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3-Steps to Building an AI-Driven Team: A Guide for Marketing Leaders
128 Plays2 hours ago
In this episode of The AI Driven Marketer, host Dan Sanchez dives into the transformative power of AI for marketing teams. He presents a plan to amplify a small team’s productivity and impact, covering the essential steps to align team members, build effective workflows, and leverage AI for faster, better, and smarter results. Whether your team is all-in on AI or still skeptical, this episode offers practical insights on creating an AI-driven culture to drive performance and innovation. Join Dan as he walks through a structured approach to make your team feel like a powerhouse of productivity.
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Key Timestamps:
- 00:00 - Introduction: Why AI is the key to transforming a small team into a powerhouse.
- 00:20 - Episode Overview: The goal of AI for teams and a promise to share a strategy to scale productivity.
- 01:06 - Challenges Facing Teams: Recognizing varying team attitudes toward AI and the need for alignment.
- 02:44 - Step 1: Casting a Vision: How to communicate AI’s benefits and address team members’ fears.
- 03:51 - Step 2: Documenting Processes: The importance of listing daily, weekly, and project-based responsibilities to optimize with AI.
- 05:37 - Step 3: Improving Tasks with AI: Dan introduces a framework to make tasks faster, better, and smarter.
- 07:11 - Introducing the AI Coach Tool: How the custom GPT AI Coach can assist teams in adopting AI across their roles.
- 09:32 - Access the AI Coach: Information on accessing the AI Coach for hands-on guidance with tasks.
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Transcript
The Dream of AI-Driven Team Augmentation
00:00:00
Speaker
The whole goal of AI these days is to take your team of five and make it feel like a team of 50. That's the dream. And today I want to give you, the leader, the plan and a tool to help your whole team level up so that you can hit at that higher level and achieve all your wildest dreams. So stay tuned. Let's dive into this episode.
Introduction to Building AI-Driven Teams
00:00:21
Speaker
Welcome back to the AI Driven Marketer. I'm Dan Sanchez. My friends call me Dan Chaz. And today I'm going to show you how to build an AI driven team. And while this shows particularly for marketing directors, this episode can be used across really any team in order to make your team run farther, do better, and think smarter with
Unifying Varied AI Adoption Levels
00:00:41
Speaker
AI. So let's dive into it.
00:00:44
Speaker
Now, most of you marketing directors and marketing leaders out there know that this can be a challenge. A lot of teams are, they're all over the place. Some of your people are like, they're already running down the field and they're crushing it with AI. Some of them are afraid. They're hesitant. They're even skeptical. They even hate AI. They think it's the devil, you know? And then some people are in the middle. They don't like change. They don't want to go
Three-Step Process for AI Alignment
00:01:06
Speaker
there, right? Your team's all over the place.
00:01:08
Speaker
So I want to offer a three-step process in order to help win your team over to the idea, prepare it so that they're actually working on the right things first, and then give them a plan so they can start unpacking it with you and with each other so that they can make progress towards becoming AI-driven. We all know that it's going to change in the future. The next three to five years are going to be a and like a crazy challenge in keeping up with all the technology. So I wanted to give you a path forward to make it easier for you and your team to get there. Let's dive in.
Addressing Fears and Aligning AI with Goals
00:01:40
Speaker
The first step in this process is to cast the vision. Not everybody wants to go with you. And some people are way far ahead of you. You need to get everybody on the same page. And that looks like helping them understand the reasons why it's important. It might seem obvious to you, but it is not obvious to everybody on your team. Like I said before, some of them think this is going to kill their job. Some of them are afraid for their jobs. It's up to you as a leader to really engage with them as a team and then individually to understand what their fears are.
00:02:11
Speaker
what they're hoping for, what even their end goals are in order for you to help paint a good vision, a good understanding of what AI could help them do as far as them accomplishing their own personal goals. And by kind ah by connecting AI to their personal goals and where they want to go go through and like trying to calm the fears that it's going to replace them, help them understand that it's only going to enhance them and their creativity.
