Build these 4 tools to help your business run more efficiently - GPT Astra 6

These 4 tools are made using AI, are going to help you increase your sales, get you better talent, and help you cut costs within operations. Now, quick disclaimer, like I've wasted so much time white coding a lot of websites. I'm talking about like we've built over like 20+ tools at this point. Every single one of them took forever to make. And, you know, it's just one of those things where it's so easy to do this stuff where it becomes a distraction, if anything. So the list I'm giving you right now of these 4 tools, these are tools that we use actually on a day-to-day basis and has actually helped us get better talent, either, you know, increase sales, improve operational efficiency, whatever it may be. These are tools we actually use on a very consistent basis. So if this is something you want to, you know, just go ahead and copy or even like find a similar tool to this, depending on the business, I do suggest kind of like use at least one of these because it is going to make you either more money or kind of like improve efficiency, which means, you know, just getting more for your buck. Cool. So the first one is a training/course platform. So this is kind of like a custom tool we've made for ourselves for either new hires or just promoting people within the company. So mainly it's for people that we're hiring new. So like, for example, let's say we're hiring account managers, and we have kind of like a multiple-step process to hire account managers. Number one is, of course, on the application, we ask a bunch of questions and also ask them to upload a video. And then from there, if they're kind of like initially qualified, we do an interview call. And if everything's settled, we don't necessarily just hire them on the spot, we send them to this platform, have them sign in, and then they have to take basically kind of like an exam, they have to watch a set of videos. And then after every module, there's a quiz. Let's say there's 5 modules, after every module, they do a quiz. And then they have a final exam too, which is to pretty much recap everything they've learned about either our platform, kind of like what our standards are, what we do. And if they pass, then only they get the chance to be hired. So this is just one of those things which allows us to make sure that we're only hiring good, talented people who are actually committed, because some people might be like extremely talented, but if they're just lazy to do even something simple as this, we frankly just don't want them in the team. So this is a platform that allows us to pretty much separate out from the time wasters to people who are actually serious. And the same thing for promotion. Like let's say if we're promoting somebody from account manager to kind of like a team lead, we have separate course videos for those where we kind of like set expectations what the job is going going to be about, what this role entails. And same thing they have to do, they have to kind of like take the quiz, they have to pass it. And then from there only, they're pretty much, you know, allowed to do the team lead stuff. And of course, we'll have some one-on-ones after. But this allows us to pretty much consolidate most of the quality work. As you can see, like this is kind of like how the dashboard looks like on the screenshot side of things, total users, total courses, we— it's a very well-made platform. This is something I've actually taken a while to kind of like establish. And now we're turning it into something that, you know, every user can revisit. So let's say we have a bunch of videos I've made over here, like for every single department. And we've also now are building kind of like its own custom AI, which reads through all the transcripts and can answer anyone's question. Now, this is just extra stuff. Like, we don't necessarily need this, but stuff like the courses, that's the most important part. And even over here now, we're also trying to get into kind of like an SOP library. So instead of having all of our SOPs in a platform like ClickUp, we're just putting every single thing into our own platform. So it kind of like saves us costs. You know, it's, you know, this is one of those things where we don't necessarily have to pay a subscription fee, but it is pretty cool because this is a tool where we actually needed something custom and we were just able to use AI to make something custom for us. Now, of course, the alternative Alternatives for this are platforms like Skool and Kajabi. So those are some platforms you can check out as well if you want kind of like a similar process or what's it called, a similar kind of like platform. I don't think they do quizzes, but it definitely allows you to upload module videos. All right. So the next one is a sales showcase website. Now, of course, you know, traditionally you would have kind of like a sales presentation or PowerPoint stuff. I personally didn't want that. I wanted a website where we can also send to our clients just kind of like a link and then also something that's a little bit more interactive. So even over here on this specific website, this is, you know, it's everything about the company and it actually has kind of like beautiful looking graphics where you have multiple links to be able to click, some case studies, some wins. And we like— it just makes us look a lot more professional and it just, you know, makes us stand out amongst all of the other sales calls. So this is one of those things where I also recommend if you do a lot of live calls, if you do a lot of Zoom calls, having something like this made for your company is, you know, going to be extremely beneficial. Honestly, it doesn't necessarily take too long to make. You just need to compile all of the information. You need to make sure you're actually taking some time building it because we have some custom case studies in here, some custom results like how Focus is different. So it's kind of like a well-thought-out website that we've made. So these are just some examples. I, of course, don't want to necessarily open it up and just show you the entire thing because I just don't want to do that. But just kind of give you an idea of how this looks like and what the functionalities are of this specific website. Because even over here, if we were to send somebody this direct link, let's say if a call that ended up in a follow-up, we can just send them this website. And if they want to click on see how it works, we can literally take them through the process. And if they want to rebook a call, they can do that pretty much from this website as well, which is pretty cool. Just building kind of like a sales showcase website is also extremely beneficial in my opinion. The next one is kind of like a copywriting tool which is custom to us because we spend a lot of cash on, you know, the AI credits and just copywriting tools. So Poppy is an example where, you know, we just spend a lot of money making sure that every single account manager in the team has enough credits