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5 Business Tools that Help Us Work Smarter Not Harder
Episode 78th August 2024 • Growing a Deeply Rooted Business • Jessica Walther & Rachel Lopez | Rooted Business
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In this episode of the Deeply Rooted Business Podcast, Jess and Rachel dive into their top five must-have tech tools that have significantly transformed their business operations.

They provide insights on how each tool enhances efficiency, supports customer experiences, and keeps their business running smoothly. Jess also shares some advanced automation strategies, while Rachel highlights the advantages of using her go-to email platform for email marketing. This episode is packed with actionable tips and recommendations for business owners looking to optimize their tech stack and streamline their operations.

Timestamp:

00:17 The importance of tech tools in business

03:21 A must-have tech tool to organize your business (and life)

07:53 How to connect different tasks, apps, and platforms

11:49 How to leverage AI Tools for business efficiency

16:17 Email Platforms: ActiveCampaign vs. Kajabi

19:33 How to effectively communicate with team members

Resources:

NOTE: This description may contain affiliate links that allow you to easily find the items discussed in this video that support my channel at no cost to you. While this channel may earn minimal sums when you use the links, you (the viewer) are in NO WAY obligated to use these links. Either way, I appreciate you for your support!

Connect With Us:

Jess Website

Rachel's Website

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Work with Us 1:1

Rachel's Services

Jess's Services

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Learn with Us

Get Jess's Sustainable Success Systems Starter Kit, a Notion Business Management Systems that takes your business from overwhelmed to organized with 4 foundational workflows. <<Learn More Here>>


Diagnose Common Launch Problems and Fix Them Fast! Get the Launch Cure Guide : https://www.thelaunchcollaborative.com/launch-cure

Get Rachel's Guide to a High-Converting Email list to learn 4 shifts to elevate your emails & embrace sustainability in your marketing. <<Get it Here>>

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Transcripts

Speaker:

jess_1_07-22-2024_130601: Hello, and

welcome back to another episode of

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the deeply rooted business podcast.

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My name's Jess.

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If you're new around here, I am your

operational expert side of things.

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And I'm here with Rachel.

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I love your glasses today.

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Our marketing mastermind.

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Today we're going to be talking about.

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Another one of my favorite things,

I feel like we've been talking about

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all my favorite things lately, and

that is tech tools as an operational,

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person, I love me some tech tools.

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I actually have to be quite careful with

not bringing on to be conscious about

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keeping my tech stack slim, because I

like to try out a lot of tech tools.

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So I have to do pretty much a quarterly

audit, like kind of look through all

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of the subscriptions that I'm paying

for it and making sure that I'm,

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still actively using these, but today

we're really going to be sharing our

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top five ride or die tools, Ones that

have really transformed our business.

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Ones that I don't see canceling

in the near future ever.

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And I think it's really important

to talk about these things because

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if you don't have the right tech

tools in place that's where you can

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get into just some inefficiencies.

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with your team, communication breakdowns.

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And a lot of these tools, the reason

why I love them is because they

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help me work smarter, not harder,

and really helped me get my job

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done in a more efficient manner.

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rachel_1_07-22-2024_130601: Yeah,

and I want to add a little disclaimer

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because we have talked about this

in the past about people who share

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their tech stacks and like, then it

kind of ripples into a little bit of

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pressure for, you The business owner

who maybe doesn't have an established

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tech stack to like go a little crazy

and like say, Oh, this person said it.

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And so then I should have to

do this or blah, blah, That is

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not our intention with this.

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Our intention is literally

because we have existed with

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these tools for X amount of time.

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Like there's not any.

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shiny object syndrome here that's like

connected to a launch or an affiliate

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strategy or anything like that.

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Like, this is purely the tools we love.

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And that actively exists in

our businesses and like sharing

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them just to give visibility.

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Cause I think everybody likes to

have a little behind the scenes

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and how people run their business.

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So I wanted to put that caveat

out there because we have said

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that as an ick in the past.

