It's Like Having a Personal Coach in Your Pocket: How AI Handles Your Emails, Meetings, and Career Prep (Part 2 of 8)

If you were interviewing for a job, you could tell you can feed it the job announcement and say, hey. Create some questions. I want you to quiz me on this interview prep and help me to improve, and it will ask you the exact questions that it needs to ask you to make sure you understand where your knowledge gaps are. Right? Yeah.

Yeah. It's good. It's good. It's good. So so let's talk about some some some practical, repeatable examples of things that you can do daily.

Like, if you work in our office, you work on a computer, you can ask it for morning briefs. Right? You know, tailored news summaries relevant to your industry. Right? That that's an imp I cannot tell you how important that is.

So I I'm in a role, right, in the credit union where I'm a chief information officer. Right? I have to constantly be aware of what's happening in the industry as it pertains to technology, especially cybersecurity. Right? That's a huge it's evolving every single day.

I use AI to keep me up to date on everything that's happening in the industry so that I can process faster, so that I don't get caught off guard. Right? Email drafting, kinda like what we talked talked about before. If you need to respond to an email a certain way and what I love is a lot of the email browsers are now incorporating Gen AI into them, right, to where it'll give you a polished version of what it is that you're trying to say. Right?

I can't tell you, and Terry, I know you have too, man, over the years, how how much time I've probably spent in my lifetime rewriting emails, trying to make sure the grammar's perfect, right, that I'm hitting the right points, that the tone is correct, right, to try to get the right response. And now you can do it in seconds. Right? I mean, I don't know if you want to touch on that at all in your experience.

Yeah, no, it's key. Right? Here's the deal. We all know that email is a gerbil hamster wheel. Right?

It's an inevitable, necessary evil in some sense, right? Because, you know, we're spending, we're spending, you could spend a quarter of your day, right, depending on your role in email. Yeah. Because that's how, you know, a lot of communication occurs, right? And, the ability to turn that information around quicker, with the right tone, draft it to the right audience.

Yes.

You know, and cause you may have to send multiple emails on a certain topic and the audience is different and the ability to write it with the right tone, right. I'm gonna send my technical email in a totally different tone than I send to my leadership email. Right? Or my internal email is gonna be different from my external, facing email, it's on the same topic, right? You're dealing with vendors, you're dealing with contractors, you're dealing with key stakeholders, right?

All those things, right? If you're in a business or, you know, if you're in an entrepreneur, role, right? So we're communicating to different people in different ways and, you know, one communication necessarily doesn't suffice. So the ability to turn that around, and to have it honed in to exactly what you're looking for to communicate, to get the desired outcome, that's That the

is the key. That is the key. It's I heard this is I was in a conference this week and I heard this guy say this this week and it kind of blew me away. He was talking about ChatGPT's ability to respond to an email, and it said that ChatGPT has the I think it's called DISC model, you know, the profile model already built into it. And you can say, you know, craft this email according to this this personality.

Right? And it will change the tone that to what's most effective to that personality. Right? This stuff can do things that would take you hours to try to figure out, it can do it in seconds. Right?

You know? So, again, you know, I always wanna go back to, you know, think about the employees on your job who are using this and the ones who are not, and who do you think is gonna get promoted faster? Who do you think is gonna get more opportunities? Right? Because we're talking about tools that in some cases are free.

Right? You know, some of these email, you know, Gen AI built in pieces, like I believe is in Gmail, you know, gives you the ability to craft this stuff for free. Like, it's not something that you necessarily have to pay for. And I'm glad I brought that up. Not all of these tools actually have a cost.

Some of them are free in order to get more advanced features you have to pay. But to get in and start playing with it, there is no upfront cost for that.

And, Ralph, I'm glad you brought that up too, right, because each tool, just like an automobile, right, I'm a Honda guy, right, and then I've kind of gone into the Acura line because that's still Honda, right, so you get a certain feel with the service, a certain feel with the car. So a few years back, you know, my wife wanted an SUV, she's a Texan, so I think that's a way of passage, right? A truck or an SUV, you gotta have one of those. And so we have a Suburban. I love riding in that Suburban.

It is a different experience from the Honda, right, or the Acura line. Now, totally across the board from maintenance on the car, from the service model, all those things are different. Is one necessarily better than the other? No, I'm not necessarily saying that. The experience is different.

So in the same manner, as we can think about different experiences with automobiles and different car lines, it's the same thing with these AI tools. Right? ChatGPT has a different field than Google's Gemini, right, or Microsoft's Copilot. They all have a different field. They all have a different level of maturity, right, honestly.

And so you're gonna get a different outcome. I was working on something yesterday, Ralph, and I said, you know what, I'm just gonna try this to see how it works. And so I brought up Copilot and I was making some calls out to some clients And, and so I had some different, you know, responses and I wanted to keep a, keep a, a list on what I need to do to follow-up. I'm like, I don't wanna write this. I opened up, you know, Copilot.