to make sure that they're going through the month. And the thing with that is like they're not, they're not even necessarily sometimes using the best available model. So right now this is still in progress and we have some account managers that are using this, but we're essentially building our own custom AI copywriting tool based on, of course, the feedback we've given the copywriters, you know, like our best performing scripts. Every single thing is going into this tool. And this is kind of like a longer project because it's ever building because we're adding more functionality to kind of like, you know, review scripts, proofread scripts, rate scripts. So for example, if an account manager already has a script, they can just literally paste it here and it's going to rank all of these scripts. Because if all of the videos are talking head videos, this platform is going to basically stop them and be like, hey, so this, like the total scripts you made, the total rating of these specific set of scripts are 60 out of 100. And it'll give them the optionality to either just rewrite it for them based on the available data I have, or it will just send them to go back to the drawing board and kind of like, you know, make us better scripts. So a platform like this essentially allows us to skip the QA process as much because all of the QA stuff we've done is already consolidated and transferred into this specific system. So all the data that we've collected, we basically build kind of like our own Focus Script AI, which is of course the name of our company, to do that for us. Now there's a couple of things of course you can do here. You can of course, you know, build it your way. You can add in more features. You can of course have your own database. So there's a bunch of stuff you can do. Even right now we're working on this board feature similar to what Popit does, but not necessarily exactly what they do, just so the team can feel a little familiar on what they currently do. So this is another thing that's going to save us a bunch of cost and not necessarily limit us to credits and just keep spending thousands and thousands on like credits. So this is another— this is not necessarily something that's useful for everybody, but this is just like if you have an evolving cost in your business where it just kind of like keeps going up and up, you like— I will suggest you look into a custom solution or kind of like, you know, your own platform where you don't necessarily have to spend money into, you know, this is like infinite. All right, cool. Next one is going to be an onboarding tool. Now, this is another one of those things where on the onboarding process, we usually work on a very specific document where we want to make sure we have all the information of a client from the sales calls, from the form they filled out from the website. And usually before, it took us a while to kind of like make that document. But when it became into a pattern, because that's one of the things you need to understand about using AI is using a tool effectively, is if everything kind of like operates in a pattern, you can perhaps build a, what's it called, a custom website or custom solution where that pattern can be repeated much faster. So even in this specific tool, all we have to do is just take the sales transcript, take the onboarding document, take whatever information we have, put it into this specific platform, and it's going to generate you a document. And that document is extremely good because it's built, it's made by kind of like the most intelligent AI model. It kind of like scans through every single thing. And if we need to, of course, give it feedback, like that's of course, you know, that can be entailed as well. So this has also saved us a lot of time and it allows us to do onboardings kind of like much more faster and accurate period. The one thing I will say, like, we still have kind of like a human review required on this one because we don't necessarily just want to generate a document and show up to an onboarding call. So we do review the onboarding document as well if there's anything that needs to be changed. And then we kind of like give it feedback and make sure that we have all the accurate information and questions we need to ask in the onboarding document. So the process is a lot more smoother. So very, very important here too. So out of all of these tools, do you need all of them? Probably not. So this is where, of course, according to your business, you need to figure out where your team needs help the most. What is the most repetitive task and how can you improve their efficiency? Like, these These are some of the questions you need to ask. Another thing I want you to notice is like these things can be extremely— like you can easily get distracted because these AI softwares and vibe coding, they give you the illusion of like you working, but in reality you are not. You know, it's just one of those things where like if you're just working on random tools, you don't even know if the team's going to like it and you just make something random and just like shove it down the team's throat and ask them to use it. That's usually never a good formula. You need to test it yourself as well. You need to kind of like see if this is actually useful for the team. So definitely think three times before actually vibe coding or building something, which is either going to remove the team's most repetitive task or actually improve their efficiency. Because I catch myself doing this all the time. Like okay, now GPT has this new model. Claude has this new model. Let me try out their code. Let me try out this software, that software, and just turns into a distraction. And towards the end of the week, I just look into what I've done, and I'm like okay. So no, none of the revenue generating actions were done. None of the backend sales operations were done because I was just spending most of my time doing the vibe code. Stuff. So be very careful on where you spend your time whenever it comes to using Claude and GPT, because these tools are 100%— they can definitely make you efficient. But if you use it in an incorrect manner, they can waste so much time. And I see business owners doing this left, front and center all the time, just like, you know, having a GPT window over here, having a Claude window open over here, Claude window, having a Claude Code window open pretty much down over here on the screen. And they're just doing like— they're just splitting their attention into 20 different things and thinking they're working. And then towards the end of the week, they're like, okay, we haven't necessarily hit our revenue goals. So like, well, I wonder why. So definitely something to keep in mind as well, because that's going to be extremely important as well. Anyways, if you enjoyed this video, you're really going to enjoy this one over here, which is about Claude and how we use it within our business to basically improve efficiency within our systems. So I highly recommend you checking this one out and I'll see you in the next one.