How to Systemise Your Business in Weeks Using AI & systemHUB

All right, welcome to the how to systemize your business in weeks, not years. Today I'm going to show you some real key insights that we've been applying here at Systemology and System Hub. It's a little bit of a special request for Nick Ruddle. He's always been a huge supporter of the work that we do at Systemology. He's got a lot of clients that were interested to hear about the work we were doing. And he saw we just recently ran this event and he said, you know what, let's run an or an encore through to the uk. So here we are. A big part of what I want to show you with regards to systemizing your business is how we can leverage some of the new AI tools that's available to us. It really is changing the way that we're doing business. And I feel like for those that move quickly, this is an opportunity of a lifetime. Some businesses will get left behind. Some businesses will ride the wave and reap the rewards. The reality is AI is here. GENIE is out of the bottle. It can deliver tremendous gains for those who know how to leverage them. And many of the things that previously we found quite challenging when it came to systemizing business virtually disappearing because just some of the tools and you'll learn a little bit more about that as well. But I know AI can feel sometimes a little bit overwhelming. It feels like there is a new tool coming out every second day. There's new advancements and announcements, and you kind of get that feeling that you should be doing something with AI. But sometimes it's hard to know where to. To apply AI to get the best results. So I want to explore a lot of that today. Just to get a bit of an idea, though, just type into the chat for me, if you get a sense of overwhelm when it comes to AI, Maybe type overwhelm into the chat if that's something that you feel. Yeah. All right. Daniel's straight on it there. Oh, yes. Oh, yes. Martin. Sometimes I know you are knee deep in this stuff, Mattia. Sure. Yep. No embracing it. That's what I want to hear, Alex. That's what we got to do. There's no two ways about it. Some for sure. So it's a little bit of a mix. Sometimes it can be confusing. I think the main thing is.

That level of overwhelm tends to happen before you have a big breakthrough. So you can take a deep breath and know that you are right on time, you are in the right place at the right time. This is still early days. When it comes to AI, some industries have been hit much quicker than others. And there's still the opportunity in various parts in your business to be able to leverage this technology and be way ahead of everybody else. So what I'll walk you through. I'm going to start off by sharing my slide deck and, and that way I can share with you a little bit about what we're going to cover.

I'm going to suggest because we've got some limited time together that you just close out those extra tabs, put your phone on silent and turn it upside down, focus in over the next.

Sort of 60 to 90 minutes and I guarantee will well and truly make this worth your while. I want to give me the thumbs up if you can see my screen. Okay. Yep, fantastic. And right up front I'll also see if I can get a volunteer. A little bit later we're going to do a hot seat and I'm looking for a business owner that has been in business for more than a few years, have got a few team members around them. I know we've got a lot of trades based businesses so if you're in that space that might be good because I think it'll be helpful for a few of you. But if you feel like you tick that box and you would like to be a hot seat, just pop maybe your website URL just into the main chat and then Nick and Carlin can take a little bit of a look at that and we'll pick someone to be our hot seat person. A little bit later we're going to walk through developing the critical client flow. If you've read Systemology, you might already know a little bit about that process, but it's a great place to start when it comes to systemizing. Your business.

Might just go full screen for the moment.

With regards to some time just to get a bit of an idea. Who has read the Systemology book and I'm assuming you might know a little bit about my work being here. Maybe, maybe not. The book tells all about my story so I won't go into great detail on that. The short version is I'm on a mission to free business owners from the day to day operations of running their business. I really want to give business owners the freedom to choose how they work. They can work in it, on it, out of it, really just to have the choice. A lot of business owners don't get the choice if they're not working, their business isn't working. And in the book Systemology I talk a little bit about how I came to discover really this is my passion and I've devoted the last 10 years of my life to really to crack this nut and solve this problem. For business owners of how do we go being the center cog in your business machine, to operating outside of it and having it work without you, to be as Brad Sugars talks about, a profitable enterprise that works without you. And part of that stepping stone has been really working on the idea of systems and processes and replicating the way that you do what you do, pulling out best practice and making sure that we make it possible for other team members to take over those tasks. That's really where I spent a lot of my focus. But in the last couple of years, you can't really miss the AI opportunity that is hitting us right in the face and beginning to realize how important process is in an AI world. Because as we start to get the AI to do tasks for us, I'm finding that your processes, your procedures, your how to documents, they end up becoming the programming for the machines. A lot of people are getting lost in the AI space because they're, they're going, oh wow, look at all these things that AI can do. What can AI do for my business? When a better question to ask is what am I already doing that AI can help me do faster, cheaper and better. It's a very small distinction and difference there. It seems quite subtle, but it's quite profound. That's the question to ask with AI is what are you already doing that AI can help you do faster, cheaper and better. And process is about uncovering what it is that you're doing. So that's what we'll be exploring. It's been a huge year for me. Just passed.

