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Let AI Take the Wheel: Systems That Work with Jasmine Bayani

• Megan Shallow • Season 3 • Episode 7

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Are your manual processes draining your creative energy and keeping you stuck in the weeds of your business? This enlightening conversation with systems engineer Jasmine Bayani reveals how entrepreneurs can reclaim their time and mental bandwidth through strategic automation and AI implementation.

Jasmine, founder of Bad Systems and co-founder of Grow Wild Agency, brings her cognitive systems background to demystify how business owners can move from operator to true CEO. Rather than viewing AI as a replacement for human connection, she reframes it as a powerful tool that "creates space for us to be more human" by handling analytical tasks that consume our limited mental resources.

The discussion explores practical applications that go beyond surface-level AI use, revealing how custom GPTs can maintain your brand voice while automating routine communications, and how connecting OpenAI to your workflow can transform meeting recordings directly into action items without manual intervention. You'll discover why many entrepreneurs resist these changes (hint: it's psychological, not technical) and how to overcome the "illusion of control" that keeps us tethered to inefficient manual processes.

For small business owners, this episode offers particular value by showcasing how AI is democratizing capabilities once reserved for large companies with substantial resources. Learn about affordable CRM solutions like Brevo (with a free starter plan) and Copper CRM that can help organize client data and reactivate past leads without complex implementation.

Ready to stop being the machine in your business? This conversation provides the roadmap to create systems that operate without constant supervision, allowing you to focus on strategic growth and the human connections that truly matter. Connect with Jasmine on Instagram or visit https://www.badsystems.co/ to learn how to transform your bad systems into automated excellence.

For more social media and business conversations from yours truly (Megan Shallow) you can find me over on Instagram, TikTok, YouTube, and LinkedIn. 🦩

And of course if you ever need support with your social media presence you can find all the things at BNL Media Consulting. 🦄

Speaker 1:

Do you have this strong, intuitive feeling that you are just destined to build a business and a life that stands out amongst the rest, but you just don't know how to get there? I feel you. I've been there and I can see that you are another fellow flamingo just waiting to take flight. My name is Megan Shallow, social media guru and founder of B&L Media Consulting, and this is exactly what I have done, through building my own beautiful empire that has become a unicorn in the social media management world, as well as a safe space for entrepreneurs to feel empowered with their digital marketing. All of this was founded on the basis of three magical words breathe, nourish and love. Are you ready to learn how to be that entrepreneur who shows up online and offline with confidence, has a business that makes an impact in this world and lives a life full of connection, love, prosperity and joy? If the answer is yes, then let's go. Okay, welcome back to Fly Flamingo, fly everyone.

Speaker 1:

And today we are talking about AI, of course, because it's AI month here at BNL and systems, because that's actually the most important part and, I feel, where most people need to use AI, like ASAP With BNL right now. We've been using like AI to practice creative content and stuff like that. It goes against a lot of what I love if it's like trying to fake a person, but if I get to animate myself and create animation versions of BNL, I'm like super stoked on AI. Super stoked on AI, but for me being not a systems queen like you, jasmine, I'm going to hand it over to you to introduce you and how bad systems came to be and how you fixed everyone's bad systems with AI. So on the floor and then we're just going to ask a bunch of questions. So welcome, jasmine. Thank you so much for coming and tell us a little bit about your love for what you do.

Speaker 2:

I'll go from there, thank you, thank you, thanks, megan. Thanks for having me here. Yeah, so my name is Jasmine Bayani you can call me Jazz, so I like to call myself a systems engineer. I'm also an entrepreneur. I own two businesses. One is Bad Systems. It is a systems automation and AI agency. And then I also co-founded a marketing agency that's AI empowered, called Grow Wild Agency. And, yeah, so I like my love for technology really started very early on. One of my uncles he's so funny but he's also so bright he does coding and I was just so fascinated about computers. And then, yeah, fast forward with school. I actually took up cognitive systems, so even the term like systems was already in, like my degree. So it was very interesting to like land like onto a business that says bad systems.

Speaker 2:

I love it yeah, yeah, life has just a funny way of leading us to where we're supposed to be right. Yeah, yeah, so, with cognitive systems. It talks about like the psychology, computer science, basically the human brain and also the artificial brain, and I've always been fascinated about like people's psychology and like why we decide on things, why, like, we move the way we move, and all that, and so, adding like technology into the mix, it's oh, it's magic and yeah, so, like I often refer to myself as a systems engineer, so basically I'm someone who designs, builds and manages very complex systems in the business. So it ensures that, like, everyone works in sync and efficiently and effectively, because in a business, obviously when you're building a team, you're there's going to be different brains in the company and even though we can communicate in like language, sometimes there's a lot of things that are lost in translation we have different ways of communicating, and all that and systems really smoothens the process so that everyone is on the same page, there's no repetition, no conversation and, yeah, like making sure that, even if someone takes a day off or the business doesn't fall apart, especially as a business owner, right, you want to be able to, like we were, we got it into the business not to work 24 7, even though, even though sometimes, especially at the beginning, we tend to overwork ourselves.

