AI & Automation For Service Businesses

okay so hello everyone Merry Christmas it is my Christmas week and today I'm going to start something a little bit fun but also something that I hope will give you some insights and knowledge of How I build or I'm building my business with you or with the use of automations and AI to support me on the Journey of scaling if I had this tool 10 years ago if I had the the technology that was available 10 years ago today I would be in a far far better position and I always said in business that if you do a task twice you have to automate it so really we lived by in the business and today I completely change that and say if it's anything other than service it needs to be automated because the tools today that we have and both in Automation and AI are so far more advanced than they ever were that there are very little elements of any business that could not be automated except for that element that requires your team the thinking of your team and that output from that and even some of that any of the admin tasks should be automated as well so I use a system called n8n n8n and that system is just an automation system that lives in the cloud you can um pay for it as well there's another one called make. com does very well and what this does is it takes all of the information in that I give it from different sources and it then does with it what I tell it to do but the magic of this is with the Advent of AI it now can reference Ai and AI can make a assumptions and can look at tools and then it can actually output the information based on our Knowledge and Skills that we have fed into it on the other side and it's class now why would you want to use this so I use this for many reasons firstly to be more efficient with my time this workflow as you will see will save you days per month months per year whenever you use it fully and if you think about this rolling out over across all of the functions in your business or your team then you will see how it will make you more efficient and that efficiency it saves you money in the business and retains more profit and that is the idea of all of this now I use a little app called telegram if you're not familiar with telegram it is the same as WhatsApp or another version of WhatsApp almost it's just a messaging app and I use that because I can take the information from the telegram app and root it into n8n and I use the results from that as part of my workflow and I'll show you that and I can do that in two ways I can send it a text message and I can also just leave it a little voice note and if I leave it a little voice note you should as you'll see shortly get a very the correct answer yeah probably the best way I say it so let's get into it I'm going to explain a bit further as I go and it'll work through my workflow this is just the telegram trigger that's just waiting for that message and if it's a text message it goes this way if it's a telegram voice note it goes this way open AI chat GPT will transcribe that into text and and then it will throw it into the brains of this entire workflow which is my AI agent and as you can see down here I use open AI now I appreciate that this looks very scary but I promise all of this bit from the all from here to here and everything in between is just standard yes it's a bit of learning to figure this all out but it's standard tools and um techniques that are in N it in already the real magic which we'll explain later on comes down here but the AI agent goes off with the information from the telegram messenger voice note and it figures out what I'm trying to tell it today and those in this particular sales agent my little sales agent I'm either going to get them to find Details in the system create a contact for me um look at my sales Pipeline and figure out what's there or what needs to be done with that create a Gmail on behalf of me and then it's going to update my calendar here as well now the thing with AI and the reason why some of you are on this newsletter today is because I post posted about this that AI sounds like Ai and you can tell those people who use Ai and their social posts it has loads of emojis and all this good stuff these are experts who are in their expert field talking about things that they should know about but AI W for them I have an opinion on that you probably guess what it is however if I was to be really critical of myself Ai and writing should still be something that we all consider but I believe that the tools that AI provide us are not good enough for somebody at our level who's providing a very high level service with the knowledge that we already have using a tool to WR on your behalf is not good and so I want to feed me or as much of me into AI as possible so that it will plunk out me on the other side my tone of voice my language the words that I say the high I write them and it happens in this function here which is a vector stored database now you might not have heard of that because it's a new enough term for me and I have some background in this but this is like a super fast database that's referenced in we tiny blocks that AI can go in and pull the exact information from there and use it as part of its prompt as part of its response and the magic of this is as you probably saw in last week's email or yeah email the newsletter to you I included 20 templated emails that I use daily that are the bones of emails that I will send throughout all functions in my business and would have used in my business and I have fed those into this Vector database and so those words these the message that comes from this particular AI agent is not the AI agent but my words it's there will be some of them will be specifically the template that I use and others will be their interpretation now with anything in Ai and you're using the AI it's only as good as the prompt that you put into here and I'm only learning this so as I go through this it's a c with the caveat that some of this may not work and I'm not Li this is the second time that I actually posted this video or recorded this video because the first time I let myself down and got annoyed with it which is very frustrating but whenever this works which it does work 99% of the time incredibly well you will see significant benefits and as I said before and I have to remember if it was this one on the last call but the last video If you imagine how much time this saves you on a daily B and if you rolled systems like this over the next year out in your business across all of your team how much time would they save but not only that how many human errors would we reduce and if I go back to the emails and the points of the emails that I sent out last week what would be the opportunity of sending out good Communications in your business when everybody is doing it massive right across the board massive that efficiency then comes back in the business it is made as a returns as profit to us and we can scale at PACE really quickly so let me go into this and I'm going to show you how everything looks I'm just going to double check we're in the right screen perfect now I have my little butt sitting there that's in the telegram app that's just in the Mac um version of telegram I also have it on my phone when I'm out in the car and I want to communicate with my system good point you don't have to open a laptop you don't have to log into systems this all automatically does this for you so I can do this anywhere in the world at any time and this has access to all of my data let's show you so going to go into the telegram app here please give me the email address for Jeff Bezos now Jeff Bezos isn't a company a client of mine yet but I had Adam as a test data here to show you how this works now I am in the test mode so I actually have to hit the test workflow normally I would have this as active and the reason I have this as a test workflow is to show you how all of that worked it works through the workflow goes through the AI agent figures out what the chat model is checks what function I'm actually asking it to do it will in this instance it's check the uh a table find record and on the other side of that it's given me the email address for Jeff now Jeff if you're ever watching this call me um this is the focus of this I can now log into my my a table account or my CRM which would be HubSpot or any of that there and talk to it directly and get the information from that directly wow telephone numbers addresses um status of jobs status of quotes pipelines um all of these good things can be communicated with the just a simple voice note buer think about how quickly that how quick that will see how quick that was done and how much time that could save you okay so in this one here I have wanted to find the contact from my CRM this here is I want to create a contact in my CRM this is I want to reference my sales pipeline this is the second time as I mentioned that I'm recording this video cuz this bit didn't work and this has been the bit that I need to refine it keeps giving me the wrong data from a database and I'm not sure how to fix it at the minute so that's my task over Christmas but what this will do is it would pull up the information you know what I'm going to show you in a second and if you goes rug I've totally it in advance because it was annoyed the last time this function here is my my um my Gmail account this one here is my Google Calendar and this is to create an event and this one here is to check the next event now I um haven't created a test event here I can promise you that this works CU I used it this morning and all I would do is there put a little prompt tell me the next meeting with myself and jef Bezos and it will give me the details it will give me the Google meet link it's it's fantastic and that works well so let's go through so test the workflow just cuz I'm about to do that open up the telegram app again and I'm going to type a message this time so what I want to do is create a contact for Bill it's of Microsoft with email Bill to because I already created this one at M Bill we'll call him something else bill gley yeah of Microsoft with bill2 microsoft. com boom okay no I'd already created Bill GS the previous time so I had to figure that all out there but as you could see there um it's created bill gatley at Microsoft from bild2 microsoft.