I launched my latest book, Systems Champion. We rebuilt the System Hub software. We just ran an event with 130 business owners here in Melbourne called the Business Systems and AI Summit. And in the middle of it all, I ended up taking a two week vacation in Thailand with the family over the winter school holidays. The reason I'm able to do that is I've built a business that gives me freedom, the freedom to choose how I work, where I work. And in the past 12 months we've got more done with less overheads and really that's just what I wish for you. And today the things that we're going to cover, which should get you a little bit closer to the mark there, I want to show you how you can document processes in a flash. So we'll talk about first identifying what are the key processes that you should be documenting. Then how do we get it out of your brain and use AI to get it documented and centrally located? Then we'll talk about getting AI to do some of the work. So I'll explore, has anybody used custom GPTs? Maybe give me a thumbs up or something like that. If you have so custom GPTs, we'll explore a little bit more about that. That is how you can program ChatGPT to have it execute certain tasks for you. We'll talk a little bit about getting everybody on board and some of the key assets you need to have in place. And then we'll also talk about, towards the end, building out a business brain. And this is actually been one of the largest breakthroughs that I've had with AI. Oftentimes you go to ChatGPT and you ask it to do something and you come back with a generic response. Has anybody had that feeling where you just Type something into ChatGPT and it looks like something you might learn from a high school business class or copied and pasted from a template and you're like, oh, how am I going to use that? And you've got to rework it quite a lot. The last thing I'll talk about today, the business brain builder is a huge breakthrough in giving AI full context about you and your situation, which then means that it does a significantly better improvement in its output and sounding in your voice and even thinking like you. So we'll explore a little bit about that as we go. Does that sound like you'll pick up a few insights and breakthroughs? Maybe give me some thumbs up. Just give me a little bit of an idea if that's what you're here to see. Okay, thanks, Lee. You, you win a special prize there. I got double thumbs up there. Okay, a couple other ones. Thanks, Martin and Katie as well. I am gonna have to find out your name, Katie, if you are really Katie. Okay, so, so let's dive into this idea of processes done in a flash. I'm going to show you inside System Hub. If you've got a System Hub account already, if you're on version one, we'll have all of you migrated before Christmas. And if you don't yet have an account, you can go to systemhub.com start. You'll get a fully functioning full access trial. All of the AI and everything that I'm going to talk about will be built in. So you can play along at home or you can take what we learned today. And after the webinar and training, you'll be able to give it a little bit of a go.

First things first though, when we think about systemizing. Who has heard of my tool, the Critical Client Flow? Just give me a thumbs up if you've heard the critical client flow. Okay, a couple of thumbs up. The critical Client flow is the linear journey that your prospect and client goes through to deliver your core product or service. It's a great way of capturing your core processes and identifying where you should get started. The old way we used to draft it out on the template. The new way is we do it inside System Hub and we even have a little CCF AI generator as well. We'll just do it a little bit manually to start though. So I'm just going to jump over into System Hub and I'll just see Nick. Did we end up getting a volunteer that we think could be a good fit?

I haven't seen one come up, but I think one of our clients should step up. To be honest, I think they're going to get huge value from it. So if I was them, I'd be. I'd be chomping at the bit to get business systemized by you or at least started. So come on, clients of mine, jump in, jump in action. We're action.

I'll make it super easy for you.

That's Wayne.

Wayne. All right, Wayne, you are our man. So perhaps just while I get the critical Client flow template brought up, can you just maybe tell us a little bit about your business?

There's. There's two businesses, but if I pick out one of them. So they're passive fire protection company that does fire doors, fire stopping, fire surveys.

We that side of the business employs around 10 or 11 direct employees and then 20, 30 plus subcontractors working daily around it. Turnover for that side of the business is around three or four. Yeah, three and a half. No, four million. Excuse me, I should know that straight away.

And it's a good business. It could be so much better. It's not as profitable as I'd like it to be. It's got a lot of potential built up in it. Government stopping an awful lot of float workflow at the moment. So I'm waiting for that to break. But New year is looking extremely good.

I think that would be a perfect business for us to work on. The critical client flow with. So can you tell me about who the dream client is? Who would be the person who pays your advertised prices is a pleasure to deal with. Refers, friends and family and you would like hundreds more of them. What Would that dream client be if you were to describe just a little bit about them?

Daddy, I'm a bit embarrassed there. I lost connection. So you just very quickly. David, say that again. Sorry.

That's okay. Your dream client for the fire protection business. Can you just tell us a little bit about the ideal one? If you could wave a magic wand just a little bit about who they are.

That's a client with a large amount of turnover for me spread over several of my services, that pays 30 days and appreciates the service that we give them.

Perfect. And if we were to think about one of those dream clients right now. So I want you to picture that person in your mind, someone you've worked with in the past. You don't have to say their name, but have them in the mind. Think about the first product or service that they would have purchased from you. Like what? What's the gateway into your business? What's generally one of the first things they purchase?

Fire stopping.

Fire stopping. Now, just so I know a little bit more about what fire stopping is, is that you guys come out and audit a property and then make some recommendations or what. What is firestopping?

We basically plug holes in a building with. With intumescent materials that stop the flame, the spread of flames for a building.

Perfect. I'm curious.

So if you look at the.

Yeah, Yep. No, I reckon that if you look.

For Grenfell's, the biggest and most obvious thing to say, fire starts in one flat and within 45, 50 minutes the whole blocks alike. Because the fire spread by stopping the fire, you contain it to one flat.

Yep. My question in the chat for everybody else, is there anybody else who is in the fire stopping business? I have not chatted with a firestopper before and I'm curious if anyone else. Type in fire stopper if you have. Otherwise, I will assume you. Wayne, might be our only firestopper here. So with that person in mind and with that service in mind, what we're going to do is if you can walk me through this, is going to be the linear journey that the prospect goes through and then they turn into a client and then you deliver that service with them. There's a couple of rules and I'll walk you through each one as we go. But the rules being we only want to capture what you're currently doing, not what you are doing. And I'll only explain it in one or two words. So with that in mind, how do you capture the attention of that target audience? Like I'm assuming word of mouth is Probably a big part for you.

Yeah, very much. There's.

Search engine optimization, I guess, Google Ads. But more importantly is is relationships and contacts that I have within the industry that will move from one client to the next. They'll start off with a client that I might be having a bit of a nightmare with and they've all. And they move over to a client that is a bit of a dream client. That relationship with that person.

Perfect. So after you grab their attention, generally speaking again we'll keep going back to that dream client and we'll think about fire stopping. What is the first way that they make contact with you? Is that via email? Phone. Do they fill out a form? Email? Yep.

