The Work From Anywhere Agent

35. Your Business Can Think For Itself: How Notion AI Is Changing Everything

• Alexa Rosario

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Ever wondered how technology can redefine the way we work? In today's episode, I delve into my journey of embracing Notion AI and how it's transforming the dynamics of my business. I’ve realized that integrating tech in a smarter way isn't just about efficiency—it's redefining communication and accountability within my team.

As I reflect on my own experiences with Notion AI, I'm experimenting with its capabilities to streamline processes, enhance collaboration, and generate content effortlessly. The real magic happens when it pulls from various platforms like Slack and Orbit to offer insights that are not just accurate but incredibly insightful.

Journey with me through this episode as I explore the interplay between Notion AI and Orbit, sharing how these tools are creatively enhancing our operations. Whether it's about building better CRM interactions or revolutionizing content creation, I uncover how AI is becoming the backbone of a tech-driven yet personalized work environment.

Feel inspired to change the game in your own business? Join our daily discussions in the Business Systems for Realtors Facebook group and immerse yourself in fresh ideas and conversations around today’s insights. Let's explore the future of work together!

Alexa:

You guys. I have to tell you there is a new tool that I cannot get enough of, and it's actually a spin on an old tool. So I've talked about Notion for years now, and we haven't been leveraging it to its fullest extent, and with the Notion AI rollouts, it is mind-blowing how much more we're able to do with it, and so in this episode, we're talking about the ways that we're using Notion versus Orbit and how the two kind of work together. So in my business, we have really three core platforms we have Orbit, we have Notion and we have Slack. And so, as we start building a team, the biggest challenge is information sharing and making sure that there's accountability making sure that when tasks are assigned out, there's accountability. I read a stat recently that said that when you're working on a group project, 90% of the time spent on that project is waiting on other people, and so for me, a really big part of that comes down to getting people the information they need much faster, and so with Notion AI, they actually integrate with Slack, and so when you search Notion AI, it pulls from all of the different databases and all the information you have in Notion, and then it also pulls from the conversation history in Slack, and so my dream for the future is that Notion is going to open up their connectors and give us the ability to build an integration with Orbit as well. So when my team is looking for some information, they can search Notion AI and it's going to pull in all of the different information related to that. And so I have to give you a little context about how we're using Notion versus Orbit to sort of explain how this works.

Alexa:

So Orbit is, it's our CRM, it hosts our funnels. Think about everything related to the client experience, to marketing, lead generation, all of that right, so think of it as more of like for sales and marketing. There is the operations aspect, because of all the automations and things like that, but for the most part it's kind of the sort of outward experience that somebody is going to feel when they interact with our brand. But then there's the other side of it, and this is where I think most people really struggle in terms of building a team and getting information to whoever they're hiring, and that is having your sort of internal database, or internal brain, if you will, of your business. And that's where Notion comes in. And so we use Notion for several different reasons, but the main ones are we run our team using what's called the EOS model, which comes from this book called Traction, and when I learned about it it became like the only way that we run our meetings now, and so we follow the traction model, where we focus on our KPIs and things like that, and then we also use Notion for storing information about current clients. For example, when our showing agent is going out showing properties, she leaves her showing feedback in Notion rather than in Orbit, because it's just become a much simpler experience that when we're pulling from the AI, all of a sudden we can say what's the latest on this particular client and boom, it pulls everything.

Alexa:

One of the integrations that I've built into our Notion is actually pulling in all of our Fireflies recordings. So every time I have a meeting with a client or a meeting with our team whatever it is that gets stored in Not meeting with our team, whatever it is that gets stored in Notion with a summary, the transcripts, everything, and then from there, when you ask Notion AI like, hey, what's the status on whatever it ends up being, or can you remind me what we talked about in this meeting? Notion AI is also able to pull from that right? So think about this we're getting all of our meeting notes. We're getting all of our meeting notes. We're getting all of our sort of client information. We're pulling from all the conversations that are happening in Slack and the only other piece of that is to be able to pull in the conversations that are happening with the client directly. And so one of these days I'll do like a deep dive into my Notion setup and how we use it. We also use it for our knowledge base.