Speaker 2:

But to me, my belief is, just working longer hours than usual is just a phase and we shouldn't be stuck in that phase.

Speaker 2:

And the way for us to get out of that phase as business owners is to set up systems for the business so that it operates without us or with minimal supervision, and so that we also trust our team to operate alongside, like, the company standards. So, yeah, I'm very passionate about that and yeah, with saving time as well, there's a lot of tools now in AI to save time and all that. But I think we should still be very much aware of, like, why do we need to save time in certain things? Like, especially with a marketing agency, like designs right, there's so many designs that are popping up, but, like, at some point there's going to be like so many repetitions of the same, like similar designs. So, even with AI coming up with so many like design tools that we didn't really think could be replicated by AI before, we still need that human intervention to splash that or sprinkle that like uniqueness and like the AI outputs are only as good as the human prompts.

Speaker 1:

Yeah, that's what it's in a nutshell, yeah and yeah, AI is such a interesting thing and I think I've noticed even in conversations with my clients, they're just downloading all the tools and every single. There's so many AI tools out there now that are promising everything and anything, but it's actual implementation of the tool that's like the biggest hiccup.

Speaker 1:

It's okay the tool that I bought. Can you use it? And I'm like no, maybe probably not, Like you're talking to the wrong gal. So, as you've been scaling bad systems and like incorporating more AI, what are you finding like the biggest themes of what's really moving the dial for people using that technology?

Speaker 2:

I think really with the processes and they're, and obviously there's some processes that are standard with certain industries. Let's say, with a service-based industry, there's always going to be like a sales process, a discovery call, like an onboarding process and all that. And let's say like a marketing agency is so different from an accounting firm the way that they onboard things. It's still standard. You still have similar pipelines, right. So those are like one of the like processes that are often miss, like mislooked at in terms of automating it and using AI for it. A lot of business owners and businesses that I've seen are still using like manual, hey, because they said they want to make it personal, and then that's like sucking a lot of their time because, like, they want it to be personalized. And when we talk about like automation and AI, it doesn't have to be robotic. Like, obviously, when you ask chat, gpt, hey, write me. Like an onboarding, like email, obviously it's going to spit out like a very generic one, but if you actually feed it into like your brand details and how you want to sound and all that, then it can actually give you a more aligned email or your voice, whatever you're prompting it to do. And yeah, that's the thing that people scared to use more of AI, even though there's a lot of tools and, like, a lot of people still dabble into it. But it's crazy how, like, they're dabbling into it but they're not implementing it, so there's a big kind of gap in that. They're like, oh, new shiny object, like shiny object syndrome, right, like when someone says this is an AI tool that will solve all your problems and a lot of claims with that. But it's also due diligence of whoever's using it, whether you're like an employee or like a business owner, as long as you belong to a certain institution or like a group, right, it's also part of your due diligence to see, like, how that ai is operating, and there's so many like different things of ai. Right, there's like the ethics part of it of okay, there are tools now that you can clone your voice and all that. But you also have to think about, okay, if you're able to give your voice and consent to using your voice using that AI tool, you have to be aware of, like, how that AI company is using your data so that you know that you're protected. Like, even with like meta right, like with, all our data is shared there and there's a couple of things of like breach and data selling and all that and we don't really know to like I don't know how old Facebook is right now, but like more than 10 years. So we don't know the repercussions of our actions now that we're dabbling to AI. So I think really mindful use of AI is still very much encouraged and like thinking about the ethics of it and all that.

Speaker 2:

But yeah, like it's always exciting to test out new things but at the end of the day, like these things are still tools and you still need to be able to connect it with your company's ecosystem. Like how is it being used by your whole team? Like, for example, if you're using chat gpt with yourself? Like you're still like manually putting chatting with chat gpt right. Like how do you integrate that into your communication with your team so that you don't need to copy paste what chat gpt outputted to you and then bring it to the team. Otherwise it's just like another tool and another added layer of complexity to your whole ecosystem. So I think being able to pay attention to how your tools are giving you the output and how that output is being integrated into your processes, your workflow, so that whatever AI tool you're using is actually effective and make you more efficient than just making you just added complexity in your day-to-day work.

Speaker 1:

Yeah, chat. I have two avenues. I'm like which one do I want to go to first? Yeah, chatgpt, I would say, is the most common AI tool now, like I feel every business is using it, of course, probably mostly to supplement their marketing. Amazing, because, like even I as a copywriter, some days I'm just like, oh, thank goodness for this tool.