Email or phone, yeah.

Perfect. And then your sales process, what generally happens like is this, you have a quick chat on the phone first or do you go out on site? Like what do you normally do as your sales process?

They'll site visit and issue a quotation.

Perfect. And then you might have some sort of follow up process if you haven't heard from them.

I'm assuming. Sorry, I don't want to put words in your mouth. Yep. And then after that let's say they do sign off and they're ready to go. Do you collect any money up front? Do you.

Wait until the job is done? When payment is collected you receive a purchase order?

Yeah, we'll receive a purchase order program that works and receive payment according to their terms.

Perfect. And then is there some sort of onboarding process once they've paid effectively that would kick the project off that you might set them up in your project management platform or there's probably some things that go on in the background.

Not really. They become a live client.

Yeah.

They are jobs active. The current, you know, I might start to try and entertain them, that sort of thing.

Yep. Is there any sort of handover from sales to the delivery team or is that handled pretty much by the same person?

Yes, it's. It's the same. It will be handed from the, from the estimator to the contracts manager and, and he will deliver the works.

Yeah. So is that estimator and the contractor, they're two separate people.

The contracts are the con. We hand over from estimation stage to contracts manager who is in house. Contracts manager and he will deliver the work via our labor.

Perfect. And then I'm assuming then we start to do the work. Now I'm just going to put, we'll just call it delivery for now. Obviously this is going to be the most complex. There's probably going to be A range of milestones and steps and things that need, you know, you have to schedule and you're gonna have to go out and audit the site and then you're going to have to make a report. Then you're probably going to have to actions and things, but let's just pop it all under delivery. And then after the work is done, then is there some sort of handover to the client or a point basically where we go. Great. We've now fireproofed your location.

Compliance report is issued.

Along with the application for payment.

Awesome. So this gives me a really good idea of the way that your business works. Everybody needs to design a critical client flow for their business. And as you saw, it only took a few minutes to do. But this gives you a great idea of how the business works. You can explain it on one page. I asked if anybody else had owned a fireproofing business and no one said yes. I can't say anything in the chat. So my next question is, do you have an understanding, this is for everybody, of how Wayne's business works? High level, just understanding flow leads come in, how the inquiries handled, those sorts of things. Do you want to give me a yes if you understood what we did there or if you have no idea? Okay, a couple of thumbs up. Thanks, Rob Mattia as well. Yes, Chloe. Okay, so we're getting a good number of yeses. That's the sign of a good critical client flow is that someone who's at arm's reach from the business can follow along and understand. So my next question, Wayne, is where in the critical client float is the pain for you? Like, what is most painful? Is it getting leads, is it selling them? Is it onboarding? Like, which parts do you think need the most work?

Get into that purchase order stage.

Perfect. Getting there, or the actual purchase order itself, or is it, well, securing, you.

Know, the quote, you know, winning the job, really? So there's yes.

Yeah, perfect.

So once you've got to that point, obviously you've won the job. Now you're literally begging for the order or, you know, eager for the order.

Yes.

And once that's there, delivering and gain confidence and repeat business.

Awesome. So what Wayne has just described there is perhaps the area that he might lean in on. If you think about each one of these boxes as a system, and potentially some of them, like the delivery, might have a range of subsystems that sit underneath them. These are the areas that we want to get documented and we particularly want to lean into the highest pain points because generally they're painful. Because maybe Wayne's involved in parts of this or things aren't quite going exactly the way that we would like, or we're paying for ads on Google and we're getting inquiries and that's very expensive to do. But we're not converting as high as we should. So maybe we want to improve the conversion rate down here to make sure that our numbers are making sense up here. Now everybody's gonna do their critical client flow. What I loved about what Wayne just did was.

Felt like things connected together. Just a little bit of a something to keep in mind. If you do this and there are gaps, that's okay because we only capture what we're currently doing, not what we would like to be doing. Sometimes if you see a gap, that's a warning sign and it gives you a little bit of an idea why something might be painful or where you might be missing something. So I suppose, firstly, bit of a big round of applause for Wayne, the volunteer that, yeah, stepped up to the plate. And I'll make sure I send you a copy of this afterwards. Wayne, now, this is nothing, really.

Thank you very much. Thank you.

Thanks, Wayne. Appreciate that. And we might check in on you as we travel through the rest of the presentation. So when we look at the critical client flow here, that's the first step when it comes to systemization is identifying what needs to be systemized. Now, the hardest bit always used to be when it comes to systemizing, business is now getting the documentation done. That was the biggest friction point. Now in System Hub, we've built out a range of different AI assistants that'll do it for you. So I'm going to come down here and I'll go to this documenting process. There's a few different ways that we can document process.

We can do a transcript to process. That's actually my preferred method. That's you meet with a team member. So if we think about Wayne's critical client flow, we might meet with the team member who does the quoting and we record them doing a quote, or we get them to talk through doing a quote and we can take the transcript from that call or that recording and then we can basically get the AI to turn that into an sop. There's a couple of other ways. We can take existing SOPs, standard operating procedures and tidy them up, or we can even have it draft from scratch and it'll ask us a few questions around what we're wanting that SOP to do, and then it'll draft it. But let me show you the transcript to Process, because this is my preferred method because it gets you the highest quality and closest to what you're doing. Because systemology is all about capturing what you're currently doing, not what you'd like to be doing, and really making it repeatable. So this is just a little video here of a team member showing another team member how we do our Facebook engagement. As in reply to comments and things like that. I'm gonna come back here and I'm just gonna paste this transcript straight in here and then hit go. Then we just let the AI go ahead and then it's going to draft up our sop. But just while it's doing that, do you want to type into the chat? Are there any screen recording softwares that you currently use? I'd love to know. Do you use Loom? Do you use Zoom? Do you use Teller? Do you use. Have you got a piece of software that you're aware of that enables you to record what's going on on your screen? Fathom Mattia. That's a great one. Jump Share, Zoom. Lot of different options here, Martin. All of them. Yep. Fantastic.

