You NEED To Download Grok Bot or Muse.. 6 Tactical Ways I’m Using It To Save 20+ Hours a Week

0:00What's going on everybody? Welcome back to another multifamily minutes episode here on the multifamily hour podcast. Got an interesting one for you this week. We are stepping away from the tactical real estate related conversation. Although I do think we'll touch on that at the end. And we're going to be talking about how to buy some of your time back or earn some of your time back through using different AI agents, different AI tools. And the reason that I wanted to record this episode is because I think that often times, especially for the investors who are looking to scale, and really this is geared towards those folks,

0:35is they're trying to figure out how to grow their real estate business, but they don't actually have the time in their daily schedule, like that allows them to spend more time learning a market, underwriting deals, networking, selling, and doing the tactical stuff. And often times, if we just pick up productivity gains at call it the personal level or the business ownership level, that trickles down into business growth. And that means spending time on things that aren't technically real estate related as it relates to

1:05like the nuts and bolts of real estate. This episode is brought to you by our investment firm, Aligned Real Estate Partners. You can invest in real estate without all the headaches and stress of finding deals, arranging financing, managing tenants and construction, and all of the other work that comes with active real estate ownership. At Aligned, we provide investors the opportunity to co-invest alongside us in our diligently vetted and professionally

1:30operated multifamily deals. We help investors directly invest into real estate without needing to do all of the work that I just mentioned and then I talk about on this podcast every week. Join the 100-plus investors who have already invested in our offerings and get on our investor list today if you'd like to see our upcoming opportunities. Link is down in the show notes. Now,

1:52back to the podcast. So, what I'm going to talk about this week is how you can earn some of your time back with a couple of different AI tools. And this is topical because over the last 2 to 3 weeks, really 4 weeks, but like really the last couple of weeks, these two tools are becoming extremely popular, well-discussed, well-utilized, etc. And that's Grok Bot and Muse. Muse is Meta's off-the-shelf, out-of-the-box AI agent tool that is designed for personal productivity. So, connects to your email, connects to your tools, you know, you ask it to to do search on all your favorite restaurants and make a reservation for you and it will go do

2:30that search in your OpenTable account and on those websites, and it'll actually jump in and make a reservation for you, look, you know, link up your your airline accounts, and it'll go in there and search for flights and book them for you. Basically, it's doing all of the things from a research standpoint, but then also taking action with your, you know, permission to actually execute tasks on

2:52your behalf. Great tool, and you can use it for some business use cases, as well. But really, it's designed to be a personal assistant. Grok Bot, on the other hand, can do a lot of those things, but it's also designed to really become a operational asset within your business from a delegation and ownership standpoint over different functions within your

3:15business. And I I recently started using it because my one of my business partners started using it, was like, "Hey, man, you got to try this out." And, you know, for the other comp here, just because we've talked about it on the podcast, although not recently, is Open Claw. When that released earlier in '26, was really like the first AI agent type of tool that connect that was actually taking action on its users' behalf, and actually starting to own different tasks, processes, and items within the business. Hermes is one that does that now, but these are more open source, a little bit more difficult to use if

3:48you're not tech-savvy. Whereas, Grok Bot is like, you download it on your computer and on your phone, you start to set up different bots and assign them different jobs. I have a chief of staff, I have a personal assistant that manages my personal email inbox, I have a business assistant that manages my business email inbox. I have a closing coordinator. I have an underwriter. I have a content creator from an idea standpoint and then content creator from a drafting standpoint. I basically just talk to it like you download you start talking to it. Tell it everything that you need that you're doing in your business. Give it access

4:21to your different tools such as your email, your calendar, your Google Drive, you know, your notion page or your or you know, whatever software you might use to to house a lot of your business documents, processes, etc. Start asking it how it can help you and take things off of your plate. And it's going to start doing a lot of

4:37these things. So, the point of this episode is to like get you one to start using these tools because they are an incredible way to start saving real time within your business. And two, to share some tactical ways that you can start using which is what I want to do here. And I'm going to share six of them in this episode to to not bog us down too much with all of these specifics cuz the best thing you can do is one, do the six that I mentioned and then start realizing what's capable as

5:04you start using these tools. First thing I want to mention before I get into this and I said this to a lot of folks who are trying to use AI more prevalently in their business. Three things really unlock your use of AI above and beyond, "Hey, analyze this lease." or "Hey, do a rent comp search for this." or whatever, right? Using it as a search engine, a glorified search