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jess_1_07-22-2024_130601:

Yeah, I think it's great.

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I mean, I always say like,

it's not really the tool.

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It's the system that you're

putting the tool into.

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And so you might have similar

tools that can do the same thing.

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We're just talking about these things

because as service providers, we've

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worked behind the scenes and we've

worked in a lot of different tools

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and been able to evaluate different

tools, lots of different tools.

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And these are our favorites

that we've worked with.

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But still, even when I bring

new clients on, I'm really

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hesitant about changing them.

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Like if they're in Asana to Notion,

even though that's like, I can like

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zip around Notion and Asana like

feels a little more clunky for me,

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even though I don't enjoy it as much.

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It usually takes me like two months

to evaluate, if it's going to be worth

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the ROI to like have them move over.

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And that's really based on how much they

have established in that program already.

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And I'm sure it's the same when

you're looking at people's.

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rachel_1_07-22-2024_130601: Right

off the bat that I'm like, we're

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gonna, we're gonna move out of this.

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We do not.

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I don't care how many new features

they get until they improve their

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analytics and their segmentation.

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Like, okay, nevermind.

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I can't go down that rabbit hole.

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All right, let's talk about the

first one, before we name it.

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I want to kind of say, like,

the 1st, 1 is really the brain.

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I would say that external brain.

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So, like, just had said, from a

project management standpoint, you

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may exist in another platform already.

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And so if your current

platform is not, doing its job.

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It's still chaos in there.

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The reason why we both

love notion so much.

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So notion is our first tool.

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That's completely changed our business

is because it acts as this external

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brain and really does have so many

project management capabilities.

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I know Jess is going to have.

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So much to say about notion

because she's the notion lady.

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But coming from someone who is not

in the project management mindset, it

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really did elevate my business to a

place where I was in ClickUp before.

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ClickUp was great.

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Thought it was fine, did a lot of the

things, but from a visibility perspective

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of how we've built like this dashboard

in our new, or I say ours, cause Jess

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is always in there tweaking mine, but

inside of the new notion dashboard

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on my side, it really is just like,

when I say changed my business, like

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I literally mean changed my business.

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So, that's all I have to say about that.

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jess_1_07-22-2024_130601: we should

get some bad rap because it is so

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customizable, but, but that's also the

great thing that is so customizable.

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So if you don't have a systems

brain, it can be hard to get in

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there at first because you can

literally start with a blank slate.

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But I think one of the strengths

of Notion is its adaptability.

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a lot of times, people are using ClickUp.

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you can't change it into a page

or a calendar as easy as Notion.

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It's just like whipping it.

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Notion has the ability to, you know,

when I first get into a lot of clients

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business, they've kind of Frankenstein

their back end brain, like they've

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got stuff in Google Docs, they've got

stuff, maybe an air table, they've got

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stuff in Evernote, they've got stuff

in their project management system.

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And what Notion can really do because

it is so customizable is it can take.

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all of those apps and eliminate them

completely so that your entire brain truly

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is running off of one system and you're

able to kind of zip around a lot closer,

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you know, because you can mention pages

in there and you're not having to go

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look in the link and open up a new tab.

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It's like everything can really

be right at your fingertips.

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And the ability to pull in your different

databases to separate pages and look

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at it in different ways and like

build dashboards that you can look at.

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Like I'm sure the daily dashboard

that I've built in notion is like,

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it's literally got everything to run

your business just on that one page.

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You don't have to like

click around to anything.

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So I think that's where it's so powerful.

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And I think that my clients sometimes

when they have like trouble embracing

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it, it's because they're still

trying to Hold on to like their

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Google Docs or their Evernote books.

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I'm like, no, the point is to get rid

of all of that and get it in your brain.

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And like, even Apple notes, I'm like, no,

put a widget on your phone for your notes.

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you want Notion to be your

entire business brain.

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Because I think a lot of the overwhelm,

that mental overwhelm that we deal

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with, as entrepreneurs is literally

trying to keep everything in your brain.