Any other ones come to mind? Bubble, Google, Meet. All of these are great. Now, depending on your business, and I know many of you run tradespace businesses, sometimes you're not sitting behind a screen, and that's okay. In those situations, you can use your iPhone, you can get a GoPro. I've got. It's over here. I'll switch the button so you can see. Oh, did that work? Yeah. Okay. That's the Osmo DJ Pocket 3. I should not have it plugged in. And I can show you. It's a little handheld thing to record. But what you should do is once you've identified your critical client flow, go out in the field and record those tasks being done. I had a client that used to clean roofing gutters and. And he got his systems champion, Kane, to put a GoPro on, and then he followed a tradesperson around for the whole day and recorded the tradesperson doing everything. And then we ended up taking those and converting those into documented process. Now, it's never been easier with ProcessPal, which is this little tool built inside System Hub and a few different ways. I just come up here now and go start. I'm gonna create a new system. I'm gonna just paste this in now.

And we'll grab. This was the Facebook engagement task. There's a little overview. This follows our best practice. It includes triggers and supporting notes and completion criteria. So I just paste that in here. I'm also gonna go ahead and copy the video because it might be helpful for someone to watch that if it's the first time that they're doing the task system Hub picks it up and embeds it straight in. And I'm going to go ahead and set this to I'll make it orange as my status.

And I've just created a system.

Took less than a minute. There's no excuse not to document your business. Now this pulled the steps from the video just by cutting pasting the transcript straight into the AI. I can now copy this link for the system. I'm gonna go back. Let's assume that this was maybe one of Wayne's systems. I'm gonna come in here and now I'm going to.

Paste the link to that system.

And I'm gonna mark it as green.

And we turn this into a little bit of a game. I hit publish.

Make sure I did that correct.

We turn this into a little bit of a game for our team where the aim of the game.

Is to turn everything green.

There we go. That's the one I wanted to apply.

And that's. We'll talk a little bit about who on your team might do this. But you can start to see how easy it is to systemize. These will be our most important systems to deliver the core product or service. Once this is done, we move into what's called minimum viable systems. And then we think about some of the other systems in our HR department and management and finance and some of the other areas. But I suppose the thing I wanted to check in with you and say, is there anything that I've covered so far that you feel is outside of your reach? Is this something that you can do? Give me the thumbs up. Like just imagine systematically working through your business, documenting those core processes and then passing them over to team members. This is step number one. This is not everything that's involved in building a systemized business. But we need to first capture our best practice. So I'll just jump back to the slide deck here.

And we'll show you a few more things.

So the old way you'd sit and spend hours typing out these processes. Now we can use the transcript to process, get it done in minutes. As I said, there are a few different ways to do it. Transcript to process is just my favorite. The idea is you start to build out a.

A library of best practice.

It doesn't even have to be world class to start with. Just figure out who on your team already does these tasks the best, capture it and make that the new standard. And then over time, we'll start to iterate and improve on that. Now, the secret to then removing the excuse, that is all too common in small business when it comes to process. Ah.

But I didn't know how. That's like a get out of jail free card. Whenever a team member doesn't do something to appropriate standard or. You didn't show me. We want to make sure that those SOPs that we document are never more than one click away from the moment in which they're needed.

So I'll show you another little trick. So basically that means putting links in calendar, appointments, project management tasks. And I'm gonna show you just here. Gone back to my Facebook daily engagement task. Let's imagine this was an SOP for getting a truck ready to go out on the field for the day. I'm gonna press the share button. I'm going to then open it in the QR code.

I'm then going to print this out. I've got my printer just over on the left here. We'll let that go. You might hear it warm up.

I take the QR code, I stick that to the truck or next to the truck, or on the clipboard where they pick up the keys and I say checklist on how to set up the truck. Now, the team can't use the excuse. Yeah, but I didn't know.

Well, the SOP is right there. I've told you exactly what I want done. No confusion. Excuse disappears. That's a big part of building a systems culture, is making sure that it's really easy for the team.

Systems and processes shouldn't add red tape or over complicate things. They should make things easier for people. And.

When you've got a little checklist that you can scan on your phone in the moment. Fantastic. Makes everybody's job easier. Now you can play around with some of These tools in systemhub.com start As I said, you grab a free trial and play around with it. But that's getting processes done. In a flash, we'll move on to the next bit, which is getting AI to do the work for you.

So.

Who has a favorite LLM that they use? You want to type that into the chat for me?

What is your favorite LLM? ChatGPT.

Does anybody else use anything else?

I probably should have said what an LLM is, shouldn't I? Your favorite AI. There we go. ChatGPT. Okay. A lot of ChatGPT. Chatty Gemini. Yep.

Any other ones? Claude? Yes, a couple of Claude. Bit of Perplexity. Great. So everybody uses lots of different AI.

What is one way that you can get a better result from AI? When you go to AI and you're using it, how can you improve the quality of your output? Do you want to type that into the chat for me? Custom GPTs. Can using AI with other AI. Yes. Be detailed in what you want. That was the one I was thinking of, Andrew. It's improving your prompts.

A lot of people are really lazy when it comes to prompting. A good quality prompt George mentioned as well. Martin's got it as well. Effective prompting. Yet a lot of people, they're quite lazy when it comes to the prompting. I'm pretty lazy with my prompting. So in System Hub, we've built out.

A prompt improver.

So all you say is you pop your lazy prompt in here. Someone might say, can you write me? Actually, let's. Let's do one live. It'll ask us what platform we're using. I think ChatGPT was the winner. So let's do this.