5:23engine. That is access. You have to give it access to the tools you use in your business or you're leaving so much of the productivity gain on the table. Don't let it, you know, don't give it access to your email and give it the permission to just email whoever. Like, you can set rules, you can set the permissions, you can you can toggle everything from a permission standpoint in a lot of these tools to give it the access to your tools, but they're not actually start taking action on your

5:48behalf. But, access is what allows it to do a lot of the things that we're going to talk about here and to really allow it to brainstorm how it can help you. And it leads into point two, which is it gives it context. And context is the second most important thing that you can start

6:02providing here. Context is everything that you're doing in your business, all the information about you, how you work, how you communicate, everything about your real estate business, your entity, your acquisition criteria, you know, some of the EIN information, the bank that you, you know, use for for whatever your banking, like all of the

6:23different stuff in your business. And again, best thing to do is ask Grok or or you know, Grokbot, Muse, Claude if you're just really getting started here to like just tell you, connect it to the tools and then say, "What is be extremely exhaustive and list all of the different things, pieces of information, processes, tactics, how I make decisions, etc. that would provide you with the sufficient context required for you to provide me better work product." And then just

6:50start delivering on it, right? We had a head start on a lot of this because we have a lot of our business, you know, processed and systematized cuz we work with a lot of virtual assistants, you know, with staff within the US, etc. But that's going to be step two. And then step three is you have to start thinking about these tools as an

7:07employee, not as like a tech product. Like I think of the Grokbot tool as like my chief of staff. And anytime I need to do literally anything, I just ask it if it can do it. Sometimes it can, sometimes it can't, sometimes it says I can, but you need to help with this, sometimes it says, "Hey, maybe you shouldn't even do that, maybe you should do this." And you just have to practice the use of of of or, you know, practice delegating to

7:30these tools as you would somebody. Start high level, just, you know, "Hey, I want to launch a I want to start syndicating deals cuz I buy everything myself. Like what do I got to do? Like tell tell me what I got to do." Okay, let's start working from there. And then it's like, "You well, you need to start a website. You should probably incorporate this. You should probably create a brand. You should probably start building your investor list. You should probably use a CRM." All this stuff. It's like, "Okay, do all that for me, right?" And then it's going to start doing all of this stuff. And you'll

7:53start to see how it can actually help you when you start working top down. All right, now let's get to the tactics because that's probably why people are here. Number one, every morning I have the personal assistant bot or I should say my business assistant bot within my GrokBot, send me a morning brief at 6:45

8:09in the morning. Now, that doesn't sound sound that helpful, but what it does is it sends me the weather for the day in terms of where I'm living, the weather in the destination of where I'm going that day if I have any drives on the calendar. It's going to tell me the drive time between, you know, my home address and where I'm going. It's going to share if

8:27there's any typically any traffic there. It's going to share if there's any road construction, so I can like plan my day. It's going to send me a list of everything that's on my calendar with deep context on that. If I'm if I'm networking with someone I got a call with them, it's going to go,

8:39"Here's the last email exchange you had. Here's a little bit more about them, etc., etc." It's going to do a transaction coordination check. And it's going to say, "These are all the deals that you have under contract to acquire, that you're working through a refinance on, and that you're working through a sale on, and here's all the outstanding deliverables that you got to get to these different

8:56people." It's going to have a section that says, "One thing that I can move forward today on your behalf." I have GrokBot linked up to what I call my to-do list, which is like my little to-do app that I use on my phone. Every time I got to do anything, whether it's like book a hotel for a trip or um you know, remind somebody about something like, "Hey, remind our leasing agents or to lower this rent." Or you know, "Hey, sketch out how you can start the project of building like a new

9:22lead magnet or something like that." It's going to go to my to-do list. It's going to suggest how it can help me with that, and then it's going to execute some work on its own. It's going to look at all the emails that I've sent over the last 7 days and say, "Hey, you didn't get a reply on this. Maybe you should

9:38follow up." It's going to tell me everything it did overnight and the day before so that I can, you know, keep a log of everything that it's doing. And the best thing is I set all of this up, and then I just said, "Okay, so the So, all of the emails I got overnight, all of the things that you you can help me move forward, all of the things that you did last night or maybe you can continue making progress on, do all of the things you think that I would suggest for you to do or ask you to do to keep moving that forward." So, that's drafting a response

10:07to all the emails I got. That's I think I can help you move these different things forward on your to-do list and then I already actually took action on what I assume would be your request for me to continue taking action. So every morning I start with complete thorough context of my day and also a head start. And as you start to ask it to build something like this, you know, the best thing you can do with any AI tool is okay, what else can you do for me on

10:33that on that front? Like, okay, great. Morning brief is outlined. What how can we improve the morning brief to get so that I get even more value out of it? Okay, and then ask it again once it sends that. Okay, that's great. Take it a step further. And just keep pushing it to to actually add value.

