If you’re diving into the AI world and thinking, “How can I delegate tasks more efficiently?”, I’ve got some hot tips for you.
First, I can’t stress enough how game-changing tools like Descript can be. I legit use it to transcribe my videos automatically. Imagine taking that clean transcript, dropping it into ChatGPT, and transforming it into a standard operating procedure (SOP)—just like that.
And if you’re not already using Loom for screen recording, you’re missing out. It’s as simple as sharing your screen, recording the steps, and then using ChatGPT to create a detailed, step-by-step SOP for your team. Even cooler, Loom offers a transcription feature that makes the process smoother than silk.
Big shoutout to Megan and Alicia, who can attest to how creating a GPT for their businesses has been a total game-changer. Megan, your feedback warms my heart—glad it’s saving you tons of time and energy! Alicia, your dedication shines bright—I can’t wait to hear more about how your GPT evolves.
You’re probably thinking about those advanced, seamless systems that almost run by themselves. That’s where Zapier steps in—connecting your daily tools like Calendly, MailerLite, and even Descript into a streamlined workflow. Imagine sending an automated email to your VAs every Monday, detailing what new content needs attention. That’s automation magic right there!
And hey, surveys aren’t just for our clients. Use Zapier to ping surveys to your team, then feed those insights into ChatGPT. Before you know it, you have actionable feedback and specific training designed to meet real needs. How cool is that?
I’m always here to help you navigate these AI waters. Let’s keep those questions coming, especially if you’re curious about building your own GPT. I’m working on some exciting coaching packages tailored just for you—so stay tuned!
And don’t forget, our session today was sponsored by Berries. Head over to Berries.icu/therapists and use code 50fromKym to get a generous 50% off your first month. Trust me, Berries simplifies everything, and you get 20 free sessions without entering your credit card. I’m hooked, and I know you will be too.
Catch you in the next live session or on Voxer, and let’s make your traveling therapist journey even more epic.
Talk soon!
Prompts list mentioned:
“This is the sequence you should follow:
1. Ask Question 1.
2. Wait for the user’s response.
3. Ask Question 2.
4. Wait for the user’s response.
5. Ask Question 3.
Start with Question 1.
Reinforcement: After each user response, remind the model of the sequence and what step comes next.
2. Use Conditional Logic in the Prompt
IF Statements: Use conditional logic to guide the model’s response based on the user’s input.
For example:
“If the user answers Question 1, ask Question 2. If the user answers Question 2, ask Question 3.”
Instruct: Add instructions for the model to follow without deviation.
3. Break the Task into Smaller Parts
Step-by-Step Execution: Prompt the model to only ask one question at a time and wait for the user’s response before moving to the next step.
Prompting After Each Step: After receiving a response, give a specific prompt that reminds the model of the next question in the sequence.
Example Prompt:
Here’s an example that might help:
You are going to ask the user a series of questions in the following order:
1. What is your name?
2. How old are you?
3. What is your favorite color?
Start by asking the first question: “What is your name?” After the user responds, ask the second question, and so on. Do not deviate from this order. Wait for the user’s response after each question before moving on to the next.
