Why ChatGPT Is My New Favorite Team Member (Sorry, Airtable)

Colie: 00:00:26

Hello, hello, and welcome to another solo episode

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on Business First Creatives.

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I'm in a mood today, which

means I have Disney ears on.

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So today's episode came to me in a

moment of I need to bridge the gap,

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which is honestly what a, a lot of these

solo episodes have been doing recently.

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Next week, I am going to be on the podcast

with my real life bestie, Kate Hejde.

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She joined me in Episode 101,

and we talked all about what

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your website really needs.

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Well, in next week's episode, we are

gonna dive deep into AI tools, what

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she's using, what I'm using, and how

we have both been creating new AI

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tools for our clients and students.

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And I realized that I haven't

really talked a lot on this podcast

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about how I use AI in my daily,

weekly life in terms of business.

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So the first thing that I wanna

say is ChatGPT, is now the best

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$20 that I spend in my business.

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Yes, y'all.

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It has even surpassed Airtable.

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Did you think I would ever say that?

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I didn't.

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But, I have realized that in the last

couple months, and I mean, I guess I

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could even be bold enough to say in

all of: 2025

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has been a single day where I have not

created something or asked a question of

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chat GPT for business on any given day.

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I just don't think it's happened.

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Now before you roll your eyes at

the fact that I am just all in on

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ai, I can admit when I am wrong.

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And in comparison to many of my friends,

I was very late to the AI game, but

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now I just can't live without it.

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Okay, so I wanna kind of kick off

this conversation with why I am

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choosing to build my own tools instead

of using ones that already exist.

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So if your inbox is anything like mine,

you've probably received emails on a

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weekly basis, introducing a new AI feature

into the tools that you already use.

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This week alone, I've gotten an email

from Clickup, HoneyBook and Zoom.

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Now, Airtable has some AI features,

but I've never really used them,

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but I do know that they exist and

honestly, some of them are useful.

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In particular, a lot of them are

built around notetakers, which I

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find fascinating because, I mean, how

many notetakers do you need, guys?

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But I prefer building custom GPT

for my business because I want

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tools that match my brain and not

what someone else assumes I need.

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So in the case of the note

takers, yes, they're useful.

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Yes.

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They record your calls?

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Yes.

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They give you a summary.

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At the end of the day, they are not giving

me a summary of the things that I need,

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which brings me to introduce tool number

one, and this is my absolute favorite.

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I call it the strategy

call summary assistant.

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This is a custom GPT that I created

because the other note takers

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just weren't getting it done.

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I needed the information from the

call to be summarized in a very

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particular way, and so this allowed

me to kind of build the tool around

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the way that my brain thinks.

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Also the way that I conduct the calls.

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So it gives me a few things that

other note takers don't . It

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gives me a summary of the call.

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It also gives me action items

for both me and my client.

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But where it takes it one step

further is it will give me the

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first draft of my client's customer

journey for each of their offers.

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Because these strategy calls are

really a, tell me how you want your

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clients to come into your world.

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Okay.

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Tell me what happens next.

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Okay.

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Tell me what happens next.

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We are building their

customer journey on the call.

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We're making, um, changes

to what they currently do.

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I'm identifying assets that

need to be created, like it is

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a call that is full of actions.

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And so I wanted to make sure that it gave

me the information in a way that made it

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easy for me to move to the next step and

begin creating and implementing these

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workflows for their customer journeys.

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Now, the second thing that it gives

me, and I, maybe I'm the only person

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that does this, but y'all, I will

ideate an email on a call like no

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one's business, I mean a full email

from greeting all the way to closing.

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And so I wanted to teach my tool to

automatically look in the transcript for

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moments when I have ideated a complete

email and give me that first draft.

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Now, I can't get that

from other note takers.

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I mean, maybe I could ask it a

question and prompt it, but it

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wouldn't be something that it was

giving me as an output by default.

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That is why I love the strategy

call assistant that I have created.

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The other thing is that I am

starting to do my client strategy

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calls in Riverside, which is what

I use to record this podcast.

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Fathom won't join my Riverside calls.

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The HoneyBook assistant will only join

a Google meet or a Zoom call that was

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scheduled inside of HoneyBook, which I

do not do for most of my strategy calls.

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So while note taker tools exist,

they are not the best fit for me.

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Okay, let's move on to tool number

two, because this is the one, I

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mean, I'm not most excited about it,

but I am excited about it for you.

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So the next tool that I created is called

the systems professor, email assistant.

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I mean, doesn't that

have a nice ring to it?

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This helps you write emails

that actually sound like you.

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So let me give you a

little bit of background.

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I write client experience emails for

almost every single one of my done for

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you setups, but I am not a copywriter.