00:02:37
Speaker
So you got to cast that vision for why AI is important for them, because it's considering it's going to be a big change.
Meetings to Foster Collective AI Progress
00:02:43
Speaker
And then, and then you can actually cast vision for why it's important to the company and why we need to go there together as a team. Because if we go together, we can go further and we can go faster. If everyone's sharing ideas about how they're using it, they're going to be able to do it better together.
00:02:59
Speaker
So you need to cast that vision. I recommend setting up a week, kicking it off in a weekly meeting, following up with everybody individually to capture their their wants, desires, fears, like career goals and trying to help them understand why AI is going to be important to them and then re-meeting back.
00:03:16
Speaker
a week later to revisit all the things and then announce the next step of this process.
Understanding Current Operations for AI Integration
00:03:21
Speaker
So step two is by actually identifying what's currently going on with your team. Your team is responsible for a number of different things and some good businesses have those things documented.
00:03:35
Speaker
Some many don't. I've worked for many where it's one of the first things I do in the first couple of months is to go through this process. So this is actually a good process, whether you're going AI driven or not, but it's pretty critical in order for you to really start becoming an AI driven team to document the processes that you're currently using.
00:03:52
Speaker
So have each of your teammates create a one page document, no more than one page. Like it's just, don't freak them out. Just say, Hey, it should be no more than one page. It's only needs to be a very short list, just a bulleted list of these things. You want them to write down what are the things that they do every day, their daily tasks. What are their weekly tasks that they do and are responsible for every week, monthly, quarterly, annually.
00:04:18
Speaker
It shouldn't be too large of a bullet list. It should just have the most critical things they need to get done. even did didn ah They could break each bullet point down into like very small things, but have them just summarize the weekly thing. they have maybe Maybe there's a weekly newsletter. And while that newsletter might have multiple steps in it, just put send the weekly newsletter. That's it. Just have them make a list of daily, weekly, monthly, quarterly, and annual tasks that they are responsible for performing.
00:04:45
Speaker
also have them add regular projects that run by. Sometimes you have individuals on your team like graphic designers that don't necessarily have ah ah or as many daily and weekly things that they're responsible for. They get projects. They get campaigns that roll through. Have them bullet out the things that are regular. real They're not as reoccurring. They're not as regular. But what types of projects or one-offs are coming through? How do they describe those? Bullet them out. Should be three, four, five bullets.
00:05:10
Speaker
and then what are the big projects you're currently working towards for them as an individual and then them them as a team and what parts they have of that. That should be three, four bullet points right there. So you should have a list of bullet points labeling daily, weekly, monthly, quarterly, annually, and as well as what kinds of projects they're somewhat regularly working on and then your annual goals and big things that you're working on. And that should be their one page,
00:05:36
Speaker
overview of what they're currently doing in their role. It's important
Enhancing Tasks with AI and Custom GPT Tool
00:05:40
Speaker
for the next step, step three. Now step three is the part where this gets good. I built a tool to make this easy but let me explain how to do it manually and then I'll explain how this tool speeds it up. So what they need to do in this third step, again this is a lot to do manually but I automated this whole process, but you need to take each one of those bullet points and then create three bullet points underneath to expand on how that one task can be improved with AI. I like to break down tasks into three major categories of how to like kind of ease your way into using AI to complete the task. One is make it faster.
00:06:20
Speaker
How can AI help this daily task or this weekly task go faster? The same output, but how do we get it done faster? Then how do we use AI once we've made it faster? How do we use it to make it better? How do we get better outputs? How do we make it better quality or more personalized or better than it was before on whatever objective metrics you're using to grade quality? Because first it's quantity, then it's quality. So speed, and then better. And then thirdly, how do you make how do use AI to not how to think smarter about the whole process, or to innovate in a way that you can now do it because you had to go faster, you had to go better?