Speaker 1:

I can like word vomit what I want to say. And then I'm like please make this make sense With ChatGPT. Like for us at a marketing side of things. Like, we've been creating custom GPTs for our clients so that we can have, like within the team, different areas and different voices depending on what's needed, and it can be delegated much easier With. Call it like let's choose a, let's choose an industry, I don't know, like a bookkeeping company or even a accounting company. What would you support them in creating for? Like when they're using chat to BT, what does that system look like for them and how would you support them in like leveling up using it?

Speaker 2:

Yeah, so like with that, there's a lot of like kind of details in terms of accessing like CRA accounts and like all that. There's a lot of like SOPs that could be done. That's usually a routine every month, every quarterly, that they can like inform their clients, especially, let's say, they're onboarding a new client and that client is pretty much like new to CRA, and all the logins and all that. They're able to create an SOP like self-writing SOP in like the conversations that are having with themselves and their team, because there's always going to be new changes, new updates and all that.

Speaker 2:

And with running like a bookkeeping or like accounting business, this is very focused on like accuracy and if your your attention is elsewhere, it's not going to be good in terms of like making sure that your clients are well taken care of, and just sometimes we are like executive, like function overload, right, we're thinking about so many things that we can't decide on things, or there's certain things that we're doing, but we do it repeatedly because we don't take the time to just pull whatever we have processes and the document that, and so there's a lot of tools that could be done with that so that not only like internally, we get informed, but also like our clients get informed, like accessing to, uploading files securely, making sure that, like you submit the files like on time and all that. And then that applies to like multiple industries, but especially with book and all that. And then that applies to like multiple industries, but especially with bookkeeping and like accounting. That's very specific because of the security that's needed, the level of security that's needed because you're talking about, like finances and all that for that industry, and so you need to be like very careful with how you do things and when you do things, especially when you're like growing a team. Right, maybe as a business owner, you know everything, but, like when you're onboarding, let's say, a new bookkeeper or a new accountant, they may have a general like idea of how the processes are, but obviously every business is different.

Speaker 2:

Like how you access files, you should be able to share it with a client, but making sure that the security of what you're sharing, if someone has that link, no one can, no one else can access that and those are like the very tiny things that sometimes gets mislooked and overlooked and all that and yeah, and a lot of those things that could be just written by an AI like SOP and then maybe have a custom chat, gpt, custom GPT right that they can create so that when someone in their team is asking for a resource, hey, like someone is asking this about CRA or whatnot, and then I need access to this or I need information on how to get to that document because, honestly speaking, like the government, platforms aren't really the easiest platforms to navigate and even if you search, oh, how do you like get to this page and you get taken to like different routes, right, but someone in your, in your company, has already cracked the fastest way to get there, and it's just more so like sharing that information within the team and, obviously, sharing that to your clients so that they can give you the information that you need, like like by the deadline that you set.

Speaker 1:

I love this because I feel like decision fatigue especially for, call them, managers and founders, depending on how big the company is can sometimes just be questions being asked that you're just like oh my gosh, do I have to answer this one more time? I I'm in between. This is taking energy from my brain that I shouldn't be having to do, even though, of course, like we all love to help our staff. But if there was a SMGPT that had the all the SOPs for that sector of the company, that would be amazing. Okay, this because everyone, of course, we use chat gpt to make us better writers, but there's actually a place where a company could have pay for the pro account. Yeah, the custom gpts and all of them are like labeled for different departments. I my labeling skills. We need I need to address those in my gpt.

Speaker 1:

But how would you, let's say, I don't know like a consultant of any kind, my. But how would you, let's say, I don't know like a consultant of any kind? My sister's a sleep consultant, so let's use that. She map out and she actually has HIPAA compliance and stuff like that she has to keep an eye on, so she can't use GPT for everything. But like, how would you map out, like a GPT for a consulting firm. That's like in the health space for a consulting firm. That's like in the health space. So does she do? Does she record the calls? I think right now no, but if it is, it's all through Jane, okay, okay, yeah.

Speaker 2:

So I'm not particularly really familiar with the like with HIPAA, but, like when I'm using like the HIPAA compliant, like forms, so with the forms you're able to obviously make sure that the platform platform that you're using is HIPAA compliant. Also like SOC 2 and all that making sure that data security is set. But like with, let's say, I would always say, like the conversations is where the meat is of the content, and like SOPs and everything, because we spend a lot of time talking to people, right, whether it's our clients, whether it's like our team, and sometimes even with a note taker, they'll just like send us an email of hey, these are, this is like the summary, this is transcript and all that. And then there's always still like that manual requirement to go into that platform, look through it, copy it, paste into a document and all that. So what I've started to implement with our company and also like in other, in our clients, is that when they have recorded meetings on whatever they're using FATM, ai, otter, notetaker and all that it gets automatically pushed into the open AI. So basically, not just ChatGPT itself but the open AI.

Speaker 2:

So we're using token-based analysis for that specific transcription and then you can tell it to output in different ways.

Speaker 2:

So, hey, output this so that in you, we already know, like what the deadline is based off of the conversation.

