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March 17, 2025 13 mins

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

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

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

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

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Episode Transcript

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Alexa (00:00):
You guys.
I have to tell you there is anew tool that I cannot get
enough of, and it's actually aspin on an old tool.
So I've talked about Notion foryears now, and we haven't been
leveraging it to its fullestextent, and with the Notion AI
rollouts, it is mind-blowing howmuch more we're able to do with

(00:23):
it, and so in this episode,we're talking about the ways
that we're using Notion versusOrbit and how the two kind of
work together.
So in my business, we havereally three core platforms we
have Orbit, we have Notion andwe have Slack.
And so, as we start building ateam, the biggest challenge is

(00:43):
information sharing and makingsure that there's accountability
making sure that when tasks areassigned out, there's
accountability.
I read a stat recently thatsaid that when you're working on
a group project, 90% of thetime spent on that project is
waiting on other people, and sofor me, a really big part of

(01:03):
that comes down to gettingpeople the information they need
much faster, and so with NotionAI, they actually integrate
with Slack, and so when yousearch Notion AI, it pulls from
all of the different databasesand all the information you have
in Notion, and then it alsopulls from the conversation
history in Slack, and so mydream for the future is that

(01:24):
Notion is going to open up theirconnectors and give us the
ability to build an integrationwith Orbit as well.
So when my team is looking forsome information, they can
search Notion AI and it's goingto pull in all of the different
information related to that.
And so I have to give you alittle context about how we're
using Notion versus Orbit tosort of explain how this works.

(01:45):
So Orbit is, it's our CRM, ithosts our funnels.
Think about everything relatedto the client experience, to
marketing, lead generation, allof that right, so think of it as
more of like for sales andmarketing.
There is the operations aspect,because of all the automations
and things like that, but forthe most part it's kind of the
sort of outward experience thatsomebody is going to feel when

(02:08):
they interact with our brand.
But then there's the other sideof it, and this is where I
think most people reallystruggle in terms of building a
team and getting information towhoever they're hiring, and that
is having your sort of internaldatabase, or internal brain, if
you will, of your business.
And that's where Notion comesin.
And so we use Notion forseveral different reasons, but

(02:30):
the main ones are we run ourteam using what's called the EOS
model, which comes from thisbook called Traction, and when I
learned about it it became likethe only way that we run our
meetings now, and so we followthe traction model, where we
focus on our KPIs and thingslike that, and then we also use
Notion for storing informationabout current clients.

(02:53):
For example, when our showingagent is going out showing
properties, she leaves hershowing feedback in Notion
rather than in Orbit, becauseit's just become a much simpler
experience that when we'repulling from the AI, all of a
sudden we can say what's thelatest on this particular client
and boom, it pulls everything.
One of the integrations thatI've built into our Notion is

(03:17):
actually pulling in all of ourFireflies recordings.
So every time I have a meetingwith a client or a meeting with
our team whatever it is thatgets stored in Not meeting with
our team, whatever it is thatgets stored in Notion with a
summary, the transcripts,everything, and then from there,
when you ask Notion AI like,hey, what's the status on
whatever it ends up being, orcan you remind me what we talked

(03:38):
about in this meeting?
Notion AI is also able to pullfrom that right?
So think about this we'regetting all of our meeting notes
.
We're getting all of ourmeeting notes.
We're getting all of our sortof client information.
We're pulling from all theconversations that are happening
in Slack and the only otherpiece of that is to be able to
pull in the conversations thatare happening with the client
directly.
And so one of these days I'lldo like a deep dive into my

(04:01):
Notion setup and how we use it.
We also use it for ourknowledge base.
So whenever we have ourchecklists in Orbit, for example
, let's say we take a newlisting, or let's say we're
preparing for a listingappointment, right, like, how do
you fill out the listingagreement?
How do you run the comps?
Like, how do you put togetherthe marketing presentation those
are all tutorials that we'veput together and recorded and

(04:23):
stored in Notion, right?
So when my team wants to knowhow to do something, they can go
in there and do that.
We also have it assigned out byrole, so everybody knows who
does what in the process.
And our rule is that if youfind a better way to do
something like, just make sureyou update the SOP, update the
recording, so that way,everybody is in the loop, right,
and so that is something where,all of a sudden, there's this