And.

We'Ve got options. We can go basic or detailed detail that just asks more questions, but I'm going to go basic because I'm going to give it a really lazy prompt.

There you go. I told you, ChatGPT.

Sometimes AI, the robots.

I still need a little bit of massaging. All right, so here it's now asking for the prompt. So can you please write me a script for a short YouTube video to promote my plumbing business?

I just did like a little voice to text. Does anyone use voice to text? Do you want to type that into Ah Lee? There you go. Speaking to it. Voice note rather than typing. That's right. Yep. Nick's all over it. There's a great tool called Whisper that I love that helps you do that. So what it does now is it gives. Goes through.

Some phases. This is all programmed in the back end of it, but you can see it'll do some prompt analysis, then it's going to do some optimizing and then it'll come back. So you saw how lazy my prompt was before, but now it's saying I'm an experienced screenwriter. We want to create a script for our plumbing business.

We want the opening three to five seconds to immediately grab attention. We want it to.

Introduce the solution, identify three or four of our services and then how to deliver it. So the difference now if we compared my lazy prompt with this prompt.

The output would be night and day difference because it's giving a role, it's giving the task, it's Giving the context all the pieces that we know the AI needs. Now that's probably something for a little bit of a homework exercise for you is to compare the output from a lazy prompt versus that prompt. Now, the reason I show you that it's not just the tool in System Hub, I'm going to suggest, if you're not already doing it, you want to build out a library of prompts for your team. Because you're going to uncover prompts that you use for your social media, for replying to clients, for.

Drafting content, for analyzing sales calls.

So let's say here, we might want to come in here and this is what we do. This is how we share it amongst our team. I'm gonna create this new one here and we'll post in our prompt. And this was a YouTube script writer.

And I'll put it to orange cause we're still gonna do a little bit of work on it. But as you start to build up these.

And we share them with our team and we improve them, prompts are effectively like.

Systems and processes, but for the machines. So treat your prompts the same way that you do your SOPs and then I'll show you a little bit later how we link the two together.

So just a little tip there on building out your library of prompts. Does anybody build out a prompt library or have a prompt library available.

For their team? Just give me a yes in the chat and we'll see if anybody's already doing this. Okay. So Martin has. You're a systemologist though, Martin. I would expect that.

Is there any other. No. Okay, Just keep in mind. And Dave, your systemologist as well. So our systemologists have. Which is great. Just something to think about, building out this prompt library.

Because effectively these prompts, as you perfect them, as I said, they're kind of like systems that we are using to program the machines. Now I want to take this up a level and I want to talk about how we can then use some of these prompts to then program custom GPTs that we can also share with clients. So here's a huge opportunity. Again, going back to what I was talking about earlier, where a lot of people are missing, where AI can help them. The secret for AI is actually to look inside your critical client flow.

So the AI opportunities exist in what you're already doing.

So this is just my critical client flow from when I used to run my digital agency many lifetimes ago. But inside Here.

Lie the AI opportunities. Custom GPTs for generating content, lead qualification workflows.

Proposal generation, creating A custom GPT that helps us do that. Sales call analysis, drafting, onboarding, emails.

There's. I've written in your delivery, because every business is a little bit different. But this whole first bit here, each one of these, you should be asking, where is the AI opportunity? How and where can I craft a prompt and then turn that into a custom GPT? Now.

Whenever I get stuck, I just think, oh, how can AI help me do that? So we've built a custom GPT builder inside System Hub. So underneath the AI assistance.

This AI assistant builder will walk you through a wizard on creating custom GPTs. Now, I won't go into it just now because I think there are only a handful of people that said they're using custom GPTs. But if you take anything away from this presentation, you should be investigating custom GPTs. If you're using Google. Is there anyone who is using G Suite? Type in G Suite into the chat if you're using G Suite.

Let's see if there's any G Suite people. Okay, so Dave Drimney is. Any other G Suiteers? Yep. Okay. There's a few. Chris Martin. So for G Suite, you want to investigate Google Gems. Google Gems is Google's version of custom GPTs, but it's built inside their ecosystem, so the security is a lot tighter. You can also look, Microsoft also has one using Copilot. I'm not as familiar with it, but they also have their equivalent. Basically what custom GPTs and Google gems are. We can take our prompts and we program one of these Google Gems, we can share it with a team member, and then rather than them having to play around with prompts and put prompts in you, you tell that Google Gem exactly what you want it to do. In fact, I'll show you an example in a moment. That's probably the best way for me to do it, but I know that's a little bit of homework. There's a master class inside System Hub that actually walks you through how to do this and what these look like. I know we've got a few System Hub subscribers here, so I'll point you to the right direction. If you go to the training section and then you come down to courses and you look under masterclasses, there's a masterclass that teaches you about creating custom GPTs that will walk you through what needs to be done.

But there's also as well, if you're struggling to think about what are the AI opportunities in your business. I talked about looking in your critical client flow, but also I've Put a little cheat sheet for you.

Just down here underneath the starter systems AI prompting. This is like an AI opportunity finder in each of the different departments I've written where low hanging AI opportunities are. So finance, HR management.

I've even loaded out a range of best practice prompts in each of the departments as well, just to get you started. So again, I, I'm always mindful. I don't want to throw you too far off track though. If you just focused on your critical client flow and you looked for the AI opportunities there, you'd have a huge breakthrough. But let me show you just quickly how one of these custom gems or Google gems or custom GPTs might work. So because this is the bit that most people miss when it comes to.

Actually getting your team to use the AI. So this is a script that I use when people are interested in our Systems Champion Academy. So I'll have a call with them. We set the expectations, we talk a little bit about what their pain is, we talk about the cost of inaction, create a little bit of a gap and then if it's the right fit, we'll introduce the solution. Now at the end of the call, there's two things that need to happen. One, I need to draft them an email and two, I like to do some sort of analysis of the sales call. I've created a custom GPT.