Links mentioned:Berries – berries.icu/therapists
Transcript:
00:00
Hi everybody. So this is sponsored by berries. I love berries. You guys know I love berries. B, E, R, R, I, E, S, dot, i, c, U, slash. Therapist is berries. If you want $50 off your first month, you can use 50 from Kim, and that’ll give you $50 off your first month’s membership fee. I hope you’ll check them out. Love Barry, so let’s talk about delegating tasks. One of my favorite things to do is use a program called descript. I don’t know if you guys have heard of it, but even after this video, I’m going to download this video, I’m going to go put it in descript, and what it does is it uploads it to descript it, and it makes a transcript, so you can go in there, and you could take a transcript, if you want to copy paste the transcript, and you could put it in chatgpt. You can put it in there and say, make an SOP out of what I just talked about. So there’s lots of ways to do this. Of course, this isn’t going to be an SOP, but let’s say you want to delegate a task to a staff member, right? So you could go into there’s a program called loom. You can do it for free for five minutes, or you can pay for the papers and you get unlimited minutes. But you can go into loom if it’s something you want them to learn how to do on the computer, or something you can share your screen. You can walk them through how to do it on screen. You talk about it. That’s how you do this, this and this. And even in loom, they’ve got a feature now where you can just click on transcript and copy the transcript and take it over to chat GPT, or whichever AI you like, Claude, Gemini. Chatgpt is my favorite. I think it performs the best you go over there, put it in, drop it in and say, I want you to turn this into a very detailed SOP. Sop stands for standard operating procedure for my admin staff, I want it to be very specific and detailed and even include a checklist that they could go through to make sure they’ve hit every single thing that I’m trying to delegate to them. So you put in chat, CBT and like in two seconds, it turns this transcript from the video you just recorded into a very detailed SOP that you can then do all kinds of things with. You could put it into your employee handbook. You can make a GPT out of it, which, you know, is a whole other thing I like to do coaching on to teach people that is how to build their own gpts. And from there, you’ve got this really amazing SOP, and you just train your admin staff. You know, what’s the saying? You do one for them, and then you watch them do one. And then, you know, make sure that they know how to do it. Go through the SOP. If there’s any problems or hiccups, you go back and edit the SOP. It’s pretty amazing. You can turn these SOPs into gpts If you want to. So you could take the SOP that chatgpt Just made for you go put it into GPT and say this is details of the SOP. Anytime my staff has questions about the SOP, you can share the link to your GPT with your staff, give it to them. They can click on it, open it up in their own chatgpt, and then they can operate within that GPT based on what you trained it on. So if you’re trying to delegate tasks, that’s one way to do it. It’s an amazing way to do it. So you can use something called Zapier, which I could probably talk about this all day. Zapier is a way to connect things together, to not only delegate but to make things run more smoothly for you. So you can take out some of those automation steps that people are doing. Let’s say, every time somebody wants to schedule an appointment with me, they can sign up on my calendar, and I can connect my calendar to Zapier. And every time they do that, I can organize it so my mailer light then puts them into a nurture sequence where now they’re going to get just these emails for me, since they’ve just signed up for an appointment with me, you could have Zapier do all kinds of tasks like that. It’s incredible with something I did recently. So in descript, when I’m putting videos in descript, it’s programmed now, every time a new video goes into descript, Zapier connects to my descript and it sends a message, basically an email, to all of my VAs that says there’s new content in descript for you to go look at. They all have access to my descript, so when they get that email on Monday mornings, is basically a summary of everything I’ve done in the last week at descript. Every video, videos like this, my one VA is going to say, oh, Kim’s got a new Ask Me Anything live in descript. She’ll go over there. She’ll edit it for me. She’ll take it and put it over on my YouTube, because we have an SOP for that that I created using chatgpt based on a video that I made for her. So these are, like, more advanced ways to delegate things to people that are working for you or trying to help you in your business, especially if you have like, a million side hustles like I do. So you can make surveys. Basically, you could do Google Surveys. You could use Zapier. You could have a survey go out to even your employees and ask them how things going. You can survey them, and then with Zapier, you can have the information they put in the survey zap to chat TPT, and then have chat GPT give an output or base. Like a summary of how you can help them better based on their survey results. And then you can have it connect to a Google spreadsheet that then summarizes it using chatgpt. And then it can notify you via email that you’ve got a new thing that you need to train your staff on. So then you