Use AI to Build Better Systems

Time-Stamped Key Points

0:01 – Opening and Wins
Gary opens the call and invites the group to share wins from the week.

1:08 – Scott’s Google Opportunity
Scott shares that he landed a consulting opportunity with Google around using the Pixel phone for event-based photo experiences.

1:38 – Google Store Trading Card Concept
Scott explains that the project involves creating AI-assisted trading cards at Google Store events.

2:31 – Systemizing the Experience
The work is not just taking photos. Scott needs to design the system for taking the image, using AI, printing, cutting, sleeving, and delivering the card to the customer.

3:43 – Artist Trading Card Insight
Christopher shares that trading cards are already common in art and illustration circles, with infrastructure and card stock products already available.

4:42 – Remote Team Trading Card Example
Christopher mentions a LinkedIn example where a remote team created trading cards to help team members get to know each other.

5:36 – AI Mockups for the Pitch
Scott shows mockups created with AI to demonstrate how the Google Store booth and trading card concept could look.

6:27 – White-Labeled Software JV
Scott explains that he has a JV with a software company, allowing the process to run through a white-labeled web-based system.

7:00 – Brand Ambassador Execution
The system may include trained brand ambassadors using the phones, following a script, printing cards, and managing the customer experience.

7:50 – Initial Concept Fee vs. Full Event Fee
Scott clarifies that the $2,500 was for the concept work, and the next pitch is around $22,500 for a one-day event.

8:06 – Same Problem at Different Levels
Scott connects the Google opportunity to his diesel repair client, explaining that both need better systems and better communication to win customers.

9:06 – Practicing the Conversation
Scott explains that these calls help him practice how to explain, present, and sharpen his client conversations.

10:16 – Focused.com Value Beyond Software
The group notes that the value is not only the assessment tool. It is also the community, coaching, camaraderie, and feedback.

10:53 – Local Restaurant Audit Materials
Scott shares that he finished the materials for the local restaurant audit discussed the previous week.

11:18 – Coffee Conversation Strategy
Scott plans to bring the restaurant audit material to the owner, leave value, and invite a coffee conversation without overloading them.

11:47 – Rob’s LinkedIn Win
Rob shares that a LinkedIn post involving Mark Cuban reached around 56,000 impressions.

12:00 – Healthcare App Opportunity
Rob shares that the post helped attract the former chief medical officer for UnitedHealthcare, connected to a healthcare app launched on Google Cloud.

12:30 – Cash Still Matters
Scott notes that visibility is a win, but the money still needs to come in.

13:09 – Prompting AI With Existing Assets
Scott explains that he used Gary’s form and Coach Dojo output inside Claude to create materials in a similar format.

14:09 – AI Learning the Coach’s Style
Scott says his AI has started to learn his business colors, logo, books, content, lead gen materials, and writing style.

15:01 – Reuse the System, Customize the Audience
Scott explains that he does not want to reinvent everything. He wants to use the existing system and adapt it to his audience, such as the Photography Business MBA.

15:37 – Organizing AI Projects
Gary shares that he created a dashboard to organize AI projects, including what is working, what needs attention, what needs verification, and what has been killed.

16:29 – Client Product Positioning Graphic
Gary also shares that he created a clearer graphic to explain his client’s product and how it pulls multiple documents into a single portfolio.

17:52 – Auto Docs and Bank Forms
Gary explains that his client’s system may help a large bank manage hundreds of forms and templates after an acquisition.

19:02 – Different Clients Need Different Support
Scott and Gary discuss how coaching often requires digging in with clients, not just giving advice from a distance.

19:12 – Diesel Client Trade Show Postcard
Scott shares that he helped his diesel repair client create a postcard for a trade show, including hooks, headlines, and calls to action.

19:59 – Contrast Therapy Spa Financials
Gary shares that he is helping a contrast therapy spa organize financials because the owner was tracking revenue and expenses in a notebook.

20:43 – Budget, Forecast, and Actuals
Gary built a spreadsheet to help the client compare budget, forecast, and actuals so they can make better expense decisions.