Speaker 2:

Put like sections of all that so we don't need to like manually take it.

Speaker 2:

And you can like have that, for different kinds of clients have different like structures of how you want the output of the conversation to be and what's great about it as well.

Speaker 2:

You can also prompt it to send to your social media manager like, hey, these are the points of the conversation to be and what's great about it as well. You can also prompt it to send to your social media manager like, hey, these are the points of the conversation. Just tell the open ai to say, hey, don't include any like information about the company that we mentioned, that not to get disclosed, and all that. And it just sends like a very filtered content to your social media manager focusing on oh, I want to focus on talking about like systems for marketing agencies, and that gets sent to them. So, instead of you copy and pasting, like putting it in the document and sending to them, the open AI is just doing it for you and just sends it to them. Living beast, basically moving the, the content, the data into different departments so that you don't really lift a finger and all of that.

Speaker 1:

So you've said two things and I'm like how does one set that up? So I'm like, I'm like I under. I know, when I look at chat GPTs, like URL or whatever, it's like open AI, dot, gptpt, and I just obviously just goes right over my head, I'm like that's cool, is it the same? So how does one work with openai outside of chat gpt? And then also, what are tokens?

Speaker 2:

yeah for sure. So openai, so like, obviously we have the pro subscription for ChatGPT. That's basically almost unlimited like chats and all that, but with that you have to be manually there. Yes, with OpenAI you have the option to not be there. So that's like the biggest difference Because, like, once you've already set that, like like the prompts, it'll just do it for you and instead of with that it's more so like use case basis, the way that it charge you through like tokens, and then it's something about like 0.1 or 0.0 something dollars, so it's not really a lot, but it you're also able to like limit how many tokens you want.

Speaker 2:

So let's say, like, you're wanting to have an output for your social media manager that's maybe like 5,000 words, so you get to set that maximum of 5,000 words and all that so that you don't go over the limit and it doesn't overcharge you. You know exactly what is being allocated you. You know exactly what is being allocated. But if it's like just a meeting recap of the team members, maybe you can just reduce that to like, hey, let's play around with a thousand, two hundred, two thousand words for that, but with that you're able to connect it with different kinds of tools. So, let's say, you connect that from the fathom ai note taker. So, whatever your conversation is, it gets feeded into open ai with your prompt and it gets filtered and outputted and you have the option to put that either in Google Docs, notion, your Slack, you can actually say, hey, create a task on asana, create a task on like whatever project management you're using, so that you don't need to like do it yourself, like basically you just from a conversation, you're just like, okay, ai, tell, like create, tell chat, tpt or tell open ai to create these into like tasks and I'll do that for you.

Speaker 2:

Yeah, so powerful like that. So when we talk about systems, it's like the complexity of using different tools and minimizing the manual intervention for that. So there's a lot of like possibilities that could be done with it. And, yeah, it's just like basically exercising like our imaginations and actually having more conversations to let's say, hey, let's use AI in a more efficient way, not just like to improve our writing skills, but also reduce the mental fatigue that we're experiencing, because instead of like manually reviewing your like which is sometimes if you're talking for over an hour you have to review the whole transcript or even the summary. It's just okay. Yeah, this is a summary, but this is not the exact summary that I want. But with OpenAI, you get to customize what kind of summary you wanted and what kind of sections you're looking for within the conversation. So instead of copying and pasting that whole transcript to ChatGPTpt and say, hey, like I want this, you're actually set that system up one time.

Speaker 1:

It'll output every time that you need it wild yeah, pretty much like every time, every time like, okay, what an amazing concept and I'm not an implementer, so I'm like I'm one of the ones, a lot of entrepreneurs, you. It's like you got 50% of entrepreneurs that are like amazing at implementing and you got 50% who are like let us just stay in the clouds and enjoy our creativity and like, fingers crossed, everything works out. Yeah, I'm still the person that loves a manual email schedule yeah.

Speaker 1:

I have tried to do Calendly so many times and I have a really hard time of letting go of control of my calendar. And then also, yeah, oh gosh, just like so many things that I know if you were to look you'd be like you really do not need to be doing that, even scheduling this podcast. We all know what that needs to be a system with open ai. So, do you like, is it like openaicom and you can? You can set it up and all of that so it's separate from chat to bt.

Speaker 2:

You have a separate account or it's underneath your chat to bt account it's underneath the same account, essentially it's the same email and then you just create, like your. You get a token, you get, you connect that with your back end. It's like an api, so basically it's a documentation of, like how the data is being called, being outputted and all that, yeah, and anyone can access that and yeah, so what are you finding?

Speaker 1:

because obviously this is, you're like, front of the wave of, especially for small, like small, medium-sized business that are like needing to delegate this out because their internal team is not ready for this usually a startup tech company then, yeah, they're all over. What do you notice? Whether, where there's resistance for this conversation, it's like people come to you, I'm assuming, knowing I know I need this, but what do I do? And so anyway, what is the resistance? Because I know I have resistance to it, even though I know.