go over you make a loom based on the recommendations of the AI, based on this survey that they gave you, and you can basically delegate that way, and then you make an SOP out of that. So that’s like a whole blowing system you could do with your gpts and with Zapier and with Google Spreadsheets, like it’s a whole thing you can set up to help you delegate, and it’s like a continuous feedback loop. It could even say to your staff, once a month, I’m going to send out this customer survey to you guys, and I just want you to fill it out. It could be anonymous if you want to, but you can have that whole system set up. It’s giving you continuous feedback about your entire business and what you need to delegate better about, or to create new SOPs about. So these are all ways that you can go around and delegate. It sounds complicated, but once you get set up, it’s so smooth. It takes so much less, like mind power, to even think of these things. Oh, I’ve got to talk to so and so. I’ve got to have a meeting to see how things are going. Send them the survey. Do this automation? Have it all come back. Have chatgpt make recommendations for you. Even how to train them better around that stuff, there’s just so many amazing things you can do with AI. I could probably just talk about it all day. Somebody was asking about gpts and how to make it do what you wanted to do. It’s really tough sometimes, because the person was asking, How do I structure it? So I did put a prompt there. She was saying, like, I want chat GPT, my GPT to operate in a certain way. I wanted to ask a question, get feedback, give an answer, and then ask the next question. But she was having trouble programming it to do that. So if any of you guys are struggling with that stuff, I will share this prompt with you. It’s basically a step by step way to program it. It takes some playing with but this is something to get you started, so I want to post it, and then you’ll know what I’m talking about, because it does get a little temperamental. And I don’t know if any of you guys have tried to build your own build your own gpts, but sometimes, when you want to make it do things, it doesn’t always cooperate and do exactly what you want it to. So here’s a step by step sort of sequence that you can give chat GPT inside of your GPT if you want to try to train it to do like a step by step Question and Answer thing. I did it with one of my coaching clients recently, and it seemed to be working, but it it does get a little temperamental. So one thing to remember about gpts is you have to go back through and reprogram it. Every once in a while that starts acting wonky. You go back into the bet, back into the GPT, and you say, you can even give an example like, Hey, you just gave me this output. And these are the places where I need you to edit and do a better job, and you can literally copy paste and give it instructions and then re prompt it in the creation phase, you can always go back in and edit and readjust if it starts acting a little wonky. It’s a lot better than it used to be, but it still does get a little bit I don’t know why it does that, you know, I guess just new technology, but I put it over there, and for those of you that are listening to this on the podcast, I’m going to put this list in the show notes so you can go back and read it. So if you’re hearing that over on the podcast, make sure you go back and read the list I just put in there. If you’re having problems and you’re trying to have the GPT do a sequence of events, basically, I don’t know how to explain that any better than that, but if you wanted to do this and then this, and then this and then this, follow the sequence and see if that helps clear it up for you. Well, I think I answered these questions. And Dee, if you have any more, let me know. And Megan and Alicia, I’m so glad you’re loving your gpts. I’m really excited about it. I think I’m getting ready to offer a GPT building coaching package, which is going to be 90 minutes of let’s create the GPT. And then I’m going to give a limited boxer Access box, boxers like a walkie talkie app, where you could just talk and ask a question and then I can answer the question back. So I think two weeks of boxer access. And then, of course, I’m going to give some like a package of prompts in the back end that can help you build your GPT in a really effective way. I’m super excited about this. If you have any questions, let me know. I’ll drop a link for that later, once I have it up in ready for people to schedule. I love it. Alicia, I loved helping you build that GPT. It’s so exciting when somebody comes to me with an idea and they’re like, this is what I wanted to do. How do I do it? And we’re like, Let’s build this thing. So Alicia, I can’t wait to see how your GPT is going to be functioning for you and Megan, I know yours is like, totally kicking ass right now I’m excited about it. I can’t wait to hear how it goes. I look forward to hearing back and again. This was sponsored by Berry’s, B, E, R, R, I, E, S, dot, I C, U, slash, therapist, I have a coupon code. If you want to get $50 off, you can enter 50 from Kim Kym and you’ll get $50 off your first month of berries. If you’re not sure, berries does have 20 free sessions that you can use, and you don’t even have to put your credit card in, which I love and what you use it like two or three times, you’re going to be totally addicted to it. It makes everything so much easier. Anyway, all right? Right? I will talk to you guys later. Bye, bye.