3:03
  SPEAKER_01: So put judgment where judgment pays.
• 3:06
  SPEAKER_01: You know, why are you paying senior salaries for work AI can do?
• 3:11
  SPEAKER_01: And by the way, if you're getting value out of these, like and subscribe.
• 3:16
  SPEAKER_01: We do these uh lives every Thursday where I'm uh talking to folks just like you and helping you think about what's going on, how AI impacts you, and what other levers you can lean on that maybe you didn't know you could consider until recently.
• 3:33
  SPEAKER_01: Everything's changing.
• 3:36
  SPEAKER_01: So stop paying senior rates for predictable routines.
• 3:41
  SPEAKER_01: What does that mean?
• 3:42
  SPEAKER_01: It means that uh you you're good, you relate to this in the morning.
• 3:46
  SPEAKER_01: You're you got your high judgment, you got your you're excited about certain appointments or jobs or things uh that are coming up and you're planning on that, but then you have to go and you have to document.
• 3:58
  SPEAKER_01: I remember being in sales, had to go out and do so many calls, and then come back and fill out that report and turn it in, and then make sure all the deliveries got done, and make sure that the renewals, and then go check on the invoices.
• 4:11
  SPEAKER_01: It's like, man, you're wasting my time.
• 4:13
  SPEAKER_01: I should be in front of people who are interested instead of out uh handling all of this minutiae that could be delegated.
• 4:21
  SPEAKER_01: And that's the truth for every position, for every high judgment, high value role.
• 4:27
  SPEAKER_01: There's a lot of things that you're delegating, or you're not you're not delegating, you're expecting you're expecting of you to handle, or your high-value team members to handle.
• 4:38
  SPEAKER_01: Why?
• 4:39
  SPEAKER_01: Because you can trust them, you know that they'll get it done.
• 4:42
  SPEAKER_01: So, what does that mean?
• 4:43
  SPEAKER_01: It means that you don't have clear policies, procedures, operating it, documented workflows.
• 4:50
  SPEAKER_01: You don't have those worked out.
• 4:52
  SPEAKER_01: You just know that I can hand it to Tiffany and I rest and not worry.
• 4:57
  SPEAKER_01: That'll get done.
• 4:58
  SPEAKER_01: Whether she knows how to do it or not, she'll figure it out.
• 5:00
  SPEAKER_01: Great, great, that's excellent.
• 5:03
  SPEAKER_01: But I just handed her a messy batch of all this stuff, and what's it going to take?
• 5:08
  SPEAKER_01: She will get it done, but it may take a lot of time.
• 5:11
  SPEAKER_01: She's going to have to go ask questions, research, make calls, all these things.
• 5:16
  SPEAKER_01: But why did I hand it to her?
• 5:18
  SPEAKER_01: I can trust her.
• 5:19
  SPEAKER_01: But whose fault is that if I'm I'm sending Tiffany off to do something that she's not really qualified for, maybe shouldn't be wasting her time.
• 5:31
  SPEAKER_01: That's a waste of my money.
• 5:33
  SPEAKER_01: It's a waste of her time.
• 5:35
  SPEAKER_01: And it's not it's not going to end her day where she's going, wow, that was a great day.
• 5:40
  SPEAKER_01: I feel fulfilled.
• 5:41
  SPEAKER_01: No, she'll feel good that she got done what I needed, but was it fair to dump it on her?
• 5:50
  SPEAKER_01: So let's put judgment where judgment pays and let AI carry the weight of the routine.
• 5:56
  SPEAKER_01: So when you look at this job description, you have, you know, there's uh layers of judgment.
• 6:04
  SPEAKER_01: It's called judgment.
• 6:05
  SPEAKER_01: Judgment is all the backstory.
• 6:07
  SPEAKER_01: Judgment understands the where that account came from, who the person, the go-to person, who's the who's the person that I can go internal that will influence the decision maker.
• 6:19
  SPEAKER_01: These are all things that you could never expect artificial intelligence to discern and on the fly go and lean on that to help move that along.
• 6:31
  SPEAKER_01: It's just not it's just not a realistic expectation.
• 6:35
  SPEAKER_01: Well, that's who your high-value employee.
• 6:39
  SPEAKER_01: That's when they shine, that's when they like make things move.
• 6:44
  SPEAKER_01: So if we're expecting them to also do this, what I call the virtual assistant level, still needs judgment, still needs some backstory, but doesn't know the politics and wouldn't be the best person to put in front of a team in a negotiation, but yet could do all the prep work and get all the materials and uh the things that would help set your high-value employee up for success.
• 7:12
  SPEAKER_01: How cool would that be if they didn't have to do it all?
• 7:15
  SPEAKER_01: That's who this person can be, can can move our you know, barriers, can get things done that that would just take longer and waste time when these guys could be in front of the decision makers and move the needle.