Speaker 1:

I know, because my brain is you do not need to be pressing these buttons.

Speaker 2:

I think by human nature, like, humans are just very much resistant to change and that's always going to be that case. There is a book that I read during university. It's an actual, an actual required. It's called only humans need apply. So it talks about like how the job market is going to shift throughout the next couple of years and and it truly has like the analysis of like data. Like as much as we want to analyze data ourselves, like honestly, ai is much faster, so we have to really pinpoint what we're really good at as humans versus what AI can do much faster and yeah, so basically, like in the book, it says that task-like analysis of the, let's say, the medical charts would be given to an ai and they would able to analyze that a lot faster than like having a backlog of like files that need to be analyzed. But humans are still needed in order to console other humans in terms of hey, like this is the results of like your charts and all that, and obviously the in terms of getting better and all that. It's a mix of like science, of like our physical bodies or mental and all that, but it also there's also studies that like how we feel and like how we're being taken care of is also a factor to like people getting better, having the will to get better, and so as humans, we're like really created to to talk about and console other humans, and so similar parallel to like with the changes in the workflows and processes and all that, people are still gonna get very scared of the implementing or being like stuck with the manual work because it feels like when you, it's like an illusion of having control. So when you're doing manual stuff, you feel like it's very comforting because you know exactly what's happening. And also people resist that because systems take a lot of energy upfront to create. So it's oh, I've already, I'm defaulted to like just doing it manually myself. So like why can't I just keep on doing it? And so that's why there's like consultants, like AI and automation systems consultants like myself, to walk through people in that change to say, hey, it's okay, we don't need to go from zero to 100 and like what you're used to, but little by little we're able to move you away from an operator to actually a CEO with a strategy and all that.

Speaker 2:

And when it comes to systems, ai and automation automation the goal really is to focus on what you want to do best, what you're, what you're excited to do, instead of if you're, let's say, excited to just chat up, chat to someone and say, hey, when are you available? And that doesn't mean that's not efficient, maybe that's just you practicing that, hey, you want to create the conversation and create that, build that relationship than just throwing a calendar link to someone. Right, but yeah, that's like your conscious decision to do that. But if a decision that you're making to keep manual work is causing you like stress and causing your team stress let's say, for example, someone in your team needs like a code for like access, like an sms or like an email code and all of that like that's not necessary. You're not building like your relationship with your team with that. It's just like a transactional, like work or task that needs to be done, right, so you don't need to manually do that. You can automate that in a different way.

Speaker 2:

But when it comes to like conversations, like a podcast and all that you can't really automate, like those things you can't really automate, like sharing your experiences and all that. But yeah, so like in terms of saving time and everything, like you have to ask yourself, like what is the purpose of saving, like this time. Are you actually saving time to do the things that you love to do, or are you saving time because you're ignoring certain things that need to be done in the business? Yeah, and when you use, like AI and automation and other tools, are you still like, like embracing your own uniqueness? And when I say your own uniqueness, it's not just about yourself, but also like your company, what you stand for and everything that you've you make it up to be?

Speaker 1:

yeah oh, I love all this conversation because I'm all about like human real connection and all that stuff. And, yeah, the question of what are you avoiding? Yeah, out there, every single entrepreneur who's listening to this right now is being probably seen in a little bit thrown under the bus. What are you avoiding? I know that one. Let me auto, let me manual post something. It just brings joy and I'm like is it joy, or are we avoiding something else that you actually be doing to move the dial right now? It took me like, yeah, I'm going to completely. It took me two years to allow automated posts in the company.

Speaker 1:

Like latercom was there. It allowed information. I could not let it go for two years and this is back in like 2017, oh man. And then, as soon as I did, I'm like what was I thinking? Yeah, yeah oh goodness, and you're right, like even the codes thing in like a marketing agency world. We all two factors everywhere now.

Speaker 1:

Yeah, but I know when my staff asked me they hate having to ask me because they know I'm like the last thing that my brain is able to do is stop everything and get a code from one of the whether it's which app authenticator like Gmail, like my authenticator, like texting email, like all of these things, and I'm like I just have to find it and it's a whole 15 minute thing and I'm stressed by the end and then now I have to go into another meeting here's a tiny tip for for the codes.

Speaker 2:

Yeah, probably 80 to 90 percent of the software out there is using like the authenticator app, because it's a lot easier, because, like, when you opt in for like sms, maybe you're out of the country, you don't have access to your like sms and all that in our emails.

Speaker 2:

So what you do is that when you get prompted to set up an authenticator app, it'll show you a qr code to scan to your authenticator app.

