# 4 AI Tools I'd Never Run My Business Without

Channel: Amy Porterfield | Online Marketing Coach
Video: https://www.youtube.com/watch?v=XSoT2MVUSfU
Duration: 23 min
Language: English
Words: 4552
Transcript page: https://viewrankai.com/tools/youtube-transcript/XSoT2MVUSfU

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[0:00] I am a sucker for a new tool. If it's going to save me time, productivity, sign me up. There's never been more to learn than there is right now because, as we all know, AI has things changing every few weeks. Adapting to new tools and paying attention to what's working right now. I think it's part of being an entrepreneur and staying up with AI as well. And my team has adapted to a lot of it. And I can't wait to share with you what's working for us. My guest today [music]

[0:26] is a dear friend of mine. One of her goes, "That one over there. She's big money and it was my guest today. Her name is Amy Porterfield. Amy Porterfield, the ever amazing [music] best-selling author of Two Weeks Notice, Miss Amy Porterville. Did you know that most people type about 40 words a minute, but talk at 150? So that email that you're typing right now, it's taking you about four times longer than it needs to. Or maybe that project plan that you're sending to your contractor or the recap you send after every team call. you can get that time back and it takes about 2 minutes to set

[1:02] up. So, it's all in one of the four tools that I'm handing you today. And for each one, I'll tell you what it is, how my team is using it, and the one job I'd give it in your business this week. If you haven't subscribed yet, hit subscribe on YouTube or follow on Apple Podcast or Spotify. That's how you can

[1:20] be sure to get new episodes every week. All right, let's get into it. I am a sucker for a new tool. If it's going to save me time, productivity, sign me up. And there's never been more to learn than there is right now because, as we all know, AI has things changing every few weeks. And my team has adapted to a lot of it. And I can't wait to share with you what's working for us. Now, of course, everybody, including me, talks about Aauna and Slack. And I live and

[1:47] die by both, and they are great tools. But for the four I'm walking you through today, they're newer and they're what I'm excited about the most right now. The first is Claude. And while it's been around for a while now, there are newer features that put it at the top of my list. There are four features that I want you to know about. The first is projects. Now, a project is a workspace that you load with your own material and every request that you make inside of it starts from that context. Right now, my team is building what we call our marketing brain, which I learned from my

[2:20] friend Callen Faulner. Now, in this marketing brain, it's one project holding our ideal customer guide, our brand voice guide, our messaging examples that are really working, our sales page copy that we're most proud of, our email templates, and of course, transcripts from all of our sales calls. We point that project to a lot of different jobs. So, it drafts sales pages. It reads back through our call transcripts and then tells us the words that our customers keep using on these calls, which used to eat half a day and now takes about a half an hour. Then we have projects built for one job and nothing else. So our editorial calendar,

[3:01] it gets planned in its own project laid out and ready to load into a sauna. Podcast topics and show notes live in another project. So those pull from a lot of the same marketing documents, but the work is specific enough that it gets its own project with instructions for that one task and examples of what good looks like. So when someone on my team, they sit down to plan out, let's say, next month's content, they aren't starting by explaining who we are, who we're talking to, and what we're what we've already covered. Instead, that part is already handled. Now, what comes back is close enough that the job

[3:44] becomes editing. And editing is a much smaller job than building it from nothing. Also, I want to say this real quick about projects. The reason why it's so important that we have these projects that multiple team members use is that when somebody sits down and if they have to feed it a bunch of information every time, I can guarantee you people on your team are not feeding it the same way. So, if we want everyone on the same page, why not create projects already preloaded for them saying, "This is exactly what we want you to pull from." And so, we have uh ideal customer avatar guides. And I have

[4:21] four because, as you know, I've talked about this many times before. Our avatar is Hank. I've got Hank 1, 2, 3, and four. Recently, I took every sales call transcript we've ever done and I used it to update Hank 2 because that's who we're talking to on these sales calls. And so now Hank 2 is totally new. All I need to do is re um reload it into the

[4:44] project or replace what's already there. Now everybody has it versus me saying, "Hey, did you get the new guide? Did you are you using the new guide in your project?" Now it's all in one place. That part is really important. So that's Claude projects. Now the second feature is Claude skills. And this is where you hand over how you do something. So write the process down one time, save it, and Claude runs it that way every time inside whichever project that you're working in. So my team has one has a skill for our weekly email numbers, raw campaign data goes in and back comes a report with the open and click rates

[5:23] calculated and the top performers all ranked and a read on kind of what's working with the newsletter. That used to mean going campaign by campaign to manually crunch the numbers, but now it takes just a few minutes. Another skill we have is working on our calls. So, you give it the transcript and the notes that you took while you were in it, and it turns those two things into one clean document with the takeaways and the action items pulled out. But here's what I want you to hear from me. They are pulled out and summarized in a way that we have decided on. So, my call

