Latest / The ROI Online Podcast / You’re Not Delegating. You’re Creating Chaos.

Transcript

You’re Not Delegating. You’re Creating Chaos. · The ROI Online Podcast

• 0:01
  SPEAKER_00: AI Made Simple Live.
• 0:03
  SPEAKER_00: I'm Steve R Y Brown.
• 0:06
  SPEAKER_00: You know, clarity wins.
• 0:11
  SPEAKER_00: Why does clarity win?
• 0:13
  SPEAKER_00: Well, clarity wins because clarity creates confidence.
• 0:19
  SPEAKER_00: And then uh confusion creates chaos.
• 0:24
  SPEAKER_00: And if you're a leader and you're not leading with clarity, and if you're not delegating with clarity, you're creating confidence.
• 0:33
  SPEAKER_00: And that's the title of today's show.
• 0:35
  SPEAKER_00: So today, what I want to do is help you think about how to use AI to clearly communicate what's in your head and how you're moving forward.
• 0:46
  SPEAKER_00: So we're moving today from chaos to clarity, building your elevated workforce.
• 0:52
  SPEAKER_00: So, you know, the topics of my show are themes that are going on in with my uh customers specifically.
• 1:01
  SPEAKER_00: I have these uh great clients and I have a great team and we're working through things, but there are common themes that are happening.
• 1:09
  SPEAKER_00: Everybody wants to adopt artificial intelligence, many want to adopt virtual assistants.
• 1:16
  SPEAKER_00: But when you think about, you know, I was thinking about this when I was a kid, we used to build forts, and so we would get just whatever wood we can find and whatever nails were available, and it was all about just hammering nails into wood and creating a fort where we'd play.
• 1:36
  SPEAKER_00: And I have a customer, I have a client, and he builds tall steel buildings.
• 1:42
  SPEAKER_00: Now you think about if you compare and contrast, those tall steel buildings, the schematics, the planning, is when they build those, it's very clear step by step.
• 1:53
  SPEAKER_00: But you can imagine a bunch of little brats in a backyard hammering nails and building their fort, there's more chaos.
• 2:00
  SPEAKER_00: And you know, the the thing that comes out of that, maybe a tetanus shot, maybe a sore thumb.
• 2:06
  SPEAKER_00: But when my client he's building beautiful buildings, and why he gets paid millions of dollars because he's using clarity, he's using a clear path, a framework, a schematic, the plan.
• 2:20
  SPEAKER_00: And so each of us are actually building, you know, a virtual or an invisible, we're building a vision for a team, and we're building a team.
• 2:31
  SPEAKER_00: And so these things that show up artificial intelligence, virtual assistants, great software, et cetera.
• 2:38
  SPEAKER_00: And we grab those because we see how it can improve, but we just slap them on, much like the the fort.
• 2:44
  SPEAKER_00: You know, we just take that that board, so to speak, and we just hammer it in wherever we see that it might fit, hoping to hammer down whatever the problem is that we're wanting to solve.
• 2:55
  SPEAKER_00: But if we're not delegating this clearly, we're just delegating chaos.
• 3:01
  SPEAKER_00: And this is oftentimes like your team wants to do right, your artifact you you've had frustration with getting your your AI chatbots to produce the content that you're really hoping is frustrating.
• 3:13
  SPEAKER_00: But if you're not clear, then you're getting bad output.
• 3:17
  SPEAKER_00: And so today, what I wanted to do, I'm you know, I'm seeing my clients, they're integrating these.
• 3:23
  SPEAKER_00: They want to integrate them successfully with strategy and with a plan.
• 3:29
  SPEAKER_00: And so this is what you do.
• 3:30
  SPEAKER_00: Last week we talked about exploding the job description, meaning that when you look at a catalog and you see a car part or something, and it's there it is, all put together.
• 3:44
  SPEAKER_00: That's the adop job description.
• 3:46
  SPEAKER_00: But then you can also see an exploded diagram of all the pieces that make up that component as a whole and how it functions.
• 3:56
  SPEAKER_00: And so the same thing with the job description.
• 3:58
  SPEAKER_00: So when we're working on this workforce clarity framework, we need to be thinking about that in the same way as far as your team.
• 4:06
  SPEAKER_00: And so I see this process as a framework.
• 4:11
  SPEAKER_00: And so here we go.
• 4:12
  SPEAKER_00: We're gonna document our messy reality.
• 4:15
  SPEAKER_00: We have all these items that we're we're we're working with.