Speaker 2:

So what you do is you save that QR code, don't just go next, save that and then put that somewhere that's secure so that whenever there's a new team member that comes in and they need access to that on a regular basis, you send them that QR code and then they scan that QR code so that they get an authenticator app that gives them that code, instead of you always giving them that code, because it'll only show it to you once when you set it up. But if you actually screenshot that or save that as a pdf and tuck it somewhere where you're able to again like your onboarding process with your, with a new employee or whatnot, they're able to. Okay, this is everything that I need to access in terms of the authenticator, so they have that ready and handy and usually what in terms of, if you want to go a step further in the security, they have to save it not in their personal email authenticator but in your company email authenticator so that you still have that localization of that security code that is needed. Yeah, everyone.

Speaker 1:

Two-factor does not have to be the most dramatic thing in the day and you made a really good point, which I love because, like, I don't love being in my analytical brain, but I will find myself happy there if I'm stressed so if.

Speaker 1:

I'm stressed, I'm like let's dive into all of this manual things and do all the things that the computer could do, and that's like a safe place, because then I don't have to feel what I'm feeling maybe, yeah, but where we're going as entrepreneurs, as business owners, even as, like people scaling up their careers, we actually won't have to be stuck in our analytical brain so much, because we have AI helping us there, so we actually can lean into more human connection and things that humans are able to do, because we don't have to be the machines anymore. Yeah, so that can be uncomfortable for a lot of people, especially entrepreneurs and people who are scaling big businesses and all of that. How would you support people to one let go and trust that, like ai can be helpful. And then how do you adjust when you don't have to be in the analytical brain so much? Like what do you notice?

Speaker 2:

what I usually say is history repeats itself. Ai is here and there's a lot of resistance, but so does so did a lot of newer inventions before. So when internet came about, people were like, what is this internet like? You can search whatever you want on the internet. Then came like the social media platforms. What do you mean? That you can have new friends online. You don't need to meet them in person to like all that.

Speaker 2:

And one of my favorite examples is the blackberry downfall. It's not because of the downfall itself, but it's because apple and iphone have embraced the touch screen technology. Even samsung and like nokia and all that have shifted from a keypad phone to like a screen phone, whereas blackberry they're like, okay, we're gonna stick there. Like you don't really see blackberry now. They're not even probably in the top five brands of phones that you're seeing.

Speaker 2:

And I would say, with the resistance, just start with curiosity of what is possible. Because, look, I think a lot of people are like, they think about the worst and of it and, oh, I don't want to give everything because like they might take over and all that. But maybe I'm even like with me, I'm not sure if they're going to take over or not like. I'm just honestly speaking. Like just take the precautionary measures of like turn off and chat, gpt, don't use your data for like training and all that and like a lot of make make sure, I think with the fear, because there's a lot a lack of understanding. So if you're really fearful of something that's going to move your business and yourself forward, just put into your to-do to learn more about it. Like knowledge is power. If you are just like avoiding oh whatever ai is like here, you're not gonna get ahead. Or you're not gonna go with the flow. If you're always like resisting and yeah, so what was the?

Speaker 1:

other question how do, yeah, how, when people have all the space now? Yeah, space, because ai saves so much mental space? Yeah, instead of filling it with more stuff like, how do you support clients to fill that with new things, like now new spaces to work on? What does that usually look like?

Speaker 2:

Yeah. So with bad systems bad meaning, build, automate and delegate I always tell them to think about okay, what are you building, how can we automate it? And then how can we delegate it, either to yourself, to technology, second, to your team. Last, and within the bad systems framework, there's also the main categories of the business that I like to use as an example. So five main categories your business development system, your acquisition system, which involves your marketing, sales and all that. Fulfillment system, which involves client care and all that. And then culture and finance. And so, because AI is allowing us to free up our time with that, with less analysis, more like, I guess, visionary and more forward thinking and how to make things better.

Speaker 2:

You have to look at, like your different buckets in your business, because if you're always just focused on one bucket, let's say like revenue and all that, but you're not focusing on are you taking care of your clients? Well, are you taking care of your team? That's like part of culture. Are you taking care of your finances? Maybe you're like you're hitting like 50 000 like a month, but like your like net profit is so low because you haven't been like looking or reviewing with your bookkeeper, accountant. So with that space. You get to decide on, like, where do you put your efforts into? You actually have the time to step back and say, hey, this is my business, these are the main buckets in my business. How can I? You know better myself and the whole business by looking at each of those buckets and making sure that each bucket is being taken care of or at least they're in a healthy state or mode.

Speaker 2:

And you wouldn't really get to do that if you're so like into the weeds of being an operator, being in the weeds of doing manual things, like we're always striving for growth, and you also have to ask yourself what kind of growth do you want? Is it just like the growth of having more revenue? What about the growth of being a good, a better leader? What about the growth of being a better service provider? And because AI helps us with a lot of research and all that gives us that space to be more human, those questions aren't like an AI can answer, even if you throw it to chat GPT, how can I be a better leader?