I'm like, hey, create me a list. And after each call, you know, I make my note and I'm like, Hey, I'm putting you back on mute. I'll be back. He was like, Hey, take your time. Nice.

Because I didn't wanna write the list down. So you know how much time that saved me? Now I don't have to worry about going back and opening up my, journal. So I use my journal here's and I'm just gonna share it with you. My journal has a total separate purpose now.

My journal is really designed when I'm in front of I'm just having a conversation, whether it's virtual, whether it's in person, the goal for my journal now is to capture the intimate things that the person's saying. I'm not writing down every single thing. My journal, I'm note I'm noting that the person said, yes, the risk to my infrastructure is my greatest concern. Risk, infrastructure, Yes. Yes.

So now I can come back so now that becomes a different data point for me. Now granted, here's on the flip side of that. I got my AI tool capturing the meeting. Right?

Come come on, man. You got to.

You have to. So I got the summary coming back, but what happens is I'm creating an anchor point for myself. When I do go back to my notes, I'm like, oh yeah, these are some anchor points. So when I follow back up with my customer, my client, you know, I'm intentional about here's the thing, what's the most beautiful thing about having it in that setting. I'm not worrying about trying to remember everything.

Remember when we were in those meetings

and you have to rewrite it with accuracy, and you have to remember the oh my gosh. Was

now I can say it was terrible. Right? Because I've been a OneNote user since 2007. Correct. Hundreds, probably thousands now of meeting notes, you know, that I'm trying to keep up with, and you doing shorthand just to try to keep up with how fast everybody is is is actually speaking.

And, Terry, to your point, and, you know, that was the next thing we were gonna talk about was these meeting summaries. Right? That is a perfect use case for AI. It can do better than you can. Trust me.

I don't care how thick, how good you think you are at taking notes. They say that it's impossible to mentally focus on two things at the same time. You can shift really quickly. You can mental shift really fast, but you can't think on two different things at the same time, and it's impossible for you to be trying to format and dictate your notes and really catch every single nuance that's happening in that conversation. And these tools do such a great job.

Otter dot ai, know, Terry and I, we love to use Otter dot ai. Read dot ai. Copilot is built into Teams so where it can record and transcript conversations. But to Terry's point, it completely frees you from, I would call it, the mental chain of having to focus so much on taking the notes that you can't be conversational.

Yes. You can't be present.

You can't be present if you're trying so hard to not miss any note. Right? And to Terry's point, you know, I love the way you articulated that. Right? Now I could just focus on anchor points.

Right? You know, things that just kinda really stood out and then, you know, review the the AI generated summary at the end, right, and just add my own key points to it. So now a great, great example, fantastic use case. And we do wanna say, right, you know, disclaimer. You're supposed to let people know, right, you know, before you record them.

Right? You know, recording people in secret is not something that it is something that's frowned upon, but it definitely can it it goes without saying that tool is invaluable, especially Yes. For a person like me. Sometimes I'm in seven to eight meetings a day, just back to back to back to back to back. By the time I get to meeting six, I'm having a hard time remembering everything that I committed to in meeting two.

Right? But when these but when you have these tools recording everything and and the beautiful thing about it, at least with Copilot, is not only will it record the meeting notes, but it'll it'll give you a section of all your follow ups, the things that are committed to and who they're committed to in the meeting. Correct. So you know exactly what you walk away, the responsibility you walk away from, and you can keep on talking your task. But, you know, in a in an age where we're processing more information than ever, you know, faster, faster, faster, faster, faster, These tools, I like the way you put it, Terry, it supercharges you.

Right? It supercharges you, and it gives you abilities to do things that you just couldn't do before. And, you know, another great use case is and going back to Terry, what you said was a brainstorming partner. Right? Man, that I'm trying to tell you, man.

That, to me, that may be the most valuable feature of Gen AI for me because my ID, what do they call it, ideation process, man, it could have taken a week, you know, to kind of process through certain topics because I don't have a whole lot of time. Right? So I put a little time here, put a little time there, put a little time here, put a little time there. Man, I could sit down within two minutes and and be completely done through the ideation process of a concept for me. Right?

You know? And on my way to the next thing. So I'm able to process so much faster. Right? Compared to again, I I always wanna bring you back to this.

Think about using this in this use case as compared to someone at your job who's not. Right? What do you think is gonna happen to the person who does versus the person who does not? Right? You know, I always wanna bring it back to that.

And then a great thing is interview prep. Right? People don't look at GenAI for that purpose, but if you were interviewing for a job, you could tell you can feed it the job announcement and say, hey. Create some questions. I want you to quiz me on this interview prep and help me to improve, and it will ask you the exact questions that it needs to ask you to make sure you understand where your knowledge gaps are, right, so that you can clean those up so that you can articulate better.

Right? And then where your knowledge gaps are, you can dig into that. Well, help me understand this a little bit better. To Terry's point, it's like having the best friends. It's like having your own personal coach, really, really is what it's like.

But any thoughts on that, Terry?

