Meet My AI Team: 18 Agents Running My Business

Before we get into this episode, I just want to let you know the book Fix This Next for Real Estate Investors is out. It's available anywhere books are sold. I hope that you'll grab a copy because it is the book that will help you identify the next thing that you and your team need to focus on in your real estate investing business to scale it to where you want to be. Pick it up anywhere. Fix This Next for Real Estate Investors. Last week I gave you nine use cases of how my business is using AI. And today what I wanted to do is really walk you through the how I'm using GrokBot. Now, in last week's episode, I mentioned that we use GrokBot and we use Hermes Agents and they are used for different things. Hermes Agent, which runs on a computer locally within my office, is really, really good. And I like it because it gives us protected access to an internal database that we have here. So, it routes everything through there. It's got all of our company data and it's fantastic in that world. Where it lacked is in interactions with other things. And so, what I wanted to do is show you really just some use cases of how I'm using GrokBot and some of the ways that I'm thinking about using it in the future. So, look, if you're not familiar with GrokBot, there are tons of videos out there that can walk you through it. Go check those out. And oh, by the way, welcome to Fix My Business. I'm your host, Scott Todd. I've built multiple seven-figure businesses after leaving my corporate 500 job, Fortune 500 job. I was a VP of technology over there. And I started my business 10 years ago and now have multiple seven-figure businesses. And I want to help you do the same thing. I want you to build a company that you love. Now, again, GrokBot, you can go look online. There's like all kinds of videos, whatever. I'm not going to rehash what it is. If you don't know, it's easy to find out. However, one of the things that I'm doing with GrokBot is really more of not just kind of some of the admin work that my team would have done, but some of the admin work that would fall onto my plate, something that I wouldn't give to a human for various reasons. So let me go show you what's part of my, well, that's not going to work. Let me tell you what's part of my GrokBot setup. And if you're listening to this, I'm glad you're listening to it. You can also find the video for this on YouTube so that you can actually see it. So if you're looking now, you'll see that like everybody, I have a chief of staff. So my chief of staff's name is Simon and Simon says, man, that's where I got Simon from. If Simon says to do it, we do it. So what we have here is we have Simon that I route everything through. So Simon's the one that I put all the pressure to and he's the person. It's the agent that follows up with everybody to make sure they're doing their job. Next up is Lois Lane. Lois Lane has a very specific job. Lois's job is to bring me the daily briefing. Like everybody, I get a daily briefing, my revenue, what's on my calendar for that day, big things that need my attention. That's Lois Lane, the reporter, the daily brief. That's what that's the only job that that agent does is the daily briefing. Then we have Sue. I'm sorry. Then we have Lloyd. So Lloyd over there is my email manager. So basically, what, five or six times a day, Lloyd is in my email. And like you, I probably you probably get a lot of junk email. Lloyd's filtering that stuff out, bringing me the things that I want to see, archiving the things that are just basically just FYI for me. Or one of my pet peeves is when people will respond back to me, my team, my team, when they'll respond to me like, got it on it. Thumbs up. It's cool, but it just takes time of someone having to click that stuff. And so I'd rather have that in like a brief that I look at every couple of hours. And that's what Lloyd does is Lloyd is keeping up on all that stuff. And if something hits my inbox, it's urgent or that needs my attention. Lloyd is the one that rises that to the cream of the crop for me to kind of go pay attention to. Next up is Sue and Sue is my paralegal. Now, I'm not using Sue to actually create legal documents, et cetera. But if there's a contract that I'm looking at, I'll feed it into Sue. Sue will break it down for me and say, hey, here's here's the things that you should be aware of. Here's what's at risk for you. Here's here's what happens in these situations. So Sue will do that. Sue does something else for me. Sue also is really, really good. Grokbot is really, really good at filling out PDFs. So I hate filling out PDFs. And somehow, some way I have to fill out PDFs frequently throughout the week. So now Sue is filling out the PDFs, whether it's property value reports or state records, whatever it is, Sue is the one that does it. And somehow, some way it just makes life so much easier. And it learns from the repetition of how to get these things put out. So anything that if I have a operating agreement that's going out and we just need to change the names on there, whatever. Sue is the one that just makes it happen. And Sue gets it and just does what you would expect a paralegal to do. Right. Not legal advice. Not legal advice. But here, just go do some of this stuff. Or how do I do this? Another example is I have an entity that's based in a state. I'm in Florida. I have an entity that's based in another state. And I don't want it based in that state anymore. So that process is called a conversion. So now I have Sue that prepared the documents to convert it back to my home state of Florida. So I've got the conversion documents. I get this nice