Speaker 2:

And all that? You know yourself what would. It can only give you insights, but you have to decide what kind of leader do you want to become? What kind of service provider do you want to become? What kind of person do you want to become? And that's really why AI is there. It helps us to have a second brain without stretching ourselves too much. It allows us to use technology, utilize AI so that we as humans humans reach our fullest potential, because we're not going to be burnt out like as long as we use the proper ways of using technology, or that is like a step that helps us to not be burnt out I'm gonna this is going on a quote card that came out of you a space to be more human.

Speaker 1:

Yeah, that's so good. Yeah, true, like you just don't need to be operating things. Don't have to, could, but don't. There's so many opportunities out there and before I'm like, oh, they're having fun. I don't know where time goes Once I do these. Before we close up, I'm wondering if you have a favorite case study that you've done. That just like lights you up and like you've just seen it work. Some serious magic when someone took the faith and decided to fix their bad systems. Oh, there's's a lot.

Speaker 2:

I'll go with something that's simple and I go that I'll go with something that's a bit more complex. So, with businesses that are starting, really what you want, especially if you're a solo like business owner with maybe a small team, or like just an assistant or even just yourself chat tpt as an assistant, you need to know what your working style is, what lights you up, what you're good at and identify what you're not good at so that you're prepping to delegate that in the near future and create systems before you delegate that. So let's say, like you're someone who, like has clients. You can't use your notebook forever. I know it's comfortable to write things.

Speaker 2:

I have a couple of clients who like put them in their notes and then, like it's all over the place. They have it on their pen and paper, they have it on the like notes app, they have it in chat TPT, they have an Excel sheet. And then I ask them a simple question what is your? What is your cost of acquisition? What is your? How many contacts do you have? What is like warm leads? And they're like I don't know that data In order to get that data. You have to know that data. In order to get that data, you have to know that yourself right, and so, in order to get that data, you need to be organized of where you store that data, because you can't analyze something that's not stored properly.

Speaker 1:

I feel very called out right now as I'm like looking at my desk, I'm like there is about nine post-its here. It'll be cleared out by the end of the day and that's okay, if you have written where we all start, we start there.

Speaker 2:

But the important thing is, if we write something down, take a photo of it, put it on chat, gpt, it'll put that into a csv file for you, put that into a project management for you. You don't need to manually write it down and then type it again somewhere. Just utilize everything that you know you need you, because if you spend like a whole day like just organizing data, okay, like you already lost one day out of five days a week, what are you gonna do? Like work 24 7, and I'm actually I'm talking from experience I've had times when I'm like, oh my gosh, I need to do this manually because I'm the only one who could do this properly.

Speaker 2:

But no, it's not true, everyone, a big lie. So yeah, like having a proper CRM, just getting organized with your files, label them properly, so that you're like, okay, where did I put this? Some people have a google drive, a one drive, a local drive in their computer and they're like where do what? Where did I store this file? So yeah, just getting organized with your files and using a CRM so a contact relationship management so you are able to see properly your client database, your collaborator database and all that that's your favorite CRm?

Speaker 2:

I'm just gonna ask me and I don't the crm, which I know I should so there's a lot of common ones, like hubspot and all that, but my favorite one for small businesses is called breville. It starts off with a free plan and the next tier plan is nine dollars a month perfect for and it can actually access different sources of, let's say, you have instagram, dms, you have email, you have all that. It centralizes everything into the platform and you can add that as contacts in there and actually create an automation sequence bravo b-r-e-v-o.

Speaker 2:

Yeah, vo yeah huh, never heard that, yeah yeah, another favorite of mine is called copper crm. So it is powerful because it has a native integration with google, with google workspace, with gmail, so when you're in gmail it actually acts as like an on the side. You can like, organize a lot of things there on the spot.

Speaker 1:

Yeah, and I know I'm digressing, but I'm like why does everyone need a CRM?

Speaker 2:

basically, just say it, say I'm so passionate that, like I dropped something, the mic drop?

Speaker 1:

yeah, because that's a part of I feel like sales never gets it. I know sales has never had a system. Obviously because I'm in charge of it. I haven't delegated it yet. So why does everyone need a CRM? Give us your pitch right now. Everyone will get one tomorrow.

Speaker 2:

CRM allows you to share the contact data with not just yourself, but with everyone else in your team, and you're able to automate other processes from data collection if someone fills out the form to the onboarding system of sending them an invoice, getting paid and then getting them as a client and yeah just do it everyone just do it. Just do it, it'll save you a lot of time and money.

Speaker 1:

Actually no more manual proposals and invoices, yeah, and also two main things about that lead to speed.