00:06:59
Speaker
What new possibilities are there that you didn't realize before now that you've got some repetition you've done some of this before? Usually with different tasks you can find a new way of accomplishing a thing that wasn't even on the grid before. Or how do you use AI to just think smarter and act as a consultant to review and improve what you're currently doing?
00:07:20
Speaker
and that's the third one of think smarter. So go faster, do better, and think
Demonstration of Custom GPT Tool
00:07:25
Speaker
smarter. You wanna think through those three things for every bullet point on that one page list they came through. Now this can be a lot, especially if you're brand new to AI and you haven't been reading through all the different things AI can do, this can be really intimidating, which is why I put together a custom GPT that will help them walk through that exact thing. task so you can do this manually and get a lot of value out of it or you can have them once they build their one pager just go and interact with this custom gpt for free and have ai actually analyze who they are what they do and their their bulleted list and then come up with an act a small action plan for each one and then it will actually expand on individual items to help them give to give them a running start at what they can do, what to learn, what tools to look at, and what processes they can use in order to make each task faster and then better and then smarter.
00:08:19
Speaker
So to kind of give you a preview, I'll open up my screen here and kind of explain what I'm looking at for all my audio listeners out there. I went ahead, I'm calling this custom GPT, the AI coach. And I went through and kind of put some, a fake example in there. I just used the past job description I had the inbound marketing director at element 451. And I just simply put in that's a CRM and marketing automation.
00:08:39
Speaker
for our higher education institutions. The custom GPT quickly just summarizes what it knew about me. It asked me if it knew if that was accurate. I said yes, and it moved on. And then it said great, and then asked me for my list, that list that the I asked you to make. I didn't make a full list. I just created ah couple of weekly tasks and in one monthly task that I knew I had in that role. I didn't need to, for this example, but put out the whole one page. But you could put a full one page in here.
00:09:07
Speaker
So you put that in there and it gets to work saying, Hey, here's what you can do with your weekly tasks. And it runs. Like one of the things I did was run a tactical team meeting and it gave me any ideas on how I could do it faster, how I could do it better and how I could think smarter about this one task. And then it went through to the next.
00:09:26
Speaker
weekly item I had on my list and then the next one and then the one monthly one how to do it better how to how to do it faster how to do it better how to think smarter about this and then it asked me at the very end of this output which specific area or task would you like to focus on first And I said, doing my monthly webinar project faster, right? If I was just getting new, then I'd want to start with just making it faster and then making it better. So it then gave me an action plan. And not all of it's, this is the part where it gets a little fuzzy because its recommendations are just okay. But for somebody who's just starting out, it's going to be much better than sitting at a blank page and wondering what to do about it. This way, the thing I love about AI is it can just get you started rapidly and then you can go into edit mode or ask for help from somebody else who maybe is a little farther ahead in the department in using AI to accomplish this. This is actually not bad and I would have been able to use this in Element 451 in order to do a little bit better. I would have had to dig a little bit deeper in order to make it more practical.
00:10:26
Speaker
but it's a really good
Access and Updates for the Custom GPT Tool
00:10:27
Speaker
start. And that's the whole point of this tool is to identify how to actually make each one of these tasks faster, better, and smarter, and creating action plans just to get people started who are new to AI. So how do you get this custom GPT? I'm giving this to everybody who goes to AIdrivenmarketer dot.com slash AI coach. If you subscribe to my newsletter and then this this custom GPT will load on the next page. So subscribe to AIDrivenMarketer dot.com slash AICoach and you will get access to this custom GPT on the next page that loads. So hopefully it's a little bit of incentive. Also it'd be good for your whole team to get on my newsletter because if they're getting all the regular news they'll be able to stay up to date with what's going on in AI but in a way that's relevant
00:11:15
Speaker
for marketers because there's a lot of hype out there and I want to separate the hype from the help in order for marketers to understand and accelerate their performance for their teams and as individuals so that we can navigate this transition in AI and marketing together.