packet, which, by the way, was a PDF. I get these nice packets of stuff that, here, just print this stuff out and ship it. And it's easy. Right. Like that stuff that I would have had to do or had an attorney go do, whatever. Now paralegal Sue is to the rescue. Reed is a researcher. It follows the last 30 days skill. So you can go out and you can look at what the last 30 days is. It just goes out and brings me news and brings it back to me and lets me decipher what I want to track. We have Avi. Sorry, A-V-I, Avi. And I want you to think of Avi as the AI agent that will go out and watch videos for me. Now, they're not technically watching videos. Okay. What they're doing is they're going to YouTube, for example, getting the transcript, bringing it back to me and telling me what I want to know. Like, hey, how do I like what's what I want to know from this? So these long videos that I want to know or podcast that I want to know what the kind of the meat and the potatoes are, but I want to leave off some of the fluff. Avi is the one that goes and does it. Now, you could go do that. But here's the thing. I don't want you doing that to my content. And I don't want your Lloyd filtering out my emails. So scratch that idea. Put a special rule for me. You got to promise me here. All right. So we have that. Now, Curtis. Let me talk about Curtis for a minute. You'll see that I have Curtis over here. And Curtis actually is the agent that intertwines or connects with the data that I have on Hermes agent. So I mentioned Hermes and the fact that I've got Hermes that runs certain kind of business processes for us that's based on our internal data. But I don't want that data exposed to everybody or all of these other agents. So what I do is I have Curtis here who knows how to talk to Hermes agent. They have the secret handshake. Okay. Like they've got this thing down. Like, yes, we agree. This is what we're doing. So now we have Curtis that interacts with that. So if one of my GrokBot agents needs data that sits on that database, they can go to Curtis and they can get it. And that's the beauty of GrokBot. It's just how interactive the agents work together. You give it something and it will just pass it through to whoever needs it, which is super strong for workflow design, which I'm going to talk about in a minute. The design of work around it. Okay. So we have Curtis. We have Pat. Pat is learning payroll. So I regularly run payroll through ADP and pay VAs through Wise and PayPal. Well, Pat is now learning how to do that. I have Walter who is in charge of my schedule. So when I need dates, when I need options, when my family needs to know like, hey, when am I available or when Scott available? They can actually connect with Walter. Cindy does some cool things for me because for speaking, for some of the speaking keynote speeches that I give, et cetera, Cindy, sometimes I'm asked, hey, pull this information or pull some publicity pictures. Cindy is the one that can pull all this together and put it into a package based on the content that I have. Here's what's being requested by the person who's promoting the event. Here's the content package and here we go. So Cindy kind of does that stuff for me. Now, like everybody, look, I'm using GrokBot and Claude and OpenAI to do development work. So you'll see I have Bob here. Bob, the builder, of course. Bob is designing things and Tess is looking at user interface design review. I also have an agent named Gail. Gail is actually retired. See, I've got some retired people here. I'm not going to go through the retired agents because they really don't. I'm not even using them anymore. But Gail was a retired agent who was looking at Google Analytics. Then you'll see I have some that are unassigned. The unassigned are basically I haven't put them into a category yet, but I have Stu. Stu is doing bookkeeping for me. Look. Bookkeeping. Bookkeeping. I hate to break this news to people. OK. Like, I hate to say this to my CPA. I'm dreading it. My CPA. Yeah. I got to pay them every single year. Right. But the work that they're doing for the bookkeeping side, it's not that like I can do this. So I have Stu that's actually running this right now. And we're not making any changes. We're running shadow books because I want to see what Stu can really do. I want to put it through the paces. Look, I have some pretty complex accounting. I want to see what Stu can do and what it's like to work with it. So we have Stu who's doing that. I have Chuck. Chuck that is doing IT for me. So basically, he's looking at all of our computers that are all connected to our network. And basically, if something is not working correctly, if we need to change something, Chuck is the one that can do it. Vanessa. Vanessa is our graphic designer. We gave it a prompt of what we're looking for. Vanessa goes out and designs it. Now, on some of the thumbnails that I've been running on one of my YouTube channels, we have been A-B testing stuff that was done by a human, stuff that was done by Vanessa, the AI agent. And we do A-B testing on it. And guess what? Vanessa is actually winning. I can't explain why. I personally like the human side of it. But for the thumbnails, Vanessa's winning. So these are little tests, little tests that I'm running. You'll see that Stu is running a test. Okay. Vanessa is running a test. I have Ada. What does Ada do? Ada. What does? Oh, okay. So I've got Ada here. And Ada is actually helping me solve a problem that I have in my business. Here's the problem. The problem is, is that I have mail that's going to an old mailbox. I still pay for that mailbox. I still get mail there. And this has to do with