com you saw a flick through the entire workflow it went all the way through here checked what I was asking it to do and then it came over here and created the contact class now what is going to happen then is the next thing I'm going to do I'm going to test it this time I'm just going to try going to test my workflow please give me the value of the Strategic growth program opportunity with GF from Amazon waiting for the trigger event still there perfect going through is checking the sees pipeline perfect there you go so that actually worked fine this time um what it was doing it was referencing other accounts and everything else and I sometimes it works sometimes it doesn't I will be refining that but that has given me the information from my a table database which is on my sales pipeline of all those opportunities that I am working for with um with potential opportunity with clients and if I ask again so what is the um status of this and send it across need to hit test workflow again it's going to go and check that one more time it's going to tell me it's uh an opportunity at proposal stage so I can then see how far along my workflow is with or my sales pipeline is with Jeff at Amazon now the benefit of all of this here is that I'm using a little chat memory so I can actually it will remember what I've said every single time and it remember like 50 messages before and it will use that information time and time again to answer the next question or the next question or the next question with the utilization of the same data that was done before brilliant right okay so next one I'm going to do is I'm going to um go over here and create a draft email based on all the information that's in my super Bas Vector store and that super BS Vector store currently only has the 20 emails that I had created last week that you would have received the PDF if you haven't go to move ups. com and you can download it again there but what I want to do is I want to create a breakup email with Jeff because he's not responding to my quote requests or whatever that would be please draft an email to Jeff at Amazon following the exact uh super base uh template that I have created for the breakup email on sales that was a bit wory that wasn't even good we but stage right there test the workflow again and we'll watch it going through so it's going through checking the transcribe going over here to check that checking the database down here thank goodness it did that and then what's going to happen here is it should have popped out that there is a message there and I we'll go back into Telegram and instead of sending it to Gmail it has drafted it in the telegram for me to review now if you have received that uh PDF last week you'll know that this is the breakup email that I did and it has published it but it's used the data from in here program strategic growth program follow up because that's the proposal that we have it's use Jeff's first name is personalized to him I've done nothing I've just talked to it it's used my breakup email these are my words really important this is the template that I used and it will sometimes use a variation of that if I ask it to do so so it will Vari it sometimes but this is me this is my words in AI in an automation I can follow up with those stages of the pipeline that I need to follow up on and I could even date this where I could say anybody who has not replied to my proposal at stage you know propos um in the last 14 days or over 14 days from sending it will draft the emails on that basis as well so it could draft two three or four as well and so there you go right and so what I'm going to do is please send going to hit the test workflow one more time and as we'll say it go all the way througho and hit the Gmail there done and we'll go back in here the email has been successfully drafted and if there's anything else you want me to do don't and I I can go into my drafts in my Gmail again I'm not going to show you them because I have not using the test account but I have a draft in here strategic growth program followup hi jef um I wouldn't be doing my job correctly perfect think about this think about the tools that you're using think about the the activities and actions that you and your t Team use time and time again and figure out well a workflow just create a workflow of well if this and that what happens when we do this because if you can do that and you can build out a workflow that looks like your method of doing things you can automate it cool right and the last thing that I'm going to do is I'm just going to test the workflow one more time I'm going to show you how to create an event um in this calendar so just going to do this please create an event on the 2nd of January 2025 at 300 p. m.

for myself and Jeff Bezos the title of that message or that event is growth plan it's going to go away through it's going through all the systems here one more time going to tell us the event titled growth plan has been successfully scheduled at 3 p. m. now I have set some rul um oh and it's probably just emailed him actually o that's that's emailed him automatically this is a um hopefully that's not Jeff's email that's not his um email address because I've just emailed Jeff amazon.