Or a Google gem. I've done both for the example that will draft the email for me. So watch this. I'll open up my custom GPT.

And I've programmed this using that custom GPT builder that I mentioned before. The first thing it does is it says give me the transcript. So again, normally I would do this inside my Google gem because I prefer the security of Google. But I know many of you are using.

ChatGPT, so I'll just show you this and then I'm going to copy and paste this in. So this is the script from the sales call that I had with a client that was interested in joining the Systems Champion Academy. I didn't prompt anything. I've already done all of the programming, I've given it templates, I've told it what I want it to do. Now all I give it is the transcript. It's going and going to draft the email reply that I sent to him straight after. Now in the call I, I uncover things like, you know.

Case studies and I talk about what would be the right plan for them and they'll talk about.

Some of their challenges and whether or not it's the right Fit. And we'll let this go in a moment. It'll draft this up. So it says here, systems Champion Academy. The next steps for you, Bella, and the new facility. Hey, Jay. I really enjoyed our chat. Thanks for hanging out for the 15 minutes. It turned into 35, blah, blah, blah, blah, Blah. From our conversation. 15 years in business. I know you kids are seven and four. I know what your vision is. It's. This is tailored hyper to this client, then makes the recommendation of what he should join and then gives him some next steps. Now, this is probably a little bit longer than I would normally write, so I might ask it, hey, can you shorten this for me? But the bit I want you to take away is.

It'S. It's getting great prompts, it's developing Those into custom GPTs or Google gems, and then it's embedding those into your systems so your team follows that process. If you get that connection, there is a huge amount of low hanging fruit for you when it comes to leveraging AI. Just so I know, I don't know if I'm going too quick or if this is making sense. Can you maybe type into the chat or something? Give me like a. Hell yeah. This is awesome. If you're enjoying this or if you like. What is this crazy Australian on about?

All good music to my ears. Outstanding. Makes sense. Okay.

I still don't know who you are, Katie, but I'm glad it makes sense. All right then, we've got Alex. Lovely. Okay, great. We're following along. Excellent. So the next thing to take it to that next level. I ran this summit in Melbourne a couple of weeks ago. Now. We had about 130 business owners. I invited one of my clients along, Shannon Schmidt, and she's a accountant in the Mornington Peninsula, a few suburbs away from me. She's been with us for close to 10 years, pretty much since I launched System Hub. When AI hit, she was ready to go because she documented all of her processes and she started converting different SOPs into robots, leveraging robotic process automation and AI. One of the tasks that she told us in this presentation she did at the summit, she used to have a team member that would log into the Australian Tax Office portal and would look for updates and anything that needed to be sent to clients. They would do that once a week for every client.

She had. That all very well documented. She leveraged some RPA and AI, got that task from taking a thousand hours over the course of the year and took it down to eight hours.

That pretty much dropped straight to the bottom line and freed up her highest quality team members to work on higher value tasks. The stuff the robots can't do, building relationships with clients, hopping on the phones, that sort of stuff. Instead of doing copying and pasting type jobs. Now that's one of close to about 50 or 60 different tasks like that she's found in her business. Now it's an absolute game changer if you're on my database. I emailed out the recording from her presentation just last week, so I'll arrange with Nick to get this out. Or if, if you try the System Hub trial, just ask the support team and we'll get you a copy of Shannon's session because she's the real world example. And I talked about the masterclass that walks you through it. You, you can try it all out in System Hub. Just get yourself going on that trial. So we'll move into this idea of getting everybody on board. Now how do we keep everybody accountable to process? If you want to, just type into the chat. What are some ideas on how we keep your team accountable?

Any ideas?

Obviously I talked about. One of them is let's get a process documented because we can't hold someone accountable if we haven't set, you know, the standard and given them an sop. Yep. Nick mentioned. Great one. I love workshops and meetings. Getting your core values right. Yep. Any other ideas on follow up training? Yep. That's how you hold someone accountable, following them up. A big part of it is setting the expectation right at the front.

So getting a staff handbook in place and those documented SOPs and position descriptions and linking your position descriptions to some of the SOPs that relate to their role. So that way it's very clear around what your expectations are. The old way of doing this was you'd spend weeks. I literally took about two months having a team member write out our team handbook. Now we've got all the templates in System Hub. Use AI to rewrite it for you and you can rapidly develop your version one for your team handbook.

The old way to write out position descriptions would take half a day of an HR person. Most small business doesn't usually get it done just because.

You don't have time and it's generally not your role. Now using the templates.

It can be done at the speed of AI. Get very clear on what each of your team members does.

And share it with them and get them on the same page. That's step one in holding them to account. And then just like a few people mentioned Toby and Nick around the Training and having follow up work. You can build out training tracks inside System hub where you start to link everything together. So we have our policies in here and I'll show you one of ours. So let's say we have a.

New team member come on board. Actually there's the.

Handbook.

And.

See which one I am looking for. Probably even easier if I build one out for you. So let's say here, build a new policy, let's say you've built out your handbook, you've built out a range of SOPs and we're going to say your first day.

And down here.

Ah, that's why I couldn't see it. I'm in the wrong section. Going to come over to training here. Yeah, new onboarding hire. Here we go. So your first day.

This walks someone through how they've successful at Systemology and it links to various policies and SOPs that we want them to review on day one. And as they walk through they then sign off on these items like they click on them and then they can agree. You can see I've already agreed to this. But it's that, that last bit that a lot of business owners miss, especially small business owners because it's had been quite hard to develop things like that rapidly. But if we remove the confusion, if we set the expectation, if we remove the oh but I didn't know how and we start to program people on the way in.