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So if you're able to download it all

and know that it's in a safe spot, that

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it's searchable, you can find it easily.

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It truly does just allow you to

turn your brain off for a minute.

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And I think another reason people

decide, like, Oh, I'm not organized

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enough to use a project management tool.

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I'm like, Oh no, I use a project

management tool because I'm not organized.

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This is like my safety net.

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If I forget something, I just need

to log into Notion and be like, Oh,

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I've completely forgot about that task

that I was supposed to do this day.

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Or what was that content idea?

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I thought about like when I was

walking my dog the other day

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and like quickly wrote it down.

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Like those are the things that I'm like

going into Notion for using it every day.

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rachel_1_07-22-2024_130601: Yeah.

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And just as a reminder of something

Jess said earlier, but she kind

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of like, just like low key said

it, a tool is not a system.

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just putting that out there.

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So even if you just get a project

management tool, that is not a

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system at all in your business.

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So just throwing that out there to

kind of like highlight that moment of

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genius for Jess, because it is so true.

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Like you can exist in a space like

ClickUp or where Asana or whatever.

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And.

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It just still won't work because you

don't have a system built to support it.

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So,

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jess_1_07-22-2024_130601: Yeah,

you can bring your tool every day.

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And a lot of times my clients, when

they first come to me, I'm like, Oh,

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I have a project management system.

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And it's like, they haven't

looked at it in months.

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And I'm like, no, you don't have

a project management system.

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You have this tool that you're going for.

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All right, so let's move on

because we know that I could

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talk about Notion for sure.

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We'll go one of our

faves, which is Zapier.

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rachel_1_07-22-2024_130601: yeah.

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I love this because I think

when you aren't in that like

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streamlined, everything's in

the one place kind of thing.

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Connectivity is really

like your Best friend.

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And so when you can connect specific

apps, whether it's your checkout to your

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email platform, or if it's your, Google

form to wherever, like whatever that

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looks like having that connectivity,

like Zapier has really just like made it.

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So simple.

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And yeah, sometimes it's complicated that

you have to pay for a second or third

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string or whatever, but I've gotten pretty

successful by just using the free version.

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And I think that that's one of those

things where when you have access to free

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versions like this, and that you can kind

of just plug in the necessary tools and

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like, Clean up the client experience.

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Like that's what I personally use it for.

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Or if I refuse to acknowledge a

system, like to me, I will brain

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dump day and night in Slack, but

I will not put them in my Notion.

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I've created a Slack zap that goes

from Slack to Notion to kind of

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create that bridge because it's

something that I just refuse to do.

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So it really is there to just

encourage good habits and

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improve customer experience.

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And Jess, I don't know how often

you use Zapier, but what has your

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experience been with it in your business?

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jess_1_07-22-2024_130601: so I

use Zapier and there's another

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one that I use make is a lot.

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I'll say like the basic

connects where you're just

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connecting one app to the other.

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But what I've really been enjoying

exploring recently is like how

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to get the more advanced zaps

that are like no code automation.

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So I actually sent one up from one of

my clients last week and it was after

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she gets off at the discovery call, she

can go into our notion database and she

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plugs in a little bit of information and

then changes it to send follow up email.

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And I've got a zap now that will

send a Gmail and populate the

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personalized information into an

email that I already have for her.

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So that sounds pretty great.

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So you're sending personalized

follow up emails, but then I

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have it wait a couple of days.

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And if the person doesn't respond

or purchase, it sends another

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follow up email that's personalized,

waits another couple of days.

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If no one's purchased,

sends another follow up one.

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Those are like the things that

get me super excited is when I

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can, like, I was doing the math.

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I'm like, well, she would

have paid a VA to do.

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this, and it's probably

three hours of work.

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And if she's doing 20 discovery calls

a week, then that's like thousands of

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dollars a month that this, like one

tiny little automation has saved you.

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So I think connecting the basic

stuff is great, but I'm really

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getting excited about learning.