[5:59] summaries might look dramatically different than yours. And I am very type A. So, I like a specific font. I like a specific size. And my days at Tony Robbins, he was very type A with his documents as well. And he liked them formatted in a very specific way. Well, because I came from Tony Robbins and so did my CEO. We have this like ingrained in us. So, we like things to look a

[6:22] certain way, be formatted a certain way. We put that in the skill. And now when someone sends me a document, it's always looks the way I want it to look. And my control freak is really happy with that. So that's kind of how it works with this. Now those jobs that I just told you, those skills, neither of those is a really hard job, per se. So creating a summary of a call is not a hard job, but they're jobs somebody was doing by hand every single week. The third feature is scheduled tasks in Claude. And this is where it stops waiting on you, which is

[6:54] really cool. So, here's one that my team has set up. Once a month, before we sit down to plan any of the YouTube content, it goes and looks at what's landing right now in our corner of the internet. So, like which topics are resonating, which ones are people kind of done hearing about, where the internet is actually moving toward, and the data to back all of that up. Then it drops what it found into the sauna task where that planning happens along with a few angles

[7:21] worth considering. Nobody kicks it off. We set the schedule one time and Claude handles it from there. So by the time we open that task, we're not staring at a blank page wondering what's out there. We already know what's out there. What we decide to say about it and how it fits what we teach is still on us, which it should be. So I like it that way. The fourth feature is Claude in Chrome, and this one has blown my mind. Everything I've walked you through so far happens inside Claude. You open it up and you get what you need. This one works in the browser you already have open, signed

[7:58] into your own accounts. So, it goes into, let's say, your Google Docs and it finds the analytics dashboard, pulls the numbers, and writes up the summary. It'll sort through your drive and flag the duplicates and the old files for you to approve. And if you can ask which meetings you need to prep for and it reads your calendar against your email to tell you, you preapprove what it's allowed to do and it stops and asks before anything it can't undo. Also, here's another cool thing that I've done connecting it to Chrome. So, we do a bunch of sales calls now to make sure that people are a good fit for our

[8:36] coaching programs. And recently we decided to do a special event inviting everybody who got on the sales call to learn about my Millie Club and just was still on the fence. So they haven't made a decision. So I asked Claude to go into all of my sales calls, find the people who were on the fence, seem interested,

[8:57] but just didn't pull the trigger yet. and I had it come back to me and say who they were, what were some of the concerns they had, and then it helped me create a master class that spoke directly to them. It just happened like that. And so connecting it to Chrome, it's been a game changer for me. Out of everything I just walked you through, this is where I'd have you start. So go to Claude and build one project if you haven't already. Think of it as a the brain for your business. put in your ICA guide, your customer guide, your voice guide, and any material that you've made

[9:33] that you're proud of so that you're not reintroducing your whole business to Claude every time you sit down. And when you're ready for more or you get stuck, talk to Claude like you talk to a person. Ask it how to set up a project or ask it to walk you through building a skill or setting up a scheduled task.

[9:51] It'll take you through it step by step. One of my most favorite things is that I work with Michael Hyatt. He's my leadership coach. He is also prolific with AI and incredibly intelligent. And anytime I'm talking to Michael and I'll just like easily say, I'm not sure how to do that. He always just reminds me, ask Claude, like ask Claude how to do something inside Claude. And I know that

[10:13] sounds so easy, but sometimes I forget. Claude can tell me how to use it. So always just ask Claude. Okay. Now, the second tool I recommend is Whisper Flow. Uh, I have a love affair with Whisper Flow. Everything I just described about Claude starts with you putting words in, right? Whisper Flow is how those words get in there four times faster. Whisper Flow is a dictation tool and it types right where your cursor already is. So, your emails, a Slack message, a Google doc, the Claude chat box, an ASA task, even a text message on your phone. So, it could be on your phone and on your

[10:49] desktop. So, it's so valuable. So, all you do is you hit a shortcut on your keyboard, you talk, and the words appear right where you want them. So, this is the timesaver that I mentioned in the intro of this episode, and I use it for everything. Literally everything. Long Slack replies, briefs for contractors, feedback on a draft, Google searches, everything. So, I had no idea how much time I spent typing until I started using this tool. and my team is obsessed with it just as much as I am. Now, here's what I want to tell you. A few

[11:24] little things that I love about it. Number one is you could create a dictionary. So, I talk about the Millie Club all the time. Well, it was writing Millie as M I L L I E and I just wanted to scream every time I it did it cuz I'm not the best at proofreading. Uh if you ask my team, I've sent some wild text