• 4:18
  SPEAKER_00: We have SOPs, we have those things, and we're gonna take those and we're gonna disassemble them, we're gonna explode them, so to speak, and then we're gonna reorganize, and then we're gonna build our clear playbook, our expectation expectation playbook, all this using AI, and then to start, you can start to elevate your workforce because here's the thing we're going into a future that is changing fast.
• 4:46
  SPEAKER_00: What's a promise of the future?
• 4:48
  SPEAKER_00: Is chaotic uh change and disruption and unexpected things, and so the more that we can get our workforce on the same page and elevated, the better our success.
• 5:00
  SPEAKER_00: And so, hey, by the way, if you're getting value from all of these and you're you know, you're this is good, give the algorithms a signal.
• 5:10
  SPEAKER_00: Click a like, share it, subscribe.
• 5:14
  SPEAKER_00: I appreciate it.
• 5:16
  SPEAKER_00: Okay, here we go.
• 5:17
  SPEAKER_00: So the elevated workforce, what are we doing?
• 5:20
  SPEAKER_00: We're we're wanting to incorporate human, the higher, higher value, the creative aspect of human capacity, and support it with all of the um the algorithmic benefits of being able to look at a whole lot of data and organize it clearly so that the human can use it in a creative fashion.
• 5:44
  SPEAKER_00: And so, if back, you know, it's back to the point, if you're not setting clear expectations for the intelligence you hire, be it human or artificial intelligence, then you aren't delegating, you're creating chaos, you're having frustration from that, right?
• 6:02
  SPEAKER_00: And so we're moving from a legacy workforce model where we just get as many butts in the seats and get everybody working on those in-house, and we we run along.
• 6:14
  SPEAKER_00: But if you've experienced anything like I have, everything is different now.
• 6:19
  SPEAKER_00: Every there's remote, there's uh software, there's uh people want to do business with you from their phone.
• 6:25
  SPEAKER_00: They don't want to come in necessarily and talk to you in person.
• 6:28
  SPEAKER_00: So you've had to go and move from a the physical world.
• 6:33
  SPEAKER_00: You've probably got a good operation going if they come in the physical experience, be it a restaurant, a plumbing shop, uh, you know, a parts house, whatever, people come in and you've got that system down pretty well.
• 6:47
  SPEAKER_00: But now we're having to show up and have our act together in the virtual world, in the digital world, right?
• 6:54
  SPEAKER_00: But the other thing that's happening is that we have two forces, two force multipliers, artificial intelligence, our AI bots, and what are called remote virtual assistant specialists.
• 7:08
  SPEAKER_00: And so these are two big levers that are being adopted rapidly inside of organizations.
• 7:15
  SPEAKER_00: But the problem is the same as you any of your local folks that come in.
• 7:20
  SPEAKER_00: If you expect them to come in and just read your mind and pick up on clues and be little detectives and have you know spend all this extra energy and trying to figure out what we're doing here, you know that guessing is a very expensive.
• 7:38
  SPEAKER_00: If you're expecting them to guess, it's very expensive and it's a penalty.
• 7:42
  SPEAKER_00: It's a penalty tax.
• 7:43
  SPEAKER_00: What an invisible tax that hits your organization.
• 7:48
  SPEAKER_00: So if you don't help them understand the precise end result you're trying to accomplish, they will guess.
• 7:54
  SPEAKER_00: And in business, guessing costs money.
• 7:57
  SPEAKER_00: And so whether you're handing a task to a human assistant, to your star employee, your star salesperson, then, or an AI agent, neither of them are going to guess properly.
• 8:10
  SPEAKER_00: And so the outcome is going to be hurt.
• 8:12
  SPEAKER_00: But if you get clear on that, infuse artificial intelligence specifically, and this when all of my videos, a common theme is we use Notebook LM to help you clearly communicate your vision, then success happens.
• 8:27
  SPEAKER_00: So what are we trying to do?
• 8:29
  SPEAKER_00: We're we're working on two main things.
• 8:31
  SPEAKER_00: We want our customer experience to be optimized so they love doing business with you or wanting to, you know, that's why we got in and started the business.
• 8:39
  SPEAKER_00: That's why we're part of a team, that's why we're wanting the lead.
• 8:42
  SPEAKER_00: Is that we're wanting to do something that makes the world better, right?
• 8:47
  SPEAKER_00: So we want to optimize that.
• 8:49
  SPEAKER_00: But the other side of the coin is you want to optimize your uh engine, your internal, your team, so that they survive and thrive through the future changes because we're all navigating to the same waters.
• 9:05
  SPEAKER_00: So traditional job descriptions and rigged, uh, rigid, rigged, rigid legacy roles are built to run this engine.