21:44 – Scott’s Own Cost Review
Scott shares that he is doing a similar review for himself, printing credit card and financial documents to identify what should be cut, reviewed, or kept.

23:26 – Visualizing Expenses
Gary explains that when clients can see expenses by category and percentage, they can make better decisions about where to cut or delay spending.

24:01 – AI and Financial Data Caution
The group discusses using AI with bank statements, PDFs, and financials, with a strong caution around privacy and data security.

24:50 – From Notes to Spreadsheet
Gary explains that he took handwritten notes and QuickBooks snapshots, then used AI to help structure the information into a spreadsheet.

25:49 – Treat AI Like an Employee
Gary says he treats AI like an employee: give it a task, review what it produces, answer questions, and refine the result.

26:12 – Secure AI Use
Christopher and Rob discuss secure ways to use AI with sensitive data, including business accounts, privacy settings, local models, and programs that process data without exposing it to frontier models.

27:17 – Claude Business and Local Tools
Rob explains options such as Claude business accounts, building separate financial agents, creating local programs, and using local AI models for sensitive financial analysis.

29:44 – Healthcare and Compliance Considerations
Rob notes that risk is much higher with healthcare information and regulated data, where secure handling and agreements become critical.

31:21 – Agent-Based Coding Workflow
Rob explains how he uses Claude, Claude Code, Visual Studio, remote control, and agent teams to build programs and software.

34:39 – Goal-Based Development
Rob describes starting with a design goal, handing it off to Claude Code, and letting the system work toward a definition of done.

36:49 – Deep AI Rabbit Hole
Gary acknowledges the group has gone deep into AI workflow details and checks whether it is still helpful to others on the call.

37:45 – Leanne’s Fuel Card Question
Leanne asks about fuel cards for a general contractor whose employees use credit cards for gas and other expenses.

38:19 – Substack Launch
Leanne shares that she launched a Substack as a communication tool.

38:33 – Business Broker JV
Leanne also shares that she is starting a business broker JV and working on a 45-minute presentation with the broker.

38:51 – Schooley Mitchell Resource
Gary suggests that Schooley Mitchell may be useful for cost savings related to fuel, telecom, merchant services, or similar expense categories.

39:40 – Electrician Speed-to-Cash Challenge
Leanne shares that she is nurturing an electrician client who is struggling with slow payment cycles as a third-level subcontractor.

40:42 – Partner Buyout Client
Leanne is also speaking with a business owner doing around $700,000 in revenue who needs to buy out a business partner.

42:05 – Christopher’s First Social Video
Christopher shares that he created a short social video, despite disliking being on camera.

43:02 – Attracting People to a Webinar
Christopher is working on a Monday morning intro webinar and needs to attract more people to it.

44:01 – Networking Groups and Repetition
Christopher shares that local networking meetings have helped, but he is questioning the value when the same people attend every time.

45:23 – AI Loop Humor
The group jokes about AI getting stuck in loops and repeating the same issue.

46:12 – Rob Challenges Claude on Bias and Adoption
Rob shares an example of challenging Claude around a controversial topic and discovering how the model tends to steer back toward the middle.

49:41 – AI Agents That Challenge Each Other
Christopher references a podcast about AI agents running a company and needing settings that allow them to challenge each other.

50:23 – Learning From AI Workflow Experts
Rob mentions following AI workflow creators and using transcripts from their videos to improve his own AI skills and systems.

51:07 – Building AI Agent Teams
Rob shares that he has built many agents representing different business functions, including critical voices modeled after business personalities.

52:50 – Revenue Share and Equity Deals
Rob explains how he is monetizing AI work through equity, revenue share, retainers, and fractional CTO or AI officer roles.

55:50 – Small Business AI Disconnect
Rob notes that many small businesses still believe they are too small for AI, even though the tools are increasingly accessible.

56:25 – Mark Cuban Post Example
Rob shares more detail about the Mark Cuban LinkedIn post and how it generated attention around a healthcare claims analysis tool.