Alexa:

So whenever we have our checklists in Orbit, for example, let's say we take a new listing, or let's say we're preparing for a listing appointment, right, like, how do you fill out the listing agreement? How do you run the comps? Like, how do you put together the marketing presentation those are all tutorials that we've put together and recorded and stored in Notion, right? So when my team wants to know how to do something, they can go in there and do that. We also have it assigned out by role, so everybody knows who does what in the process. And our rule is that if you find a better way to do something like, just make sure you update the SOP, update the recording, so that way, everybody is in the loop, right, and so that is something where, all of a sudden, there's this like really high level of communication where we're not having to wait to hear back from other team members. We're able to just very quickly pull the information that we need.

Alexa:

And so I truly believe that the future of running a really successful business is going to be very tech driven, but it's going to have a very personalized, very sort of human type of feel. So think about when you use the Amazon Alexa or you talk to Siri or whatever. It is right Like the technology behind that is insanely powerful, but the interaction experience is so simple. And so this chat, gbt era, right, where we're able to communicate in a conversation with AI and it's able to give us information, it's able to summarize information, it's able to pull information, I truly believe is the future, and so I've talked about in a previous episode that one of the other things that I really want to focus on in terms of the AI aspect is to be able to communicate with the CRM over AI and through Slack.

Alexa:

So I want to be able to have a conversation with Luna, who is my IT support AI agent, if you will, and say like, hey, I just had a meeting with Bob, here's what we talked about Can you send a handwritten note and create a follow-up task for three days from now, or whatever, and having the AI agent being able to go in and make all of those updates to the CRM. So now I'm not having to go in and manually track all of that. I can focus on clearing my smart list, clearing my tasks, and I know that everything is getting done. But the actual day-to-day updating of the CRM happens through the conversation bot, and so that is a really big part of what I think the future of AI is going to look like in terms of interacting with your business, and it's going to make it easier for bringing people into your business as well, because the AI becomes almost the algorithm or the brain of your business as well, because the AI becomes almost the algorithm or the brain of your business.

Alexa:

Now, the other piece of this that I'm starting to really lean into is the AI to help us with content creation. So one of the things that I did was I put together this outline of tons of content hooks that really just work really well. Right, they've been studied, they've been tested all that fun stuff, and so we loaded that into Notion AI and because it has all of my transcripts from videos that I've done, it has all of our meeting notes, it has Slack, it has Notion, it has our tutorials, it has all the things right. You can now ask our Notion AI hey, give me five content hooks that are relevant to what's going on in the business right now, and so it's gonna pull from all the recent notes that are created. It's gonna pull from Slack conversations and be like oh, you should talk about it like this, and here's the hook for the video.

Alexa:

And all of a sudden, boom, like you don't have to think about content creation anymore, you don't have to think about all the work that goes into researching, taking that a step further, by the way, and I hope that in listening to this, I hope that you're as mind blown as I've been by the capabilities of what's coming to AI. I'm so excited about this and, granted, like, all of this is still kind of concept, right, and we still have to build all of this out, but understanding where we want to take this is what I'm most excited about, right. So this is the same thing as like when we started building funnels, it was like, okay, well, what does this experience end up looking like? And all of a sudden we start building out, implementing, executing and we're like, oh wow, this actually works, let's keep going. And so now I think that AI, once you have kind of the funnels right, the outward facing experience of your business, it's time to work on the inside of your business and make your business run better, more profitably, and to not need a bajillion people in your business to run really, really effectively. And that's where the AI comes in right.