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I'm getting make certified, which

is like Zapier's like friend.

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And I go back and forth with both because

it's like, what can integrate with what?

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So I really do use both.

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Cause a lot of my clients are

practice better and like Zapier

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only does practice better.

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But I love that.

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I've also got one actually for this

podcast that when our VA will put our

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podcast after she edits it, she puts it

in a Google drive and make is actually

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watching that Google drive folder.

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When they see it, it sends the

video to get transcribed and then

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sends the transcription to chat GPT.

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And then chat GPT writes our title,

our thumbnail, our show notes.

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And our short description and

gives us hashtags and that

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all happens automatically.

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And yes, I could have like my VA

copy and paste it into chat GPT,

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like, and do the different prompts.

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But this is automatically all of

that information gets populated

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into our notion, like YouTube board

for the podcast when that happens.

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moves over.

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So I've been very much experimenting.

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Like, how can I push this to the limit

and just getting really, really curious.

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And I think that's important with

both automations and AI is like, if

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you're doing it repeatedly, can you

figure out a way to like automate it?

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Or I do it for you.

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So

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rachel_1_07-22-2024_130601: Wow.

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I live inside of Jess's brain.

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I just, I would dream.

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It's a dream.

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Okay.

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The next tool is.

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AI tools.

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And I think Jess again has just taken

what normal people utilize like chat

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GPT for and has just elevated and

like taken it to a whole nother level.

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Just talk to us a little bit about

how AI changed your business.

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jess_1_07-22-2024_130601: Basically I

think it's helped me from not having,

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like, I do have some assistants that

work with me in the business, but

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basically with chat GPT and marketing

magic, which is basically chat GPT

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with like preloaded prompts from like

a marketing genius service provider.

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She like basically built this app that has

all of her prompts that she would give.

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AI into it and you can input stuff

about your business and it can

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be in your own brand and voice.

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But basically what that's allowed

me to do is provide kind of another

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layer of service for my clients where

I wasn't offering like copy before.

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And I still wouldn't say like

offer copywriting, I get to

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tell them it's starter copy.

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Like I'm going to get you started with

this, with this information from like, AI.

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So that's one way I use it to

write sales pages, email campaigns.

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And it does it so quick.

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Like it can be stuff that Rachel just

said she had to write 30 emails for

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a launch we're working on together.

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at least getting these, like the clay

on the table is what I like to call it.

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Like that helps you kind of get over

that initial, like, how do I get started?

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Especially when you have like with

Rachel has like, she has a outline

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of what emails need to get sent.

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When just creating these custom GPTs with

the client's information, the information

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about their product, but then also

your strategy is when it becomes super,

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super powerful because you're basically

training your marketing assistant.

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rachel_1_07-22-2024_130601: I mean, I

don't use it at all to the level that

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Jess does, but it always is that like

you creatively, like, Can't always

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be on and as a copywriter to myself

that is something that Even if I just

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want a prompt or like a starting point

of some sort it has been so helpful

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I tend to be someone who I write

how I talk And sometimes that's very

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like scattered in the sense of flow.

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And so sometimes I'll put it in there

and have it be my like second set of

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eyes and be like, does this make sense?

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Or how can I make this

clearer kind of thing?

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And there's just so many tools you can

use to support in that sense, but also

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like even If I'm not ready to hire like

a social media manager, like letting

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chat GPT, letting the robots do something

to kind of get me started and build

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certain practices and habits until I am

ready to hire that in my business is I

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think one of the most impactful things.

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I don't recommend that for like everything

because of course like it's not foolproof.

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Like you can't say, Build me a

systems, blah, blah, blah, blah.

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And then it knows what to do.

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I mean, it will give you a starting

point, like Jess said, but I do think

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there are certain like limits to it.

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But yeah, I mean, it is such a, I'm

obsessed with it is really has helped.

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I finally upgraded to the paid version.

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Cause I was like, I have to, Oh,

let me just nerd out about this.