• 9:12
  SPEAKER_00: So to prepare for an elevated uh world, we need to have our team elevated.
• 9:18
  SPEAKER_00: We need to have our operation elevated, and that's the opportunity a hand.
• 9:22
  SPEAKER_00: What's at risk in this story?
• 9:24
  SPEAKER_00: You don't do it, your competition and all the newcomers are going to show up and leapfrog you because you're trying to do it the old way.
• 9:33
  SPEAKER_00: Imagine, imagine back in the day when the Model T's were invented.
• 9:39
  SPEAKER_00: You had all these folks that, you know, that my horse and my carriage, you know, they do just fine.
• 9:45
  SPEAKER_00: We don't need that.
• 9:46
  SPEAKER_00: But within a matter of years, just a matter of years, all of a sudden everybody had Model T's.
• 9:53
  SPEAKER_00: And then you had folks, very few, using the horse and buggy.
• 9:57
  SPEAKER_00: And so that's the same thing that's happening here.
• 9:59
  SPEAKER_00: And imagine all the folks that went out of business that were repairing, you know, they're only planning and weren't investing in the new technology, they're going to deliver services with the old horse and carriage.
• 10:10
  SPEAKER_00: Guess what?
• 10:11
  SPEAKER_00: They woke up in a world of hurt real fast.
• 10:14
  SPEAKER_00: And that's what I'm trying to help you avoid.
• 10:17
  SPEAKER_00: So before you bring in a virtual assistant, before you bring in artificial intelligence, let's disassemble what you do before you automate.
• 10:26
  SPEAKER_00: Let's do an audit.
• 10:28
  SPEAKER_00: Let's, and here's how we're going to do it we're going to pull the pieces apart and we're going to redefine how work flows through your organization.
• 10:36
  SPEAKER_00: How work audit, you know, our world is full of automation and uh robots, and this is so applicable just to be, you're not exempt.
• 10:47
  SPEAKER_00: You don't have the one unique outlier that won't need this.
• 10:51
  SPEAKER_00: It's not true.
• 10:53
  SPEAKER_00: And so let's pull apart what we're doing and let's reconfigure here.
• 10:57
  SPEAKER_00: And so we what used to maybe take it took me, it took me because I was so stubborn and kept fighting against it, it took me a couple of years, actually.
• 11:05
  SPEAKER_00: And I can show you here by using this little process.
• 11:08
  SPEAKER_00: Had I known, it would have saved me um thousands of dollars, it would have saved me lots of doubting and uh whining and crying and feeling sorry for myself, you know.
• 11:21
  SPEAKER_00: And so I would have made it through that storm much better.
• 11:26
  SPEAKER_00: And I guarantee you, there's another storm on the horizon that we don't know, none of us knows about, but you will experience some sort of storm in your business, in your life, and these things can help you navigate it more confidently.
• 11:43
  SPEAKER_00: So, what I like to do is like, first of all, let's go get all our existing operating procedures, let's upload all our job descriptions, let's let's upload all of our you know, our our what are our products?
• 11:56
  SPEAKER_00: Let's give it our website, let's let's give it our product catalog, let's give it our service catalog, let's give it, you know, the history of why we started this business.
• 12:07
  SPEAKER_00: Let's upload all of that.
• 12:09
  SPEAKER_00: And let's let's record a voice note with all of our vision.
• 12:15
  SPEAKER_00: You know, hey, this is what I'd love to improve, this is what we're struggling with.
• 12:19
  SPEAKER_00: This is these are the things that um are hard for us right now.
• 12:22
  SPEAKER_00: Here's what I'm not secure about.
• 12:24
  SPEAKER_00: Here's what I don't even know what to expect, and and this is what I'm concerned about.
• 12:30
  SPEAKER_00: And this would be the plan, this would be the perfect outcome.
• 12:34
  SPEAKER_00: And you just record that.
• 12:36
  SPEAKER_00: Just I call it a confession dump or a confession prompt.
• 12:40
  SPEAKER_00: You just record that voice note and it take that transcript and upload it with the all of these resources, okay?
• 12:49
  SPEAKER_00: Imagine your salespeople, they're talking on the phones, if they're recording those conversations, those would be awesome.
• 12:56
  SPEAKER_00: Imagine all the frequently asked questions they're getting asked all the time that you're not hearing.
• 13:02
  SPEAKER_00: And then imagine all the answers they're saying that you're not hearing.
• 13:06
  SPEAKER_00: They may be great or they may be embarrassing, but you collect all that information and put it in.