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I am not really great at pulling

someone's brand voice and making

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it sound exactly like them.

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I mean, I can get it done.

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I can get it done in a lazy way.

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I can go look at their website.

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I can make sure that the way that

I'm wording things sound more

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like them than they sound like me.

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But I don't really have the tools to

analyze things that they've previously

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written and like build a brand

voice, if you will, um, on the fly.

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I just can't do that.

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And so something that I started

doing in: 2025

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GPT for each one of my clients to

create and craft a brand voice.

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So that when I went to write the emails

for their client experience, it sounded

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more like them than me on the first draft.

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So that's where this started.

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So let's just talk about

emails for a minute.

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A lot of my students are struggling

to write something from a blank screen

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that sounds like them, and that's

where my email templates were helpful.

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But if, I'm gonna be honest

with you, I've always thought my

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email templates were very basic.

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Because I was giving you the structure

of what needed to be included and not

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really a framework for how to write

these emails with little bits of

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storytelling to make them sound like you.

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I mean, yes, I defaulted to emojis

and told you that you could put GIF in

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your emails and prompted you to tell

certain stories and certain emails.

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When it came to actually writing

the language, that's just not

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something that I could do.

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I don't think I would ever be qualified

to give you a Mad Libs email where

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you could basically just feed in some

of your own things and it would work

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for every single one of my students.

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But when I started building these custom

gpt for my clients, I started thinking to

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myself, okay, first of all, I feel like

I now have a framework where I can start

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talking more about emails than workflows.

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I talked about this a couple episodes ago.

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Then I was like, if I'm gonna be talking

more about emails, I would absolutely

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love to build a tool where my students

could do what I'm doing for my clients

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and get a better first draft of my

client experience templates, once that

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sound like you, but also include all

of the important information and smart

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fields for your CRM so that you can

put those emails inside of your CRM

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and start using 'em the very next day.

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And that is why I created the Systems

Professor email assistant , which

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now lives in my brand new email

mini course Email Like You Mean It?

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Yes.

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I created a whole course, y'all.

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And here's what that email assistant does.

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It helps you build an

email voice snapshot.

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Now I do wanna be very clear.

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I.

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I am not helping you create

an entire brand voice guide.

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I have a few examples and a few

suggestions inside of the show

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notes if that is what you want.

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If you are ready to create an entire

brand guide that you can feed into your

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AI tool of choice to help you write

better blog posts, email marketing.

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Emails, you know, craft

trainings, all of that.

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I will have that linked in the show

notes, but my AI tool is specifically

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helping you write an email voice snapshot.

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So just a tiny bit of what a full brand

guide would do in order to help you

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write emails for your client experience

that sound more like you on draft one.

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It also helps you write both

templates and one-off replies.

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So let's say that a client

writes you an email and you're

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not quite sure how to respond.

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You can take the email that you got

from them, feed it into the tool,

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tell them a little bit about how

you'd like to respond, and it is

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going to kick out a response for you

that, again, sounds more like you

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on draft one now for the most part.

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I am not expecting you guys to

take the output from this tool

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and immediately start using it.

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Although a few people who have

had early access to the tool,

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that's exactly what they did.

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I was like, okay, but did you not like

ask for some revisions and like that?

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And they're like, Nope.

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I love the email, just like it was.

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So while that's totally an option,

I do talk about in the course how to

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effectively prompt the tool to give

you a better second or third draft.

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Okay, so the other thing that it does is

it pulls from your blog posts, your prep

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guides, the past emails that you've sent

to clients so that the GPT is getting

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a crash course in how you talk, and it

drafts like you and not like a robot.

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So again, if you are interested in

checking out the assistant professor,

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email assistant, there is a link to

the wait list for the course or the

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active sales page inside the show notes.

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Now the third tool is one that

I've talked about before, but I've

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actually really beefed it up since

I've mentioned it previously, and

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that is my repurpose content tool.

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Now, it's one thing for you to buy a

repurpose content tool from someone and

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try to craft it as yourself, but for me, I

didn't like the outputs that I was getting

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from other people's repurposing tools.

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So I created one of my own and

taught it exactly what I, what I

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wanted it to do because for myself.

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My long form content is this podcast,

and so what I am most frequently doing is

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taking a transcript of a podcast episode,

whether that's a solo, whether it's a

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guest episode on my podcast, business

First Creatives, or it's an episode where

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I was the guest on someone else's podcast.

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I like to take that transcript.

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Feed it into my repurposing content

tool and have it give me additional

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content ideas based on that transcript.

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Now.

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I have it, do it in a

couple different ways.

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I wanna make sure that I'm hitting

all of the angles for what I could

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talk about from that episode.

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I like it to give me many topics.

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So like if it was a full 45 minute

podcast episode, is there anything

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that was really interesting in there

that would make a good 10 minute?