county records, whatever. So whenever we get mailed to that mailbox, we tell Ada. Ada goes back to the county where the properties are located and says, stop. Change of address. She's emailing them. She's doing whatever she's got to do. She's filling out the PDFs. Those PDFs. She's filling those things out. We're putting that to Ada. And Ada will go in and process them. And we're getting our addresses changed. We're getting it to where it needs to be. Okay. I have Pip, who's really good at running Python scripts. And I have Drew. What does Drew do? Oh, Drew helps in our month in close process. Okay. So we have these agents that are working within the business. But the key thing here is that each of these agents is doing a specialized task. They're doing one individual thing. We're not overwhelming them. They do one thing and they do it well over and over and over again, which brings us to workplace design and workflow design. You see, over the last couple of weeks, the AI agents and especially GrokBot has really made me think like, hey, wait a minute. If I were to go in and map out my business and look, if you learn anything about me, you'll know that I like processes and I like swim lanes. Swim lanes. If you don't know what swim lanes are, you can look at Scott Todd swim lanes, whatever. But here's the thing about the swim lanes is that I sit down and I map out the business. Who's doing what? Who does what? When? How does it all interconnect? Okay. I'm a big, big believer in these swim lanes because they give you an overall view of the business. Well, I went in and I said, hey, wait a minute. From my investment business, for example, what if we went in and we looked at it from scratch? No sacred cows. No people that we have to protect. I'm not getting rid of people. I'm just saying, if I were to design the business today with the AI built in, so it's an AI native, how would that look? And then I was able to look at this and then we can start to map out what the AI agents can do in a workflow. So we want to go in there and we want to build the workflow. Now, one of the things that I think that anybody that's talking about AI on YouTube is doing is I think that where they're messing up, they're messing you up, is most of them, the majority of them are hyping AI. As an example, I can point to you where almost every day as new models come out or new frameworks come out for AI bots, agents, they're like, this is the greatest thing. Tomorrow, another one comes up, this is the greatest thing. If you try to build a business based on what all of the AI influencers are telling you, you'll never get any traction because you'll always be chasing the next model. You'll be chasing the next piece. And what's so important here is this. Number one, instead of jumping into automations, I'm going to encourage you to think first, then automate. And in fact, I have a book coming out next year in September of 2027. It's with the publisher right now. Okay, I get a copy back next week. Think first, then automate. That's the title. That is the title of the book. Think first, then automate. And it walks you through this framework I've talked about on this channel before about building with scale and how we want to think first through what it is that we want to do. We want to build our workflows first and then figure out how to layer technology in it. And it's never about getting rid of humans. What it's about is about looking at this beautiful dance that we can interact humans with technology and leveraging the technology to make the humans more effective. So when I say think first, what I'm doing is as I start to look at how we can redesign, basically disrupt my business with AI agents. As I'm looking at it from a blank slate and saying, if I were to start today, knowing what I know about the automation AI today, how would I design this business? And how would I design all of the workflows around it? That's what I'm doing. That's where I'm spending my time right now as I'm looking at the business and saying, what could be? And then how do we redesign, reinvent our businesses that leverages this technology of AI agents and AI bots? How do we do this? And it's being mapped out first because I'm a strong believer that you have to think first, map out before you go automate. And yet all of these people on YouTube, all of the AI influencers are all about, look at this tool. It's the greatest thing. Let's just build all of these agents. And what you get is you get chaotic mess. You have to think this through. And people aren't telling you that. But remember, the steady hand at the wheel is what you're looking for. Not all the other stuff. All right. So that's what I'm doing. That's how I'm putting today. That's how we're using AI agents in my business, especially the Grok agents. And I want you to also note that I have a lot of tests. I've got Vanessa, the graphic designer, testing. We're not putting humans out of business. We're redeploying them to say, hey, how can you move faster? Because, look, here's what the future is going to be. The future is going to be about speed. It's about all of your people moving faster. And AI and technology is going to be able to help them do that. And I think that the winners, I think that the winners in the future will not just be the AI, the companies that have the most AI agents. The winners in the future will be the ones who build the team to be the most effective with AI and humans. That's what I'm doing. And I hope that you're going to do the same thing. All right. Glad you're here. If you have a question, head over to scotttodd.net forward slash ask. And I will see you in our next episode. Thank you.