• 13:11
  SPEAKER_00: And then you come into Notebook LM and let's create a new notebook and upload all that information.
• 13:20
  SPEAKER_00: So I do a version of this when I prepare for these calls, and this would be the outcome.
• 13:27
  SPEAKER_00: Now, so then I'm gonna say, all right, help me think about it this way.
• 13:31
  SPEAKER_00: Of all the things that we're doing at the moment, let's divide it up into three these tasks or workflows or um responsibilities.
• 13:41
  SPEAKER_00: Let's let's tear it apart and organize it in three categories.
• 13:47
  SPEAKER_00: What really requires strategic human decisions?
• 13:51
  SPEAKER_00: Imagine all your best employees, they show up every day, they're engaged, and they they want to help you win.
• 13:57
  SPEAKER_00: They feel a part of a team.
• 13:59
  SPEAKER_00: But imagine in that job role, they're also because they're committed and want to help, they're doing things that aren't their best value, but because they're they're good at what they do, they adopt it.
• 14:10
  SPEAKER_00: But imagine them being able to offload it.
• 14:12
  SPEAKER_00: This is what you do when you explode that that job, their job description, right?
• 14:18
  SPEAKER_00: So you're gonna ask it, hey, what what of this, all this mess that I dumped in here?
• 14:24
  SPEAKER_00: What requires strategic human creative decisions?
• 14:29
  SPEAKER_00: What could be handled and optimized with AI agents?
• 14:34
  SPEAKER_00: And then what could actually be assigned to virtual uh assistant specialists that still need some human touch and manipulating, but don't need to pull in your best people who are great with customers or great with planning, you know, but they've had to do these things too.
• 14:53
  SPEAKER_00: How cool would it be if they had some folks that they could kind of talk to that support them?
• 14:58
  SPEAKER_00: I experienced that, totally revolutionized my business, and it up-leveled the quality of service that we're delivering to our clients.
• 15:07
  SPEAKER_00: And they love it, they totally love it.
• 15:09
  SPEAKER_00: This is what you're doing, this is what your um your notebook LM can help you do.
• 15:16
  SPEAKER_00: So imagine then you ask it, all right, now build the expectation playbook.
• 15:22
  SPEAKER_00: Let's use our documented workflows and generate clear new job descriptions with explicit success metrics.
• 15:30
  SPEAKER_00: Think of the job descriptions you created.
• 15:32
  SPEAKER_00: You did the best you could on the fly while you're trying to handle phone calls and pay the bills and fight the fires, and you did your best, but you know in your heart they could be improved, they could be better, they could be tweaked.
• 15:45
  SPEAKER_00: That's what you're doing here.
• 15:48
  SPEAKER_00: And so for a human versus a human and an AI or virtual assistants, you can generate clear delegation briefs.
• 15:58
  SPEAKER_00: Imagine the process of handing off from your core high value employees to a virtual assistant, you can even do a delegation plan.
• 16:11
  SPEAKER_00: With here's how we're going to do it, here's a step-by-step.
• 16:13
  SPEAKER_00: And same for the AI agents.
• 16:15
  SPEAKER_00: You know, you know, when I talk about themes that I'm recognizing while I'm working with my clients, these are themes.
• 16:22
  SPEAKER_00: We're we're wanting to delegate, we're wanting to improve workflows, but if we're building without backing up and going, what's the end goal here?
• 16:32
  SPEAKER_00: What are the steps?
• 16:33
  SPEAKER_00: We need to kind of draw a schematic.
• 16:35
  SPEAKER_00: That's what this notebook LM can help you do in a brilliant way.
• 16:40
  SPEAKER_00: And so what's the result?
• 16:43
  SPEAKER_00: You get an elevated workforce that are clear with what they're supposed to do, who's responsible for what, and what can you expect from your AIs, and what can you expect from your virtual assistants?
• 16:56
  SPEAKER_00: And it's uh it's amazing.
• 16:57
  SPEAKER_00: So I'm gonna share my screen real quick, and we'll look at Notebook LM and I'll show you just real quick, assuming that let's go up see, first of all, this is the scary part.
• 17:09
  SPEAKER_00: Here we go.
• 17:10
  SPEAKER_00: So, in this in this workflow workforce clarity frame framework, here's an example of what I did.
• 17:18
  SPEAKER_00: I'm in Notebook LM, when you open up a new notebook, you've got a place over here for sources.
• 17:24
  SPEAKER_00: What's unique about Notebook LM, it doesn't go out on the internet and pull this information in.
• 17:31
  SPEAKER_00: It offers you a way to bring in a source.
• 17:35
  SPEAKER_00: This is where you bring in the source.