57:28 – Claims Analysis Software
Rob explains that the software analyzes claims quickly, replacing manual Excel work and helping identify money lost to insurance company processes.

Five Key Takeaways

• The same Focused.com principles can apply at any level, from a diesel repair client to a Google event concept.
• AI is useful when it supports a clear system, process, or client outcome. It is not valuable just because it creates more content.
• Coaches can use AI to create audits, graphics, reports, spreadsheets, dashboards, and software, but human judgment still drives the strategy.
• Financial visibility is often a quick win for clients. Budget, forecast, actuals, and expense categories can immediately improve decision-making.
• Sensitive client data requires caution. Coaches should understand privacy, security, and tool limitations before uploading financial, healthcare, or regulated information into AI systems.

Notable Quotes

“First day using Zoom. Welcome to the club.”

“It’s all about the system.”

“They both have the same problem.”

“I’m practicing right now.”

“The value is beyond a software tool.”

“I don’t want to re-engineer everything. I just want to sell it confidently.”

“I treat AI like an employee.”

“The beauty is in the planning.”

“Small one, two percent changes.”

“I’m too small to use this kind of mentality.”

Action Steps from the Call

1. Use wins as a way to identify what is working and where to double down.
2. When presenting a concept, create mockups or visuals so the prospect can see the idea.
3. Break client delivery into a repeatable system.
4. Train clients or their teams on the process, not just the task.
5. Use AI to support proposals, concepts, graphics, and reports.
6. Adapt existing Focused.com frameworks instead of reinventing them.
7. Customize proven assets for your niche or audience.
8. Organize your AI projects so you know what is active, paused, verified, or retired.
9. Help clients turn scattered documents into clear workflows or portfolios.
10. For small clients, support the practical implementation work when it builds trust and momentum.
11. Use trade show materials, postcards, hooks, and CTAs to help clients get better conversations.
12. Help clients move from notebooks or scattered records into organized financial tracking.
13. Build simple budget, forecast, and actuals views for clients.
14. Review expense categories and percentages to identify potential cuts.
15. Be cautious when using AI with financial, healthcare, or sensitive client data.
16. Check privacy settings before uploading client information into AI tools.
17. Consider secure accounts, local tools, or custom programs for sensitive work.
18. Explore cost-cutting partners such as Schooley Mitchell when appropriate.
19. For subcontractor clients, look for ways to improve speed-to-cash.
20. Use Substack or another consistent communication tool if it fits your audience.
21. Build business broker JV presentations around clear value and implementation.
22. Create short videos even if they feel uncomfortable at first.
23. Use networking groups for relationship-building, but look for ways to expand beyond the same room.
24. Turn high-visibility social proof, such as notable comments or impressions, into credibility assets.
25. Structure revenue share, equity, or retainer deals carefully when building custom AI or software solutions.

Resources & Tools Mentioned

• Advanced Strategy Mastermind
• Google
• Google Pixel Phone
• Google Store
• Gemini
• Comic-Con
• AI Mockups
• Trading Cards
• Brand Ambassadors
• JV Partnership
• Monday Group Coaching
• Diesel Repair Client
• Local Restaurant Audit
• Coach Dojo
• Claude
• ChatGPT
• Photography Business MBA
• QuickBooks
• Excel
• Google Sheets
• AI Dashboard
• Auto Docs
• Norse Technologies
• Bank Forms and Templates
• Contrast Therapy Spa
• Budget / Forecast / Actuals Spreadsheet
• LM Studio
• Google Workspace
• Gemini Business Account
• HIPAA / BAA
• Claude Code
• Visual Studio
• Google Cloud
• PowerShell
• Fuel Cards
• Schooley Mitchell
• Substack
• Business Broker JV
• LinkedIn
• Mark Cuban
• UnitedHealthcare
• Healthcare Claims Analysis
• Revenue Cycle Management
• Fractional CTO
• Fractional Chief AI Officer