• 7:32
  SPEAKER_01: And so this this position still requires judgment, it still requires backstory and understanding, but can get all these uh many things that are very important, but don't really require uh this person's uh yeah, their their bandwidth, their brain power.
• 7:52
  SPEAKER_01: Now they've done it, that's why they're able to delegate it and and train this person.
• 7:58
  SPEAKER_01: Okay, this assistant.
• 8:00
  SPEAKER_01: And then this assistant doesn't be need to be doing all the workflows, it doesn't need to be sending hundreds and emails, or doesn't need to be uh automating and follow you know, monitoring a website and form submissions or or any of the thousands of things that can be automated.
• 8:18
  SPEAKER_01: That's what artificial intelligence, that's what AI agents, that's what Grokbot can do for you.
• 8:25
  SPEAKER_01: And it's powerful.
• 8:26
  SPEAKER_01: And so, what does it mean?
• 8:27
  SPEAKER_01: It means that we have to we have to blow up that job description, break it into its core components, and then start to put the strategist on things that need strategy.
• 8:42
  SPEAKER_01: You know, they can help with strategic positioning, navigating through tough conversations and relationships repair.
• 8:49
  SPEAKER_01: They can read the room, they can run your formal QBRs, your quarterly reports, they can do creative proposals, they can sit and dream and think about how would I improve this if they're not pulled down and their time is wasted on the other things that don't really need that high firepower, right?
• 9:16
  SPEAKER_01: And so a trained virtual assistant with a working knowledge of the offer and account history and customer nuances, they still need contextual execution.
• 9:26
  SPEAKER_01: They still need this focus that's still valuable, but we don't need to be wasting your high-value employee that's been there for years.
• 9:34
  SPEAKER_01: They'll come and do it, they'll be good at it, but you're wasting your investments there.
• 9:40
  SPEAKER_01: And so the mission here is a first draft review packs from templates and meeting coordination across time zones or internal handoff, chasing for delivery, making sure the other the other virtual assistants have brought the other components to put together that recipe.
• 9:59
  SPEAKER_01: And then artificial intelligence.
• 10:02
  SPEAKER_01: This is your your AI agents.
• 10:04
  SPEAKER_01: This is your Google, your Google notebook, your Gemini Notebook.
• 10:10
  SPEAKER_01: Autonomous agents like Rockbot and Gemini Notebook.
• 10:13
  SPEAKER_01: You've got repeatable automation.
• 10:15
  SPEAKER_01: They can run a bunch of minutiae and they can review transcripts and identify patterns and then come back and deliver on that.
• 10:25
  SPEAKER_01: Handling frequently high-structured tasks, executing work that is costly when delayed, operating with zero subjective judgment.
• 10:34
  SPEAKER_01: This is stuff that can run on autopilot, but it needs to be trained, it needs to be uh planned.
• 10:41
  SPEAKER_01: And that's why you want to blow up these job descriptions.
• 10:45
  SPEAKER_01: So, you know, imagine imagine a blueprint from your meeting intelligence.
• 10:50
  SPEAKER_01: This is just an example.
• 10:52
  SPEAKER_01: Grockbot monitors the client call transcripts, then sets it up, takes it over, and starts processing in a Gemini Notebook and it processes the raw dialogue.
• 11:05
  SPEAKER_01: It can extract action items.
• 11:08
  SPEAKER_01: And for example, after after calls, it comes back.
• 11:14
  SPEAKER_01: Gemini comes back with the uh tasks that have been committed to.
• 11:20
  SPEAKER_01: Well, Grok is taking those and assigning them in Clickup.
• 11:24
  SPEAKER_01: It's handling a lot of the action items that were promised that used to be handled by our project managers.
• 11:32
  SPEAKER_01: But also, it can start to have its ear to the ground and look, you know, identify hey, this account's at risk because there's still some unresolved things that maybe the project manager was missing.
• 11:46
  SPEAKER_01: Little indicators, little hints that are being overlooked.
• 11:50
  SPEAKER_01: That's where AI comes in.
• 11:52
  SPEAKER_01: It's amazing, it's powerful.
• 11:53
  SPEAKER_01: And then drafting immediate follow-up emails or immediate plans or handoffs or instructions or job descriptions, even these are these are amazing, powerful, exciting things that you can be delegating and expecting that you just you know your high-value employee could do if they had the time.
• 12:17
  SPEAKER_01: So, you know, the knowledge vault, this is where everything can live that is going to be referred to.
• 12:25
  SPEAKER_01: This is your anchor.
• 12:27
  SPEAKER_01: This is what you know.
• 12:28
  SPEAKER_01: I've talked about this uh over all my past episodes that you're grabbing all your messy documents, your meeting notes, your your product manuals, your job descriptions, even, your your product descriptions, your customer service, frequently asked questions, your website, everything.
• 12:49
  SPEAKER_01: Everything, you know, your most valuable, the gold of our day is the data that flows through your organization.
• 12:56
  SPEAKER_01: And if you can capture it and put it into your knowledge vault, guess what your AI tools are referring to?