Oh, man. I got a lot I could share on that. So I don't talk much about that on here, but I probably will. You know, many of you guys know that, you know, I've been leading Lift Life Technology and man, we went through a rebrand back in early spring, right, April timeframe. And leading up to that, man, I had just, you know, I've been studying some things and, this one particular book I had read called Inspire Your Buyer, and it was just great content.

I'm like, okay, I got it. We need to create something that's easily understood, four words or less, all of our services. And I just, man, I, it, I went, I went through this process, it was about a month, and just, you know, different iterations and different, I mean, the ability to build out a framework, you know, for a website to articulate what we wanted to communicate with all of our services. We had, you know, five, six core services. And so when I turned that information over to our web designer, the person shared with me, okay, your messaging is so concise, you don't really need to put You don't need to say a mission statement because in what you are articulating is so clear, it's And I'd never heard that before.

Right? That you don't need to def on your website say, This is what your mission is, because what you want to do and who you're serving is so clear, it's built in the body of what you're communicating. Now, I'd like to say I came up with all that by myself.

-

as we say, the assistant. Assistant. Now, what I Well, here's what I brought to that, right? I brought the knowledge of what our service offerings were. I brought the I brought the breakdown of what those different, target areas were.

I brought in who our ideal client profile is and how we want to assist them and be a trusted partner. And so the prompts brought back for me, and here's one of the key things I said, had asked, all right, if you guys ever go out to the site, I asked, I said, Hey, take this concept and make it client physician friendly.

-Yes.

-Right? I'm not using these technical jargon, right? Because if I write it, it's gonna be IP and, you know, all, you know, all these technical terms, right? You know, now granted, the assistant is helping me, you know, frame better. So now my dialogue is much better, to Ralph's point, right?

I'm going on to the second point, Ralph, is I use the assistant for conversational exchange all the time. -Yes. -All the time. Sometimes it's just a conversation, right? Hey, hey, you know what, let's talk about this.

Okay, Terriah, let's talk about it. And then sometimes it's, Hey, I wanna practice on this. I have this coming up, help me.

And

it is, it is a great So, you know, I used to, I used to be like, Hey, Shamika, can you help me out? She'd be like, Okay, you got it. I will say this, Chad, GBT, or Gemini, they're not giving me any time constraint.

That's right.

Babe, I love you. But I love you. Love you, like, with all of my heart. Because I know you have some long weeks and you are amazing at what you do. But now I'm like, Hey, you know what?

I'll go practice on the assistant. And then she gets the refined version now. She doesn't have to go to the iterative process. So by the time when I get to her, she's like, oh babe, you nailed it. I'm like, you think so?

She was like, oh, you the man. I'm like,

that's right. Yeah. I man, I think I think it's important, man, to like you said, Terry, in that ideation process, make it easy to you to get to the tool. Right? So one of the things I did, you know, we are Terry and I are iPhone users.

There is a a shortcut you can create for ChatGPT and for Gemini that puts a button on your phone, an icon on your phone that opens the app directly to the voice prompt piece. So you could just hit this button and just start having a conversation. And you would be surprised as to how human, you know, the voice and sound, the inflections of tone that they use to make it more natural conversation. Now the let's just let's just set the record. Right?

We're not saying that this is a person, and even though we talk about talking to it and getting advice from it or whatever, it is still a piece of technology. Right? Because there's some people who are out there getting weird with this stuff. That's not us. We're advocating We're for advocating.

We're not saying you get engaged to this thing. We are not advocating that.

Without sitting with you and your pastor.

I'm telling you right now. No, man. We relationship advice from this thing. No. Nothing like that.

Right? But it is a tool that can supercharge your career, your abilities, and your life. So, yeah, let's let's let's move on to the next section. So let's talk about personalizing GenAI. Right?

So whatever tool you use, ChatGPT, Copilot, Claude, Gemini, I know that you can give it custom instructions. Right? Like, to Terry's point, set your tone to, you know, this. Right? I want this to be a playful, you know, tone, or I want this to be a professional tone.

You could tell it its role, and we'll get a little bit more into that into in the prompt engineering section. Like, hey. Your role in this conversation is an expert at this. Right? And then it would take on the persona of that based on everything that is read throughout, you know, throughout the the Internet.

Right? And then preferences. So for instance, you could say, I am a project manager. Respond in a concise and structured format. So now you've given it some context as to who you are, right, and how you want it to respond to you.

Again, this is where we start getting to using it efficiently. It's not it's not Google. Right? You're so used to Google, you just type in what you want, and then you get all these selections back. With ChatGPT, yes, you could type in what you want.

It's gonna give you a general response, but the more you reframe the more you frame the way you question it, right, and the the way we call it the way we question Gen AI is called a prompt. Thank you for listening to the Leadership Sovereignty Podcast. If this content blessed or helped you in any kind of way, support us today by subscribing to our YouTube channel, clicking the like button for this episode, and sharing this content with others that you think it will help. Until next time, stay safe, peace, and blessings.