10:47So that's been huge for me. Number two is my inbox triage. I have my my business assistant bot that manages my inbox running every hour between 9:00 to 5:00 and looking at any emails I received over the last 60 minutes. Reading the email, analyzing what's being asked of me, looking at a historical emails that are on similar topics to learn how I typically respond to those emails and also looking at all of the other resources that I've given it access to like our Google Drive, our Notion page, you know, my calendar, like all of that

11:19stuff. And with all of that context, draft a reply that you think I would send to that individual. However, do not send it and just leave it in my drafts and email and mark the conversation as unread. So within the first 5 minutes of every hour, I can go and look at all the emails I got, you know, and it could be any number of different topics. It could be hey man, let's get coffee next week like I'm free these days, what's your schedule look like? Or it could be something that's intensive. Somebody's sending me an email from an asset management standpoint and they're like uh you know, our our PM for example, uh

11:51we're trying to determine whether or not we renovate this unit to this level and price it here or do that. Or hey, we had a furnace go and we could repair it, we could replace it. What do you think we should do? And it's like, okay, let's go look at how long ago you bought the property. Is this a property that you intend to hold long-term? If it is, maybe we invest in a replacement versus a repair and it drafts that email using logic that I would use. And basically, it's acting as a personal assistant who has deep

12:18intricate knowledge of my business. And this inbox triage does some other stuff as well. Every hour, like it's going to take a look at all the cold emails I get, whether it's like email marketing or like just pitches, cuz I get so many pitch emails. Hey, use our investor software. Like, do you have 10 minutes for a call so I can tell you more about it? Automatically categorizes

12:36all of those under spam. Then I get an email at the end of the week saying, "Hey, go back and look at your spam folder. Tell me if I miscategorized any and I'll change my categorization of those." The whole thing here is the the biggest thing in in from a conceptual standpoint is that what this does is it allows me to not be in a position where I'm managing my inbox all the time and it at least gives me a head start. And it's not sending emails on my behalf. It's just drafting what I think my response is going to be and then I'm just going

13:02in there, maybe tweaking it and getting it out. And it's cutting my management of my inbox down significantly, which is where I spend so much of my time. Number three is deal screening on autopilot. This is a great thing to do if you're like still trying to learn you know, learn how to underwrite or if you get a ton of deals sent to you and like you

13:19don't have time to underwrite them all. I have a multi-family acquisitions bot that's up and running. And again, it runs This one runs three times a day so I minimize my token usage. It pulls any deals that I'm sent by brokers or by, you know, other investors or whoever. And also sends me emails or also takes any emails from like the just the listing sites like Crexi and LoopNet

13:41and all that. It has my whole underwriting criteria. Has access to my underwriting sheet. Has access to how I think about deals like in terms of stuff I like. I like deals that are within 5 minutes to, you know, public transit or major highways. I like deals that have parking. I like deals that have large bedroom counts in each of the units. I like deals where most of the CapEx is being spent in the units versus on the exterior. And it has all this stuff that I also like to think about when I screen deals at a high

14:08level. And then it just quickly underwrites, sends me an email, "Hey, underwrite this deal. You can pop in here. You can start to edit the assumptions, etc." Part of this is it creates a Google Drive folder in my Google Drive that has Google Doc with its commentary, Google Sheets that where it's edited my underwriting sheet, and then any comps that it pulls if I'm asked to pull rent comps, which there's some towns where it's like, "Hey, if it's in these towns, pull some rent comps cuz we don't manage a lot and have internal, you know, internal data there." And it's like, "Okay, I've already got at least the heavy grunt

14:38work of like getting the stuff into an Excel sheet and extrapolating the information from a listing." Or if it's just a broker going like, "Hey, man, um working with a seller around like 4 5 6 Main Street, 10 units, all two beds, like send me more info." Well, what this will do is it'll at least get it in there. It's going to analyze all of our other