• 13:03
  SPEAKER_01: Guess where you're getting a walled guarding, a protection where we all of our stuff is here and it's all referred to.
• 13:11
  SPEAKER_01: It's extremely powerful, it's extremely uh, it's a major lever, and it's something that most of your competitors are not even considering or doing.
• 13:25
  SPEAKER_01: So imagine automated operations where you're tracking automatically your renewal reminders, your dashboard key uh uh performance indicators, and that you're pulling it from a centralized CRM and you're routing that data, you're getting dashboards, you're able to start uh triggering off of routine uh actions that are happening, and then your esc, your exceptions are escalated to your high-value team.
• 13:59
  SPEAKER_01: But what is it required to implement all this?
• 14:02
  SPEAKER_01: It means that you got to back up, you got to zoom out, you got to move out all the pieces and start to segment these job descriptions as an example for this episode.
• 14:12
  SPEAKER_01: This is one area of your business, your organization, your nonprofit that you can really start to lean on, levers that you haven't considered the extremely powerful, but you have to break it up and look at it in a visual sense and then start to delegate better.
• 14:32
  SPEAKER_01: So the operating model upgrade.
• 14:35
  SPEAKER_01: So the old way was like, let's find someone that just gets it and dump everything on them, ask them to do everything.
• 14:42
  SPEAKER_01: I can trust them, I know they'll get it done.
• 14:45
  SPEAKER_01: It may be messy, it may be a fat lip, but it'll get done, even though at the end of the day they're gonna go home exhausted, and that'll work for a little bit until you're gonna reach out, you're gonna reach this point of a burnout.
• 15:00
  SPEAKER_01: Eventually, the burnout happens, and that's why you know this conversation's unsuspecting, you're a great employee, you got great plans, and then all of a sudden they show up and go, Hey, I think I'm gonna do something else.
• 15:12
  SPEAKER_01: Well, you burned them out.
• 15:15
  SPEAKER_01: You burned them out, and whose fault is that?
• 15:18
  SPEAKER_01: Well, you're in the heat of the moment.
• 15:20
  SPEAKER_01: I needed to hand it off to my core person, but yeah, you got a casualty there.
• 15:26
  SPEAKER_01: And then guess where that all bubbles up?
• 15:29
  SPEAKER_01: Up to you, and it's back on your plate, and that only can go, you burn out at some point.
• 15:36
  SPEAKER_01: You gotta back up and think about this model differently.
• 15:41
  SPEAKER_01: So the setup, look at here.
• 15:43
  SPEAKER_01: You're the high value employee focusing on what gives them energy, where they're great, where they can just walk in almost unprepared and just hit home runs and let them be supported by this virtual assistant, someone that can uh come along and be a partner.
• 16:03
  SPEAKER_01: You think about Batman, you know, Batman is Batman, but he had Robin, and then who else do they have?
• 16:11
  SPEAKER_01: They had Alfred.
• 16:13
  SPEAKER_01: Alfred ran all the technology, built out all the components, had a tool belt.
• 16:20
  SPEAKER_01: That's the same model here.
• 16:22
  SPEAKER_01: You can do this, you just need to conceive it, then believe it, so you can achieve it.
• 16:30
  SPEAKER_01: We've heard that somewhere, right?
• 16:32
  SPEAKER_01: So client FaceTime, you want your you want your high value employee in front of your opportunities that are going to move the lever for your organization.
• 16:43
  SPEAKER_01: You want to delegate to dependable virtual assistants that are smart, they're clued in, and they set you up for success, and then automate the rest of this that they you don't even need to waste their time doing.
• 16:59
  SPEAKER_01: So, elevation, not replacement.
• 17:02
  SPEAKER_01: You think about the job, back to the job description.
• 17:05
  SPEAKER_01: It always starts with hey, I need to replace this person I used to depend on.
• 17:12
  SPEAKER_01: Let's not do that, let's elevate that person, let's set them up for success, let's develop them professionally, and let's start to bring in someone, let's bring in their Robin to support them so that they can go out and save the world with a little bit of support from Robin and Alfred.
• 17:32
  SPEAKER_01: All right, so put judgment where judgment pays, right?
• 17:38
  SPEAKER_01: And let AI run the repeatable layer.
• 17:41
  SPEAKER_01: Hey, reach out, scan this, uh, scan this code, connect with me.
• 17:51
  SPEAKER_01: Let's go over your job descriptions.
• 17:53
  SPEAKER_01: Let's let me help you plan this out and set you up for success so you can go home and enjoy your evenings.
• 18:03
  SPEAKER_01: You don't have to work on everything.
• 18:07
  SPEAKER_01: You got a plan.
• 18:09
  SPEAKER_01: Let's develop that plan and turn it into a plan for sanity.
• 18:15
  SPEAKER_01: You don't have to be Captain Do It All.
• 18:17
  SPEAKER_01: And that's a wrap.