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Solo podcast episode.

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Um, hit.

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Guys, this is so meta, but this

episode is actually a repurposed

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content idea from the guest episode

where I talked about AI on This Can't

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be that hard with Annemie Tonken.

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If you did not listen to that episode,

it is linked in the show notes.

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But when I fed that transcript into my

repurposing content tool, it told me.

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That I hadn't talked enough on my

podcast about the AI tools that

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I was using and creating inside

my business, and so here we are.

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Now it gives me Pinterest pins.

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For each one of the episodes, I have

started asking it to give me short

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form video hooks, and then any of

the hooks that I find interesting.

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I have it.

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Write me an entire 60-second video

script so that I can record it and

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repurpose it as a Pinterest video pin or

a reel on Instagram or a YouTube short.

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And then finally I have it ideate

additional episodes that I could do on the

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podcast beyond solos, like maybe there's

a different angle that I need to cover

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and find a guest to interview about it.

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All right, so those are my three tools,

and I just wanna recap them first.

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It's my strategy call assistant, which

I literally could not live without.

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The second one is the brand new email

assistant, which is now recreated as

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the systems professor, email assistant

available inside of the email, like

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you mean it, mini email courts.

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And then finally my

repurposing content tool.

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Now these tools have allowed me

to stop spending a lot of time

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ideating and creating the content.

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Now, one thing that I thought

about mentioning inside

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of this episode was that.

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It may seem like I could actually

replace my team members with AI tools.

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I mean, do I really need a blog writer?

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If I can get my AI tools to write

me like a really good blog post?

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The truth is, um, I'm never

getting rid of Kara, so.

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It is beyond what the

tool can write for you.

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I mean, Kara is doing

the research on the SEO.

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She is checking my analytics.

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I mean, there are a lot of things that

a human still needs to do at this point

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in time, and so I do not plan to replace

the blog post that Kara writes with

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blog posts created from the AI tool.

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Um, Haylee Gaffin of Gaffin

Creative edits this podcast?

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Yes.

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In Descript there is an AI editor.

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I could give it a whirl.

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I personally don't like what it does.

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It cuts it too closely.

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It like cuts the last

little part off of a whi.

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I mean, there's just, there's

a lot that I don't like.

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And so yes, if I was in a pinch and

I was looking for tools that would do

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things, um, that my team is doing, that

might be one thing that I would consider.

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But again, Haylee is not going anywhere.

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And then there's Sarah,

my virtual assistant.

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Um, yes, I am ideating a lot of emails.

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I am having my tools, write the

captions for the pins and the YouTube

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descriptions, which is some of

the things that Sarah used to do.

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I still need somebody to schedule it.

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I still need somebody to put it

in YouTube, put it in Metricool

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take the email, put it in

Kit, um, tag it appropriately.

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I mean, these are all things

that I still need a human to do.

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So while I feel like ChatGPT is like my

new favorite team member, she will not be

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replacing my actual human team members.

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I just wanted to make sure

that I put that out there.

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Okay.

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So real quick, I wanna end with the

fact that I recently had a working

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weekend with a few of my photographer

educator friends in Palm Springs, and

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while none of us came with like a goal,

I ended up teaching many of them how

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to create custom gpt for themselves

or for their clients and students.

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I mean, that's not where

I thought I was going.

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And you know, don't worry.

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There are a lot of people out there

that are currently trying to teach

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you guys how to make AI tools.

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That's not where I'm going with this.

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I am simply telling you the tools

that I have created inside of my own

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business, that are helping me be more

efficient with the time that I have,

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so that if this concept helps you, you

can move forward in order to do that.

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So if you want to write better emails

and you want help and you're not ready

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to build your own custom GPT, uh, please

go to the show notes and check out Email

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Like You Mean It, which has my Systems

Professor Email Assistant inside of it.

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So I know that AI can feel overwhelming.

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I know that in the beginning, if you just.

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Ask it a prompt and it

gives you a response.

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You feel like you wasted your time,

but it doesn't have to be complicated

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and it can actually be a very powerful

team member for your business.

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Sometimes one really well-trained

tool is all it takes to get your

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best employee to show up to work.

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And if you don't currently have any team

members, I mean, I think about this in

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the same way that I think about your CRM.

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Your CRM costs you $40 a month and

it manages all your client projects.

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Chat GPT is $20 a month.

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And with these custom gpt, you can

finally put the stress of creating

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content in your rear view mirror.

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Alright, so don't forget if you are

interested in learning more about

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ai, please come back next week when

I am chatting with my real life

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bestie, Kate Hejde, about all of

the AI tools that we're building

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for clients and not just ourselves.

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Alright, that's it for this episode.

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See you next time.