14:56buildings, the rents that we get there. It's going to do, you know, some rent comp analysis. It's going to say, "Hey, based on Google Street View, it looks like you got some parking. Looks like the siding's a little rough, but you know, rough, but the Google Street View is from 2023, and maybe it's been

15:07updated, so you should ask about that. You know, based on information I can find through public record, it looks like it's this square footage. It looks like, you know, that means the average, you know, per unit square footage is this." And I already feel like I've got a head start from a from a deal underwriting standpoint. Number four, closing management. I kind of manage this at the top from a transaction coordination standpoint, but

15:28I have a transaction coordinator bot. Every time I put a deal under contract, you know, I build a Google Drive folder for that deal, and I put in the PSA, which obviously has all the key dates. I start putting together all the other key resources. That said, a lot of that communication for a particular deal lives in my email, where I'm emailing with the lender, I'm emailing with the title company, I'm emailing with the seller or the broker

15:48to get information. And my closing coordinator checks every single day, every morning, you know, at 5:00 a.m. so that I can feed my morning brief. And it says, "Okay, you know, so-and-so's waiting on this, you know, your lender's waiting on an updated PFS to keep moving that forward. I've dropped an email for you to share it with them. You just have to attach your PFS and get it over. You know, you still haven't created an LLC for this based on, you know, the fact that I haven't seen a confirmation email. Closing's in a few weeks. New Hampshire typically takes 3 weeks to get

16:16LLCs approved. You know, you should start doing that now so that you don't fall back in time. Does this with buys, does this with refis, does this with sales. And this has been huge for me as well. Number five, I have a market intel and lender watch. And this is like a just a simple information, stay up to date on the market type of thing. That runs every day and sends to me, you know, at the same time that I get my morning

16:39digest. All key pieces of real estate related news in New Hampshire, all key pieces of business news in New Hampshire, business and economic news, like companies moving in, companies moving out, stuff like that. Key articles at the national real estate level. And then key articles as it relates to lenders. And I have that running both locally and nationally as well to, you know, hey, 10-year move to this. Uh this bank just uh you know, announced that they're trying to lend more in multifamily in New Hampshire. And it just keeps me up to date with what's going on. Oh, the other thing that I have it doing as well

17:11is is tracking public record for big trades. So, someone, you know, this property sold uh in New Hampshire for X dollar amounts. And it's keeping me in the loop on what's going on in the markets that I buy in. Number six. This isn't tactical, but I think it's Well, it is tactical, but I think it's more conceptual. The most You're going to get a ton of use out of Grokbot specifically, which is what I use, if you create a whole bunch of specialist bots with extremely clear lanes and

17:38instructions. And here is just some other examples that I have that you could probably use. I have a finance bot that has view only access to our entity bank accounts and our corporate bank accounts. This is securely provided through an integration with I think it's called Plaid, which is like what the vast majority of institutions use to securely share view only access to bank accounts. So, like no, Grokbot can't go and start sending money anywhere. It doesn't have the ability to do that. It

18:05can just look at transactions. So, this has been insanely helpful for our business, like insanely helpful. Where we have tons of operating accounts for all of these different properties. And then my corporate operating accounts at the Andrulis Partners level. And it's basically a CFO. It's going to look at them every day. It's going to say, "Hey, look, you know, cash watch on X entity or whatever. Like you've got an upcoming loan payment. Your owner distribution hasn't cleared from your

18:28PM. Like there may be an issue there. Look into that." It's tracking subscriptions and weird invoices and weird transactions at the corporate level. It's going to do historical analysis of our P&Ls to actually understand if we're overspending in certain areas at the business level relative to maybe value we're getting out of that spend. It does a whole bunch of stuff here. And this is where I spend a ton of time. I just keep asking it questions. What else can you do? What else can you do? How else can you help? How else can you help? What are the context going to give

18:55you to make it so you can help me more? And that's been huge. I have a bot that's helping with email marketing, content, etc. That's just like one of the things that for example I run to help me create content is "What happened this week in the business? Like how can I turn any of those to like quick wins that I can share on social media or LinkedIn or on an email marketing newsletter? What lessons do you think I learned over the last week? You know, pair what's happening in or compare what's happening in our business against what's happening