[11:42] messages that made absolutely no sense. So I had to So every time I was talking about Millie Club, it looked like I didn't even know how to spell my own program. So you can go into a dictionary, give it all the names. I mean, it could never spell Hobie. Now it can. Those kind of things. The other thing I love is it has a feature that it will clean up what you're saying. So if I'm just kind of rambling on and I trip over a word or something like that, it actually cleans it up. So when it types it out for me, it sounds even better

[12:08] than what I just said. Like I cannot live without it. And again, you can put it on your desktop and put it on your phone. So, I use Whisper Flow so much and I'm guilty of Hobie saying, "Do you want to watch, you know, Ted Lasso?" And I'm like, "Sure." But then I kind of secretly grab my computer cuz I'm

[12:24] working on something I'm excited about. And so, you'll see me like I have to move this. You'll see me grab my computer and I don't know if you guys do this, but I'm like whispering into my computer talking u because I'm trying to be quiet. And then Hobie's like, "Who are you talking to?" I'm like, "My lover, Whisper Flow." So, uh, I'm constantly talking to it. Hobie thinks I'm talking to him, which then totally screws up the whole thing, but just know I use it all the time. Oh, I need to make this clear. I'm holding it up because I'm whispering because I'm supposed to be watching the TV and I

[12:53] don't want to be too [clears throat] loud for Hobie. So, I hold up my computer. Before the record, I was at a mastermind with a bunch of girls and I saw like five of them hold up their computer like that. Like this. Anyway, I'm talking to the team in this room right now because they're like, "What do

[13:06] you mean you hold up your computer?" When people are talking and you need to talk into your computer, you hold it up like this. Okay, let's move on. So, here's where I'd have you start because it pairs with the tool I just walked you through. So, essentially download Whisper Flow, start with your desktop and use it the next time that you're in Claude. So, when you go to type in that chat box, stop, hit the shortcut, you'll figure it out when you get Whisper Flow, and just talk it out. This is where it pays off most because the quality of what an AI tool gives you depends on how

[13:37] much you tell it. And talking gets you three paragraphs of context in the time it takes you to type three sentences. So you end up giving Claude even more value. You end up explaining the whole situation, the client, the constraint, the thing that already you've already tried all of it because saying it is so much faster. So, this one tool alone made a huge difference in what I get back from AI. Now, it might feel strange at first, but a few days in and you won't know how you ever lived without it. The third tool I recommend is Mac Whisper. So, Whisper Flow catches your

[14:14] words as you're actually saying them. Mac Whisper handles the recordings that you already have. So, Mac Whisper turns the audio and video files on your Mac into transcripts. So, you drag the file in and it does the work right there. I'm talking like 3 seconds and you have a transcript. So, it is so cool. And here's the thing I want you to know. Not only can you just drag in something and it transcribes it. It's kind of sometimes a down and dirty transcript, but for Claude, that's totally fine because I then take that and put it into Claude. But also, it now has a feature that you can press a button and record

[14:51] yourself and it just turns into a transcript as well if you need that. I don't know, Whisper Flow kind of does that as well. But it I feel like some of these really cool tools that have been popping up, some of them are kind of stealing from the others and they're like, "Well, if I could do this, I could do that." So, you'll see that a lot. But one thing also I want you to know is

[15:10] that Mac Whisper looks really janky. Like it looks like it's not really an app or a software. It just aesthetically is not pleasing, but it works really well. And Ken told me about it and now I use it all the time. So, a few ideas of how you could use it. You could take your master class and get the transcript right away. the coaching calls from last quarter, the live training you ran back in March that you haven't got transcribed yet, the voice memos you send yourself in the car, anything that's already recorded and sitting in a folder, just pull it in. Cuz I don't know about you, but I have always looked

[15:44] for a really good tool to quickly transcribe something. This is totally free and it's fantastic. Actually, I just said it's totally free. I don't 100% remember, but you could look it up. Now, here are three things that Mac Whisper does that make it worth the download. The first is that it can transcribe whatever is playing on your computer. So, if you've got a YouTube video, a webinar you're sitting on, or a training you bought like two years ago, all of it becomes text without you needing to file it. This is how I use it. If I like somebody's real and I want to show it to my social media manager

[16:20] and say like, "Let's do something similar but in our own way," I can just give her a quick transcribe or transcript of it and then send it over. Okay. So, the second is that it labels who's speaking. So, a coaching call comes back with your words and your client's words separated out, which turns it into more like customer research that you can use. And the third is that it runs locally. So, your client calls stay on your own machine. That matters for conversations that you don't want to upload anywhere else. So, here's where I'd have you start. And this one