Alexa:

But going back to what I was saying before about the content creation aspect, think about it like this One of the most impactful content that I create is my green screen reels, where there's like the article behind me and I literally just talk about the article right, like we've had several of those go viral. We've had one that did like 260,000 views. We got a bunch of leads from that one. We've had a couple that have done like 20 or 30,000 views, things like that, right. And so I'm not saying that's the only way to create content. All I'm saying is I've seen the data and those have worked for us, and so the most annoying part of that for me is doing the research to go find those articles, and so the very next project that I'm going to be working on is building an AI agent that can go and search the internet for all these articles, put them into a Notion database with the date, the summary of the article, the link to the article, and then even giving some potential content hooks and letting the AI do that on a daily basis. Right? So when it's time for me to sit down and record, I can then go into Notion AI and say, hey, what are the topics that I should record today? And all of a sudden, boom, it's right there. We don't have to think about it, the research is already done. And these are the things that.

Alexa:

Well, yes, it's going to take me a little bit of time to figure out how to do this and like, yes, I could hire someone to do it, but what I found for myself that works really well is I need to spend the time to learn enough about a topic in order to hire well for it, right? Because number one, just because somebody can do it doesn't mean they do it well. And number two, if you don't know what needs to be done in order to sort of roll out and implement and execute on your vision. People can charge you whatever they want to, and so it ends up taking longer, it ends up costing more. You end up working with people who don't really know what they're doing. They're just Googling and watching YouTube, figuring it out as they go. But when you know enough about a topic to speak intelligently about it, all of a sudden it's a lot harder to dupe you right. It's a lot harder for them to understanding, kind of exactly the way that I want to do it playing around with it, figuring out what my actual roadblock is and then going to hire. That.

Alexa:

One specific thing is really how I've been able to hire so affordably when it comes to, like, working with VAs and working with outsourced talent. But a lot of times I think agents, they start trying to hire and they're like, oh, I just need someone to like, basically take away my overwhelm. But the reality is we have to process our own emotions, we have to process our own overwhelm, we have to process our own stress and sort of do some of the organizing and the processing before handing off those tasks, and so that is really one of the biggest things that I see in terms of agents working with talent, and so today's episode was really just kind of casting the vision of Notion AI right, like that is going to continue to become a more evolved brain for my business. My team is loving it and it's been very cool to see how all of these pieces are starting to come together and all the different ways that we can continue to leverage Notion AI to make it a smarter brain for the business. Right, and so think about even whenever I record content, loading the transcripts in there, where I'm now taking the content that I'm recording, the education that I'm sharing with the public and also using it to train my Notion AI brain.

Alexa:

When my team asks a question about how we do a certain thing or why we do something a certain way, or something about the process specific to our niches, our Notion AI brain really is almost like them being able to have an actual conversation with me, because it's not just pulling the recordings, it's pulling current events and it's also pulling all of the history of all the Fireflies meetings where I'm talking to the team, I'm correcting them, all of those things and it's also pulling from Slack. So that way, any conversation that my team is having about a specific topic. It's like all of these information aspects become the training for the brain, and so I know I've said that like 20 times, but I can't even reiterate enough how powerful this is going to become. Ai is amazingly powerful on its own. The capabilities of what the AI can do is only going to continue to grow, and so now it's being intentional about training the AI to think like you and giving it the information it needs to give you the output that is going to bring you closer to your goals, and so that is really the project that I'm super focused on right now.

Alexa:

Right Like, we still have our Nurture Funnels challenge coming. We still have Fulfillment Funnels coming, but as we continue to build on the Notion AI, the actual manual labor that happens in rolling out the funnels, rolling out the automations, updating the database, become less and less and less, even into Fulfillment Funnels. Right, updating the database become less and less and less, even into fulfillment funnels. Right Like, having the AI take a role, in that, all of a sudden, you don't need as many VAs, you don't need to spend as much time building out the systems, because the AI does a lot of it for you, and so that is where we're going with this. I hope today was helpful. I hope that you are as fascinated about all of this as I am and, as always, join in on our daily Facebook discussion in the Business Systems for Realtors Facebook group and I will see you in the next video.

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