(04:46):
like really high level ofcommunication where we're not
having to wait to hear back fromother team members.
We're able to just very quicklypull the information that we
need.
And so I truly believe that thefuture of running a really
successful business is going tobe very tech driven, but it's
going to have a verypersonalized, very sort of human

(05:08):
type of feel.
So think about when you use theAmazon Alexa or you talk to
Siri or whatever.
It is right Like the technologybehind that is insanely
powerful, but the interactionexperience is so simple.
And so this chat, gbt era,right, where we're able to
communicate in a conversationwith AI and it's able to give us

(05:29):
information, it's able tosummarize information, it's able
to pull information, I trulybelieve is the future, and so
I've talked about in a previousepisode that one of the other
things that I really want tofocus on in terms of the AI
aspect is to be able tocommunicate with the CRM over AI
and through Slack.
So I want to be able to have aconversation with Luna, who is

(05:53):
my IT support AI agent, if youwill, and say like, hey, I just
had a meeting with Bob, here'swhat we talked about Can you
send a handwritten note andcreate a follow-up task for
three days from now, or whatever, and having the AI agent being
able to go in and make all ofthose updates to the CRM.
So now I'm not having to go inand manually track all of that.

(06:15):
I can focus on clearing mysmart list, clearing my tasks,
and I know that everything isgetting done.
But the actual day-to-dayupdating of the CRM happens
through the conversation bot,and so that is a really big part
of what I think the future ofAI is going to look like in
terms of interacting with yourbusiness, and it's going to make
it easier for bringing peopleinto your business as well,

(06:35):
because the AI becomes almostthe algorithm or the brain of
your business as well, becausethe AI becomes almost the
algorithm or the brain of yourbusiness.
Now, the other piece of thisthat I'm starting to really lean
into is the AI to help us withcontent creation.
So one of the things that I didwas I put together this outline
of tons of content hooks thatreally just work really well.
Right, they've been studied,they've been tested all that fun

(06:57):
stuff, and so we loaded thatinto Notion AI and because it
has all of my transcripts fromvideos that I've done, it has
all of our meeting notes, it hasSlack, it has Notion, it has
our tutorials, it has all thethings right.
You can now ask our Notion AIhey, give me five content hooks
that are relevant to what'sgoing on in the business right
now, and so it's gonna pull fromall the recent notes that are

(07:19):
created.
It's gonna pull from Slackconversations and be like oh,
you should talk about it likethis, and here's the hook for
the video.
And all of a sudden, boom, likeyou don't have to think about
content creation anymore, youdon't have to think about all
the work that goes intoresearching, taking that a step
further, by the way, and I hopethat in listening to this, I
hope that you're as mind blownas I've been by the capabilities

(07:40):
of what's coming to AI.
I'm so excited about this and,granted, like, all of this is
still kind of concept, right,and we still have to build all
of this out, but understandingwhere we want to take this is
what I'm most excited about,right.
So this is the same thing aslike when we started building
funnels, it was like, okay, well, what does this experience end
up looking like?
And all of a sudden we startbuilding out, implementing,

(08:01):
executing and we're like, oh wow, this actually works, let's
keep going.
And so now I think that AI,once you have kind of the
funnels right, the outwardfacing experience of your
business, it's time to work onthe inside of your business and
make your business run better,more profitably, and to not need
a bajillion people in yourbusiness to run really, really
effectively.
And that's where the AI comesin right.

(08:22):
But going back to what I wassaying before about the content
creation aspect, think about itlike this One of the most
impactful content that I createis my green screen reels, where
there's like the article behindme and I literally just talk
about the article right, likewe've had several of those go
viral.
We've had one that did like260,000 views.