[16:56] gives you your next month of content. So, this is what you do. You take, let's say, the last training that you did live or a client call that you recorded, get it transcribed, and you could read through it and look for like the best questions people asked you, but better yet, throw that baby into Claude and ask Claude to find all the questions people asked and in their own words so that you can really make sure that you're speaking to your audience in the words that they're using. So those questions are your next five pieces of content

[17:26] again in your customer's own language. The fourth and final tool I recommend is Granola. So this is the one that I promised you for your meetings. Mac Whisper takes care of the audio you've already got. Granola takes care of the calls still sitting on your calendar. So Granola is an AI notepad. And here's how it goes. You turn it on right before the call starts and then you're done thinking about it for the rest of the time. You could focus on your call. It's listening. It's building out the transcript and organizing as the conversation goes. All in one background while you talk and nothing joins your

[18:10] meeting, which is kind of cool. So there's no bot in the participation list, like nothing announcing itself because Granola is pulling the audio off your own computer. So a client call still looks and feels like two people talking. Then you hang up and the summary is already waiting. The decisions that you made, what happens next, and who owns each piece is already getting summarized. Now, I want to be clear, it is not giving you an audio recording. It's transcribing and summarizing in the moment. And I've tried a lot of notetakers over the years, and none of them come back with anything close to this. So, here's one

[18:51] feature of Granola that I don't want you to skip over. There's a notepad, and you'll see it when you're recording a meeting, and you can have it open, and let's say someone says something that you're like, "Oh, that's really important." You could put it in the notepad, and then that will inform the summary to know this is important. and it will weave itself into the summary

[19:10] and kind of direct it where it's going. So, if you want to record notes live, it's going to help make the summary that comes out of Granola even better and more personalized. So, here is the best feature about Granola. If you use it consistently for all of your meetings, here's a few things you can do. You can go back to a summary and say, "Hey, give me all the action items that came out of this." Then you can move those action items over to a sauna. or you can ask for a specific kind of summary that will really help you move to the next level of that project you're working on. But

[19:43] the part I like the most is 3 weeks later, you can go back to Cranola and say, "What did we decide on XYZ in that meeting? I I can't remember." And it can go through all the meetings, find the one that you're looking for, and give you the information back. Now, why this is so important, let me back up. One thing we started doing in my business years ago was if we're in meetings, we document decisions. So, this is so good for anyone to do, and you could ask Granola to do this for you. But when we're in a meeting and we decide, okay, we are going to do that boot camp on

[20:18] October 21st instead of the 20th. Okay, great. We will document, we will type out decision made, moving the boot camp by one day or we decided we're going to put that on hold for 3 weeks, but we're going to do this instead. document it because we forget did what decisions did we make. So now with granola you can say what decisions were made in this meeting pull all of them out and then if you need to go back and check any of them they've already pulled out those decisions. So this is a way to keep everybody accountable and on the same page and here's where I'd have you

[20:48] start. Turn it on for your next team meeting and send the summary around to your team before you move on to the next thing. That one habit clears up most of the follow-up confusion in a small team. And pull out those decisions cuz it makes a difference. So, those are the four tech tools my team and I cannot live without right now. Claude, Whisper Flow, Mac Whisper, and Granola. So, go download them and work through them one at a time and see how much time you can get back in your business. And remember, some of them overlap. So recently it looked like Whisper Flow was going to

[21:26] come out with a feature to record the meetings like Granola. So you might want to look at both and see which one works best for you because if you've got two tools and they're doing almost the same thing, always get rid of one. It's just the less tools the better. But there's so many good tools out there. It's like good shoes. You just you got to get all of them while they're coming out. So just be careful that you don't do tool

[21:48] overload, but get what you need. Okay. Now, I do want to call out that several of these have a paid plan or paid features. So, I know that some can be an investment and I think it's 100% worth it for the time and energy you put you that you get back and what it does for how efficiently your business runs. So, I think they're all worth paying for and adapting to new tools and paying attention to what's working right now. I think it's part of being an entrepreneur and staying up with AI as well. So, I like to get into these tools and say, "Okay, what is it doing?" And maybe I

[22:25] stick with the tool or not, but I like to be aware of them as I'm leading my team. So, again, some are paid or some have paid features. I think it's worth paying for these tools. And I think it's worth you staying on top of the tools to decide, is this for me or not versus just not even getting into it to figure

[22:43] out for yourself. So, there you have it. So, you'll find the links for every tool I just mentioned in the show notes. Thank you so much for joining me today. I'd love to know which of these four that you're already using or that you'll try first. And if you're using something I didn't mention, tell me because as I said, I'm kind of a sucker for tools. If you haven't already, subscribe on YouTube or follow on Apple Podcast or

[23:09] Spotify so you do not miss a week. Thanks for joining in and I'll talk to you soon.

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