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One of the things that I have

been doing is uploading survey

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results to it and allowing, cause

you're going to upload like.

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An X, like CSV and allowing it to be

the analytical side of things too.

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It's like, what are the cadence?

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Like, what are the tone

of the open text response?

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What are the key themes?

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And that saves me so much time from having

to sit there and like manually scrub it.

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It's amazing.

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have three more surveys to do and I'm

like, I'm totally obsessed with this.

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jess_1_07-22-2024_130601: One of my

favorite ones, and it's so easy to,

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it doesn't have to be like complicated

is I have been uploading emails that

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I need to like schedule for clients

in there and been like, change the

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formatting, not the copy, to make

this scannable for the reader.

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And it'll go through and like make it

bold and bullet point and do all of

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these things that like really just brings

my level of service to the next level.

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And I literally could probably give a

whole hour presentation about what I've

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used chat GPT for and what I use it for

regularly, but you can create custom GPTs.

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I have a SOP creator that I've trained on

how to write SOPs based on transcripts.

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So I'll share that link actually.

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cause with CHEP GPT now you can create

your own custom GPTs and put them on the

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marketplace and then people use them.

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You get paid as the creator of that GPT.

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So I have two that I've created.

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One is a SOPT creator and one is

a script creator for my YouTubes.

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So I'll link those down below

if you want to check them out.

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But basically these are like

preloaded with strategy already

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and like how to do what.

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a specific task that you needed to do

where the regular ChachiBT is kind of

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just like learning, what you tell it.

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you can upload whole entire PDFs.

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rachel_1_07-22-2024_130601: Amazing.

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one of the many questions I

get from everyone is which

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email platform do I recommend?

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And while I always have a very standard

answer on that, which is depends on your

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business goals and blah, blah, blah.

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People then say, well, what do you use?

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I, and majority of my

clients use active campaign.

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Because I think it is one of those,

like the way that people rave about

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Klaviyo for e commerce, ActiveCampaign

kind of fits into the bucket of

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both e comm and service provider.

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And so it really does allow

so much functionality.

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Functionability.

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Is that even a word?

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So much function.

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I'm pretty obsessed with like, just

certain things that you can change.

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So like when I always say like, Oh,

flow desk can't give you a better,

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customer journey experience with your

email list, but active campaign can

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retarget based off of browse data.

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Like they can say this contact visited.

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This sales page three times, let's

tag them as a prospect for that

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product in your offer suite and then

retarget them with maybe an email

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about, that course and all of that.

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So it's like the customer journey aspect

of like really tying automation in.

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Along with the buyer, behavior, your

subscriber behavior is just beyond

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what I see in other platforms.

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And so I'm like, you're going to

outgrow in a lot of single kind of use

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:

platforms, like a convert kit or a,

Mailer light or anything like that.

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:

Like you can really kind of max

yourself out on a strategy, but in

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:

an active campaign, you really do

have everything from the get go.

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So it's always my, favorite

platform to recommend.

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And I know Jess has a different platform

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that she goes,

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jess_1_07-22-2024_130601: So I use

Kajabi, but basically because most

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:

of the clients I serve are course

creators or content creators that

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:

have courses as like one arm of their

business or subject matter experts.

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:

And really, it's not for the autumn

while Kajabi has automations,

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:

they're definitely not as robust as

what you can do an active campaign.

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:

But I think a lot of the clients

that are at the level that I'm

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:

serving and how courses play into

their business might not need.

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:

I mean, I'm sure they could

benefit from advancing.

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:

Automations.

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But the benefit of Kajabi is that it's

an all in one platform, so it can host

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:

your website, it can host your checkout

page, it can host your email lists, it

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:

can host your courses, your memberships,

it can even host your podcast now.

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:

So if you're really looking to create a

lean tech stack, which is what I love,

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:

that's why I love Notion because it

combines a bunch of different things

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:

into one platform to keep things simple.