Speaker 2:

You're able to contact and re-engage with your lead much faster if you have a CRM. And there's also the notion of data reactivation. So even if you've inputted or someone has inquired from you like six months ago, a few months, a year ago, we're able to reach out to them again and see and yeah, we've had like multiple success with not just ourselves but like in, like our clients who've that added like at least 30 000 in revenue because they've used the CRM properly. So if you want more 30,000, if you want additional 30,000 or whatever amount your services cost like to you, then use the CRM and then use it properly yes, exactly, don't just get.

Speaker 1:

Yeah, Add it to your tech stack. People Actually use it. Evaluate your tech stack and actually use everything that's in it. Every subscription needs to be used, Otherwise it'll get gone. Yeah.

Speaker 2:

And then, just like a very quick thing for a more complex one, we actually had recently a PR feature on like CEO Weekly that talks about the content flywheel about PR. So we're actually extracting data from like SEMrush, which is an SEO data, rankings and all that, and through AI in our system we're able to extract what are the most asked questions, what are the keywords that are intent for buying, and all that, and then that informs the creation of the blogs and PR articles that will rank very well for multiple businesses. But yeah, you don't need to like really manually do the research, it'll do it for you and you can actually do that in your company.

Speaker 1:

even if you're not like a marketing agency, can do that and start pitching to different kinds of PR and even use that social media content, because now we all know SEO and Google and social media is really integrating and will continue to integrate even more in that say, within the next year yeah, you want to be ranking on like chat, gbt and all that, not just like Google, because the game has changed and people are not just like google.

Speaker 2:

Because the game has changed and people are not just searching on google there's or bing or whatever. They're searching on chat, gbt, gemini perplexity and all that and if you're not on there, there's a like less chance of you getting seen right.

Speaker 1:

Yeah, and we don't want that. Yeah, small businesses, of course. Like I feel like you're the same, I have a soft spot for small business. I love every small business owner so much Like I wouldn't be the business owner.

Speaker 1:

I am a small business owners didn't trust me and, yeah, like the market, like AI is actually helping, can help small businesses win in this yeah and it's leveling the playing field for sure, totally yeah, because you don't have to hire the big macho agencies in order to some of this like very foundational stuff. Yeah, so small business owners should be diving in headfirst into ai, but also call the gifted people that know how to do it Jasmine for you. Do you do consulting and system like implementation? So is that something what?

Speaker 2:

do, you do.

Speaker 1:

Yeah, share everyone's bad systems is how they can work with you and also where they can find you.

Speaker 2:

Yeah, so you can find us on Instagram bad systemsco and also our website is badsystemsco. Basically, we do implementation. We do a lot of projects but also a lot of retainers. But I also I love consulting, especially with businesses that really need it. I'm very much an open.

Speaker 2:

I will tell you very honestly what you're missing and all that's like my approach, but like in a very caring way, because the last thing that I want you to to experience is burnout because I've burned out twice and I do have a soft spot for business owners who are just trying to do good and do their passion and just need a little bit more breather to really grow and scale their business.

Speaker 1:

Amazing, and yeah, and you can find her on LinkedIn too. We'll put all the things in the linkedin as well, jasmine vianney, but yeah, and you're. And jasmine, where are you located? Again, I'm in vancouver?

Speaker 2:

I, yeah, but I travel throughout. I was in mexico just recently and california is really good. I like that too. But yeah, if you want me to meet you at, I don't know, montreal or something, it's a business, right?

Speaker 1:

Yeah, any excuse really. Okay, everyone, we're happy to do it as digital and yeah, so I'll leave it with. Stay open to AI, recognize the resistance, but keep turning towards it anyway, and I really love the like. It allows us to be more human and I think we all deserve to start really stepping into that we are moving into. I feel the world is leveling up in a consciousness and if we have levels of consciousness, there is this new level that everyone is rising up into and it's because we're allowed to be more human. Yeah, less button pushing, Exactly. So, yeah, lean in, ask the questions, take the precautions and, of course, reach out to Jasmine, because she'll be able to hold your hand and your heart as you navigate the crazy world of technology and AI.

Speaker 1:

Thank you, jasmine, so much for coming on and I look forward to I am assuming having you here again. I love having guests back and because there will always be updates and always conversations and I don't know how to have these ones.

Speaker 1:

So I'm really thankful for you and for everyone else out there that loves this convo, and we'll chat again soon. Thank you everyone for tuning in and we'll see you next time. Thank you, bye. Thank you so much for joining us on another episode of Fly, flamingo, fly with BNL. We are so grateful you stopped by and we hope that something from today's conversation ignited the inspiration you were looking for so that you can keep moving forward towards the life of your dreams. This podcast was produced by BNL Media Consulting with the amazing help of Podigy Podcasts. We'd love to hear your takeaways from this episode, so be sure to leave us a review, as well as give us a follow on Instagram at BNL Social. If you need any help with your social media marketing, feel free to visit our website at wwwbnlmediaconsultingcom, and we would be more than happy to support you. We hope you have an amazing day and we cannot wait to connect with you again next time. Have a good one, everyone.