Compliance is much easier. You'll actually find the most resistance you get to introducing a systems culture is from your existing staff. It's the team members who are stuck in doing things a certain way because they've always done it. And when you introduce things they're like oh, why do we have to change? Well why do you want to know what I'm doing? Why do you want to document that? Should I be worried about my job? Like there's all this rubbish that goes on in the sides of some team members if they feel like, you know, their job's at risk or there's change. But if, if you recruit well and you onboard well a lot of those problems just disappear.

So a big part of the Systemology framework, once you get over the critical client flow is then how you recruit and induct new team members in.

Now the last thing that I want to share with you is.

Something that's been a huge game changer for me around how I use AI and the results that I get from, from it. I think this idea will really kind of change the way that you think about and use AI. So I suppose my first question and type the answer into the chat.

Who has struggled to get high quality output from an AI on more than one occasion? Like sometimes you type something in and it just misses the mark. It doesn't sound like you, it's too generic. Some of those issues I meant mentioned earlier just give me a struggle or. Yes, or something in the chat, just so I know that I'm not alone. So Wayne was straight on it. Thanks, Wayne and Chelsea.

So what I'm going to share with you is how to solve that problem.

Now.

I'm not some AI engineer and I'm probably going to butcher this in my explanation.

However, as long as you get the key concept, it'll make all the difference. AI is like this huge blob of information and when you ask a question of.

Takes into account all of the information that it has access to.

And when you ask a general question of a general knowledge device, you'll get a general answer.

So.

The secret to get better quality output from AI is to give it actually what do you think it is type into the chat on. On what you think you should give it, which will dramatically increase the quality of the output. And the idea of a better prompt is part of it, that there's a little hint in that. Okay, Clayco winner, winner. Relevant information, specifics, context. That's the secret. The more context you can give the AI, what it effectively does is it says, this is my situation, this is what's important to me. This is everything that you need to know about me.

Now try and answer my question. If it knows your client avatar, if it knows your products and services, if it knows your personality, you will get a significantly better output. So what context do you think that lives in System Hub that might help to program the AI better? Just type into the chat what context you think is sitting in System Hub.

Gareth was right with the details. It's all in the details, Martin. Everything. Yes, Martin, is correct. Your handbook, your avatar, your USB, your personality profile, your SOPs, your position description, your writing style, your products and services, all of this information. So when I had this breakthrough, I, I thought, how do I make this easy for everybody in System Hub? So I've done a few things that firstly, underneath the systems there is a section called the Business Brain Builder. It's a series of AI prompts that will take you through a guided journey to draft.

Various aspects of your business that, that we can give context to the AI. So for example, the client avatar.

Takes about 10 minutes to complete and it'll create a Custom avatar profile. Your unique selling proposition usb. You'll take your writing and you upload a writing sample and it'll analyze your writing.

Personality profiler, get it to ask you a series of questions and your team and save the personalities. I generally start with myself because I want it to know my disc profile, my Colby score, and then it does a much better job at giving me the answer that I'm looking for. So we build out this information here and then we save it.

Up in here.

The business brain. I've broken it into different sections, but here's my client avatar.

Now, when I attach various bits of context to an AI that I'm working with.

Just like if we improve our prompt, imagine we go back to the one that we did earlier. Can you please write for me a short YouTube script to promote my plumbing business? Imagine that one. And I did the prompt improver and then I attached a PDF and said, I've also attached a detailed analysis of my target client. What do you think happens to the output?

It changes the game. Now I'm gonna come into here and show you. Underneath settings, I've built out a thing called print manuals. So what you do is you come to new manuals and then you piece together the bits that you want to have appear in this manual. So let's say I was creating.

A custom chippy tea on writing out those YouTube shorts and I said, I want to give my avatar, I want it to know my usb.

I want it to know a little bit about my writing style.

I want it to know.

About my products and services. Because all of that information would help when I create this custom GPT. I'm going to create a new manual now and I'm going to call this one.

My. Let's call it the YouTube title.

Context title. Yeah, context, that's fine. And I'm going to select it as a PDF and I'm going to hit generate, give this a minute or two and it compiles all of that information into one PDF and I'll pull one just here. So let's say something like.

Look, it doesn't matter, let's just do this one.

And I'm just gonna see if I'd love to be able to open that. Now. Let's see if that works. Yep. So it basically pulls it together like this, just simple plain text and it moves into everything that I stitched together.

Now if you attach that to a custom GPT or any query that you were doing. Game changer.

Absolute game changer.

So you can try it all out@systemhub.com start and we'll just move into the last part. I tried my best to shrink it a little bit. I think we covered a lot of ground. I wanted to have a little bit of space for some Q and A at the end. But just before I do that, firstly I want to see if you've had any big insights from today. Can you maybe just. If you were going to describe today in one word or this session, can you type that one word into the chat?

So what I just want to know. I've.

Yeah.

If this is if you've got something from today.

Thanks, Nick. Thanks, Wayne. Yes. Motivated. Inspired. Integrated. Insightful. Transformational. Motivated. Awesome. Gotta dig deeper into those SOPs. 100% Gareth. Efficiency. Insightful. Great. Okay, well, we've had some really big insights. I'm going to leave you with one last idea and then we'll take some questions and we can really talk about anything you'd like. The last insight I want to give you is something that.

Really has.

Been identified as the biggest leverage point for me in systemizing business. So much so that I wrote a book about it. I wrote Systemology First. This is a book for the business owner that talks about why they should systemize their business and how it's the system to systemize your business. I wrote a new book called Systems Champion. This one is for the team member that helps the business owner systemize the business.

You've come today and you'll get lots of great ideas.