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:

It's another reason why I love

Kajabi is because it can do so many

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:

of the things and you're not having

to like use CPR, cause anytime you

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:

like put in another tool, it might

break, so it kind of adds anxiety.

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:

So I think for, ease of use and just

getting started, you know, and my

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:

clients that are using Kajabi or,

under the like million dollar mark

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:

or under the Even most of them are

under like that 500k mark where I find

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:

like Kajabi is sufficient for that.

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:

But Rachel's teaching me ActiveCampaign.

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:

I'm going to be helping Rachel out

with some ActiveCampaign stuff.

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:

So I might change my tune here in a

little bit once I see all the questions.

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:

rachel_1_07-22-2024_130601:

And then our last one is Slack.

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:

So our communication tool, which I

am so surprised that so many people

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:

don't use Slack, in the online space.

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:

I hear a lot of people using Voxer,

which just drives me wild because if

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:

I had to be on my phone, Listening to

voice notes and texting and doing that.

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:

I'm sure they have an app hopefully

on desktop, but it has like, I have

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:

all my workspaces in one place.

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:

I can visually see it.

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:

I can connect it to my calendar.

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:

So my clients know when I'm out,

they know when, I'm in a meeting,

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:

so I'm not typically going to

respond and all of these things.

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:

Like there's so much that goes into a

customer experience that communication

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:

weighs heavily on, and I just don't know

how other people do it outside of Slack.

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:

Like, it's just, I don't know.

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:

jess_1_07-22-2024_130601: I still

have one client who is not on

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:

Slack who has my phone number.

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:

He was my first client.

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:

And I can tell you, Because I

have my Slack set up to like

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:

integrate with my Notion too.

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:

So if someone sends me a message

in Slack, I can tag it to send

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:

to my Notion as the to do list.

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:

So nothing gets lost.

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:

I built the system around it.

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:

So it's really hard for me when I have a

client that comes on and they want to use.

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:

don't think anybody wants to use emails

because everything gets buried, but if

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:

they want to use something else, like

I really push for them to get on Slack

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:

one, it helps you establish boundaries

because like you said, your calendars

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:

on there, you can turn it off when

you're away so that you're not getting

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:

pings and notification on like your

text messages that you're getting.

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:

You can connect it to, your Google

drive and your notion and all of that

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:

to allow for like a seamless experience.

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:

So yeah, now basically every client

that I like work with, You don't have to

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:

create your own Slack, but if you want

to talk to me, we need to have a party in

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rachel_1_07-22-2024_130601: Okay.

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:

Okay.

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:

So that was our five tools that literally

run our business and have kind of elevated

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:

how I exist inside of my business.

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:

A little bit of a recap.

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:

So project management is notion.

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:

Our external brain, our

connectivity is Zapier.

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:

And then what did you say?

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:

Make.

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jess_1_07-22-2024_130601: Yeah, make.

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:

rachel_1_07-22-2024_130601: Make and

then our AI kind of like starter tools

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:

are chat GPT and then marketing magic,

which will link in the show notes

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:

in case people want to kind of just

click around in their active campaign.

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:

Or Kajabi and then Slack.

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:

So those are kind of the tools

that literally run our business.

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:

I hope that if you found any of these

tools helpful, or if you have questions

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:

about like how much we use these tools

or want to know a little bit more about.

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:

Like one of them, feel

free to send us a DM.

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:

We absolutely, obviously love

talking about these things.

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:

And then be sure to just share

this with your business bestie.

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:

We'll be talking about how to ramp up a

successful launch in the next episode.

425

:

And if you have questions about that, drop

it in the DMs, cause we are in full launch

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:

mode right now as we support a new client.

427

:

Obviously just mentioned,

I'm writing 30 plus emails.

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:

So, we are in full launch mode.

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:

So it's something we just thought

we want to like get that out.

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:

Cause I know everybody's prepping

for a Q3 launch right now.

431

:

At least that's how it's seeming.

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:

So

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jess_1_07-22-2024_130601:

We're rooting for you.

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