19:18nationally and create a talking point." And that's been helpful for me from a marketing standpoint. I got a points and travel bot that's linked up to my Delta SkyMiles, my you know, my Amex, all you know, all of my other frequent flyer like logins like United, American Airlines, like all these other airlines. That's just tracking like, "Hey, Amex just started doing a bonus points transfer with Marriott. You know, here's your travel goals for next year. If you go on these dates, you might be able to do it." And I again I give it a lot of

19:46context. Like I have a personal assistant HQ page on my Notion that's like all of my preferences travel-wise, like plans for 2027, like where we want to go on trips, like all of this stuff. You know, I I book flights through Delta. I prefer aisle seats. Like all of this stuff. And it's constantly using that as context to when it's suggesting, you know, things that it can help me with. I got the personal assistant managing my own personal like Gmail

20:11inbox. And that's just just done a whole bunch of stuff. Like as you start doing this you're like, "Holy there's so much I can do here." I'm probably saving like 15 hours a week right now using Rockbot. And I'm also getting net new work done that I was not doing before because it would either require me to do it or somebody like as a hire to do it or somebody on

20:28our team. And that's been massively helpful as well. I spend 30 bucks a month on this. Like I have like the like the tier one usage and I'm still getting a ton of value. It's likely that I'll end up having to jump to a 100 bucks a month subscription cuz I'm going to be maxing out my usage

20:45on a more recurring basis. But what I really urge you guys to do is figure out how you can start adopting this and just start using it. Like even if you're the solo investor who's got 10 units and you're looking for that next couple of deals in 2027, like you've got your little email inbox. Let's say you're personally like if you're personally managing two from a property management standpoint, like the

21:05unlocks are obscene here. Obscene. Like we have our in-house management company that manages like I don't spend much time on anything other than asset management related work. But if I get if I had to lease apartments, answer tenant requests, process rental applications, handle in-inbound maintenance requests, like like this would be the time savings here would be like out of control. So,

21:30if that's you, you got to be doing this. The world is moving extremely quickly. When we think about early 2026, like we were still most people in this business were using Claude as a search engine or chat GPT. And then we slowly started to connect our email to it and we're like, "Holy crap, like it can search my emails for context on these questions that I ask

21:47it. Like that's crazy." And then it slowly morphed to like open Claude, which is like, "Oh, you give it access to stuff, it can then actually like read stuff and do stuff on your behalf. You give it an email address and like you can email stuff to it and it'll like handle that work for you. That's really cool." And now it's like we have off-the-shelf, out-of-the-box AI agents that are aggressively releasing new features, becoming smarter and smarter as the models get better that they operate off of from an underlying standpoint. And the end like it's crazy. I was just thinking about this today. Like October of '26 compared to January of '26, the

22:23market has changed completely. And this time next year, it's going to change again. And what everybody needs to do is understand that you have to flex the muscle in this adoption. So, you have to do all of this stuff. Like you have to try to use this stuff because other people are and if you're not, well, then

22:38you're just going to get left behind. You're going to be leaving massive productivity gains on the table and you're going to get crushed by the people who are expanding their capacity from a workload standpoint by 5 to 10x. They're just you're not going to be able to compete with those people. So, you have to do this. I'm not the most tech-savvy person despite the fact that maybe some of you are listening to me talk about this stuff and you're like, "Wow, he's clearly ahead of the curve." I'm well

23:00behind the curve. Like I just downloaded this stuff. Like I have a lot of friends who have been using the open claw and the Hermes and all that stuff like the more open source type of AI agents where you need some level of coding experience for like 6 7 8 months who were doing what I'm talking about 6 7 8 months ago. But now it's just an off-the-shelf way to do it with an off-the-shelf product. And I think that's what's going to make this

23:22extremely accessible for everybody. Hopefully, you found this episode highly tactical and valuable and I'm I'm sure a good chunk of you did. And if you didn't, well, like you're not thinking about the business the right way or you're already way ahead of me and in which case you probably haven't listened to this point. So, if you have listened to this point, I'm sure you've got some

23:40value out of this. Send this to your business partner. Send this to somebody you know. Add some value to somebody's life if you think this would add value to their life. Do me a favor and leave the podcast a rating and review as well. Helps the show get noticed by more folks and helps the show grow, which is

23:54obviously my goal. But again, I appreciate all of you listening and I'll catch you guys on the next episode.