You don't need to be the one that implements all of this. In fact, you're probably the worst person on the team to be documenting the processes. Even though I've shown you how easy it is. You want to find someone on your team who is naturally detail oriented. They automatically create checklists. They're a process person. Maybe it's your wife, maybe it's your son or daughter, maybe it's the administrative assistant who has a little bit of extra capacity.

Give them the tools, give them a copy of Systems Champion and empower them to do it for you. You will get busy. Systems are always important, they're never urgent. As a busy business owner, you are always going to prioritize getting back to that client that is in urgent. Oh my God, they've got a chat with you mode. So you might do this a little bit and forget about it. This is too big an opportunity to leave. Don't kick yourself in 24 months time when you go, I should have done something with that AI.

I should have. I was on the Webinar. I was there, but I got busy. I got out on the tools on Wednesday morning and I forgot about it.

You need to get someone on your team to chip away at this. All of my best clients, the ones that have had the standout results, all of them have a systems champion.

That lady Shannon Schmidt, I mentioned earlier, her son Ryan is her systems champion.

That roof gutter people that I was talking about, that's Kane in the bottom right hand corner.

Erin Stanard. The one in the top right hand corner, Ryan Stannard's son, Daughter, rather.

I've got an interview coming out with her shortly. She spoke at the Business System Summit. Success leaves clues. Get yourself a systems champion. Give them the right tools, step out of the way and leverage this opportunity.

Everything that I've talked about today, you can access it immediately and free by going to systemhub.com start all of the AI assistants, the masterclasses, the templates, the software, it's all ready to go. I can tell you now that no matter what your goals are for 2026, systemizing your business will only help you get there faster. It doesn't matter what your goal is. Gary. Gary McMahon on the left there, he started systemizing his business, doubled his gross revenue over 12 months, took his net profit from 8 to 30% and took his first vacation in five years. He did that over 12 months. He told me that Systemology and System Hub pretty much saved his marriage.

Because he was so all in on business. He was doing 80, 90 hour work weeks. Ryan Stannard, the guy in the middle there, builder out of Adelaide, owns a residential building company. His daughter Erin, you saw a photo of her a little bit earlier.

He's scaled his business, took seven weeks off over Christmas. That was two years ago. And he said the only way it would have happened was with systemizing. Janette Faron on the far right there, Diggy Doggy Daycare. Systemized, stepped out of the business, did it over the course of two years and then sold it to PetStock, an ASX listed company for a multi seven figure exit. She's very happy with that. If you're looking for more time, if you're looking to scale, if you're looking to sell.

Systems, you can't do it without systems. You must master this. I'm not special, I'm not a shark tank guru, I'm not a professor. I didn't go to Harvard, I didn't go to university. I don't shoot lasers out of my eyes. I can't fly, I don't possess magical powers, nor does any of.

The case studies I just mentioned before. This is not hard. I'm just a guy who stumbled on what I think is the best kept secret in business and AI is just magnifying this. So hopefully you got a bit from today. I'd love to do some work together at the very least. Start with the book and chat with Nick. I mean you're in really great, safe hands with him. He's been a long term supporter of the work that we do. So we might even finish up and get a couple of words from Nick and then we can answer a couple of questions. So I'll just do a stop share.

And there. Nick, I don't know if there's any takeaways you haven't really seen Inside System Hub 2.0 so I'd love your fresh take there and if there's anything else you'd like to, to add.

Unbelievable. First, on behalf of all of us clients, thanks for doing this for us because I know it's late, you know, it's in your family time, but you know, yeah, systemology and me being the systemologist and literally banging the drum here. All our clients have heard of the book. Most of them I think have read it or listened to it. I think the next one, you know, they need to finish or start and finish. Systems Champion, that one is a, goes into a lot more detail and some of the specifics of what you touched on today. But you know, if you're not on the bus with AI, you're going to get left behind. If you don't do it, your competitors will. So I, they, you know, they've been taking the mickey out of me for the last two years and oh yes, we're 50 minutes into the coaching session. He hasn't, he hasn't mentioned AI yet or chat gbt and now they're all obsessed, but they're obsessed for a reason. And the way that you implemented and integrated chatty or you know, the AI element in there is an absolute, total and utter game changer. I mean I've been blown away. I'm sure there's lots of minds that have been blown. I've had people texting me saying, oh my God, blown away. And it's the way of the future, it's revolutionary and you can really, really get some great competitive advantage over the next year or two. Like you say, you don't want to be left behind. So thanks to you and I'm pleased that everyone did arrive and they see the value in it and I hope they take action off the. Off the back of it.

Yeah, they should. Awesome. Thank you for the kind words. Happy to take any questions. If you want to type anything into the chat, it can be what we talked about today. It can be just about systemization or AI. Feel free to either type it into the chat or just put your hand up if you know how to do that in Zoom. We can unmute you and answer a couple of questions and we can go from there. Dave, Dre was just asking about the recording. Yes, we will get you a copy of that. So perhaps I'll get one of the team to shoot that one over or. Or just shoot me a DM in circle and I'll make sure I get that for you. Fantastic. Any other questions or comments?

What's the daily time?

Yep. Perfect. All right, well, I think, as Nick mentioned, it's pretty late for me. We're just coming up to 10 o', clock, and I think it might be time for me to wind down for the night. So thank you all for joining. I. I'm looking forward to doing some great work with you. So reach out if you've got any questions. This is my jam. This is what I love doing. I love helping business owners get off the tools out of the operations and build businesses that give them true freedom. So thanks, Nick, for prompting and making sure that this happened. Great to see everybody. Huge turnout and looking forward to talking soon. Okay, you know what? There's. There are a couple of questions coming through, but it's going thick and fast. So, George, I might reach out to you and. And just answer that one. So. Perfect. All right, thank you. Have a good night. See y.