• 17:36
  SPEAKER_00: You can upload files, copy text, websites, videos, whatever that may be, you're able to bring that in, and that becomes a source that your output is going to be, it's going to be directed by, right?
• 17:52
  SPEAKER_00: You can go on the web and pull stuff in and then approve, approve what you would include.
• 17:58
  SPEAKER_00: But for this case and for this episode, all I do is I bring in, I bring in my newsletter.
• 18:03
  SPEAKER_00: Okay.
• 18:04
  SPEAKER_00: So I bring it in.
• 18:05
  SPEAKER_00: What's my newsletter?
• 18:06
  SPEAKER_00: By the way, you sign up for my newsletter because it's an awesome newsletter.
• 18:10
  SPEAKER_00: But I bring it in and then it does a synopsis of that.
• 18:15
  SPEAKER_00: So imagine bringing in all of your job descriptions, like I would say, you bring it in here, and then you can start expecting, you can interrogate your resources here and go, all right, from this mess, you know, help me.
• 18:32
  SPEAKER_00: Just help me make an implementation plan.
• 18:37
  SPEAKER_00: Uh, here's where my this is why I got into computers.
• 18:41
  SPEAKER_00: Implementation.
• 18:43
  SPEAKER_00: Anyway, you'd put that in here, you would park that in here, send it away, and it'll make the plan.
• 18:49
  SPEAKER_00: Help me make a plan, right?
• 18:51
  SPEAKER_00: So we don't have to be so sophisticated, just make a plan.
• 18:54
  SPEAKER_00: And so it's doing it.
• 18:55
  SPEAKER_00: So it's reading this over here, analyzing the files, and then it's going to make a plan.
• 19:00
  SPEAKER_00: And then I can even take that plan, it's going to make an output here, and I can bring it over here as a source, and then I can add, I can ask the studio to make an infographic of that plan.
• 19:16
  SPEAKER_00: All I did today was go make an infographic on my newsletter.
• 19:20
  SPEAKER_00: Okay, so I created uh it created that infographic that we looked at.
• 19:25
  SPEAKER_00: I asked it to make a slide deck of today, and then I even asked it to make a mind map.
• 19:33
  SPEAKER_00: So here's the plan.
• 19:35
  SPEAKER_00: See this?
• 19:36
  SPEAKER_00: It's got phase one, phase two, phase three.
• 19:39
  SPEAKER_00: How would you like to begin?
• 19:40
  SPEAKER_00: I could take that as a source, and then you could imagine the having an infographic that's going to show what we are going to do with phase one, phase two, phase three.
• 19:49
  SPEAKER_00: So let me just show you.
• 19:51
  SPEAKER_00: I can come down here and I can save it to note.
• 19:55
  SPEAKER_00: It's generating the note.
• 19:57
  SPEAKER_00: I can convert it to the source.
• 19:59
  SPEAKER_00: You see it come over as a source.
• 20:01
  SPEAKER_00: I can uncheck that one.
• 20:03
  SPEAKER_00: Then I can say, make me an infographic.
• 20:06
  SPEAKER_00: I'm just going to let it pick.
• 20:08
  SPEAKER_00: I could give it super detailed.
• 20:11
  SPEAKER_00: And now you can see, hey, we're taking off.
• 20:13
  SPEAKER_00: We're making an infographic of the plan to achieve an elevated workforce.
• 20:21
  SPEAKER_00: So we can expect it, may take a minute here.
• 20:24
  SPEAKER_00: We can expect uh it to give us something that looks like this, but it's going to be specific to the plan.
• 20:32
  SPEAKER_00: Right?
• 20:33
  SPEAKER_00: So that's that's short and sweet how you can use this to create your workforce, workforce clarity framework.
• 20:42
  SPEAKER_00: So coming back to the show, to the studio.
• 20:46
  SPEAKER_00: I'm gonna stop sharing.
• 20:49
  SPEAKER_00: So if this has been helpful, be sure to like, subscribe.
• 20:54
  SPEAKER_00: If you've been thinking about, hey, how can we implement a virtual assistant in our organization?
• 20:59
  SPEAKER_00: Let's talk.
• 21:00
  SPEAKER_00: I got a sexy QR code right here.
• 21:03
  SPEAKER_00: You just scan it, it'll lead you to the right place.
• 21:05
  SPEAKER_00: Otherwise, I have a website that a lot of resources, ROIonline.com.
• 21:12
  SPEAKER_00: And we'll see you next week on another episode of AI Made Simple.
• 21:19
  SPEAKER_00: That's a wrap.