(08:42):
We got a bunch of leads fromthat one.
We've had a couple that havedone like 20 or 30,000 views,
things like that, right.
And so I'm not saying that'sthe only way to create content.
All I'm saying is I've seen thedata and those have worked for
us, and so the most annoyingpart of that for me is doing the
research to go find thosearticles, and so the very next
project that I'm going to beworking on is building an AI

(09:05):
agent that can go and search theinternet for all these articles
, put them into a Notiondatabase with the date, the
summary of the article, the linkto the article, and then even
giving some potential contenthooks and letting the AI do that
on a daily basis.
Right?
So when it's time for me to sitdown and record, I can then go
into Notion AI and say, hey,what are the topics that I

(09:26):
should record today?
And all of a sudden, boom, it'sright there.
We don't have to think about it, the research is already done.
And these are the things that.
Well, yes, it's going to take mea little bit of time to figure
out how to do this and like, yes, I could hire someone to do it,
but what I found for myselfthat works really well is I need
to spend the time to learnenough about a topic in order to

(09:48):
hire well for it, right?
Because number one, justbecause somebody can do it
doesn't mean they do it well.
And number two, if you don'tknow what needs to be done in
order to sort of roll out andimplement and execute on your
vision.
People can charge you whateverthey want to, and so it ends up
taking longer, it ends upcosting more.
You end up working with peoplewho don't really know what
they're doing.
They're just Googling andwatching YouTube, figuring it

(10:09):
out as they go.
But when you know enough abouta topic to speak intelligently
about it, all of a sudden it's alot harder to dupe you right.
It's a lot harder for them tounderstanding, kind of exactly
the way that I want to do itplaying around with it, figuring
out what my actual roadblock isand then going to hire.
That.
One specific thing is really howI've been able to hire so

(10:31):
affordably when it comes to,like, working with VAs and
working with outsourced talent.
But a lot of times I thinkagents, they start trying to
hire and they're like, oh, Ijust need someone to like,
basically take away my overwhelm.
But the reality is we have toprocess our own emotions, we
have to process our ownoverwhelm, we have to process
our own stress and sort of dosome of the organizing and the

(10:52):
processing before handing offthose tasks, and so that is
really one of the biggest thingsthat I see in terms of agents
working with talent, and sotoday's episode was really just
kind of casting the vision ofNotion AI right, like that is
going to continue to become amore evolved brain for my
business.
My team is loving it and it'sbeen very cool to see how all of

(11:14):
these pieces are starting tocome together and all the
different ways that we cancontinue to leverage Notion AI
to make it a smarter brain forthe business.
Right, and so think about evenwhenever I record content,
loading the transcripts in there, where I'm now taking the
content that I'm recording, theeducation that I'm sharing with
the public and also using it totrain my Notion AI brain.

(11:39):
When my team asks a questionabout how we do a certain thing
or why we do something a certainway, or something about the
process specific to our niches,our Notion AI brain really is
almost like them being able tohave an actual conversation with
me, because it's not justpulling the recordings, it's
pulling current events and it'salso pulling all of the history

(12:00):
of all the Fireflies meetingswhere I'm talking to the team,
I'm correcting them, all ofthose things and it's also
pulling from Slack.
So that way, any conversationthat my team is having about a
specific topic.
It's like all of theseinformation aspects become the
training for the brain, and so Iknow I've said that like 20
times, but I can't evenreiterate enough how powerful

(12:22):
this is going to become.
Ai is amazingly powerful on itsown.
The capabilities of what the AIcan do is only going to
continue to grow, and so nowit's being intentional about
training the AI to think likeyou and giving it the
information it needs to give youthe output that is going to
bring you closer to your goals,and so that is really the

(12:43):
project that I'm super focusedon right now.
Right Like, we still have ourNurture Funnels challenge coming
.
We still have FulfillmentFunnels coming, but as we
continue to build on the NotionAI, the actual manual labor that
happens in rolling out thefunnels, rolling out the
automations, updating thedatabase, become less and less
and less, even into FulfillmentFunnels.

(13:04):
Right, updating the databasebecome less and less and less,
even into fulfillment funnels.
Right Like, having the AI takea role, in that, all of a sudden
, you don't need as many VAs,you don't need to spend as much
time building out the systems,because the AI does a lot of it
for you, and so that is wherewe're going with this.
I hope today was helpful.
I hope that you are asfascinated about all of this as
I am and, as always, join in onour daily Facebook discussion in

(13:27):
the Business Systems forRealtors Facebook group and I
will see you in the next video.
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