How to Build Your AI Team, Task by Task  ## Metadata - Author: [[The Duct Tape Marketing Podcast]] - Full Title: How to Build Your AI Team, Task by Task - Category: #podcasts - URL: https://share.snipd.com/episode/75ffaeff-2808-4691-af68-1eabdd0193d4 ## Document Notes ## Highlights - **Task-By-Task AI Adoption** - AI will replace work task by task rather than entire jobs overnight. - Owners should scan monthly for tasks they can hand to AI to create immediate value. Transcript: Eva Gutierrez Number one is how you're thinking about AI supporting your work. So we tend to read the headlines exactly what you just mentioned of like, you might have a job today and tomorrow it's gone. And all of this like really big macro thinking of AI is just going to take over tomorrow and that's the end. And the reality is that I teach the founders and business operators that I work with is so much more tangible. What we look at is saying, hey, AI is going to start taking over some of your work, but it's going to do it task by task. And it's your job as the human part of this AI relationship that you're building with your new AI team members to be the one recognizing, okay, this is a task that I should offload to AI. And I say this because what AI allows for all of us is this hyper personalization, especially as business owners or operators or people that really enjoy their jobs. It's the ability to say, I don't want to do this thing. So I want AI to do it. And even though AI can do this thing, I still am going to do it. So it's really focused on that task by task. And within those tasks, not telling yourself that you have to give it to AI because AI can. It's saying, what do I now have more time for that I wish I had time for that I can just give to AI and looking at it from a month by month basis. Where am I recruiting AI to help me out this month? Task by task, like bring it way smaller. ([Time 0:01:52](https://share.snipd.com/snip/0b186d0f-51e5-4872-976e-17b7ce8eba73)) - **Onboard AI Like A New Hire** - Treat AI like a newly hired employee and decide how much context and onboarding you'd give them. - Give AI clear SOPs, business context, and access to succeed at the assigned task. Transcript: Eva Gutierrez What I teach people as well is saying, when you go to offload that task to AI, I need you to picture AI as if it was a person and you just hired them. And bonus points is to give them a salary in your mind saying, I just hired this person. I'm paying them $2,000 a month. I just hired this business advisor I'm paying them eight thousand dollars a month to just talk to me and help me right put a number on there this is for your mind because what you want to Do is now look at that situation and say how much context would I give this new VA I hired in order to expect them to do this job well? And then in order to expect them to do this job extraordinarily well, right? At the end of the day, it's the amount of context that you're giving that person, right? How many SOPs? What about the context of the business and the products and all the things you've tried before and what's working and what's not working, right? Looking at AI the exact same way as you did when you went to hire that VA. I think we've all hired a VA, didn't give them enough context. And then we're like, man, they didn't give me what I was looking back. John Jantsch They actually became a pain because you had to think up stuff for them to do every day, right? Because you hadn't really planned anything. Eva Gutierrez Exactly. And so with AI, that's exactly it as well. What we're looking to do is say, AI should take over your work, just task by task. Don't make it any bigger than what it really is. It's task by task. It's the tasks that you want to offload. This is AI. You get to choose what you keep working on and you get to choose what you say. I would love AI to take that on. And then when you hire AI for that task, imagining it's a person that you hired with a salary and saying, how much context would I give to this person? What type of onboarding would I put them through? What would I make sure they have access to before I even let them start working on this project? ([Time 0:04:05](https://share.snipd.com/snip/4fe68d22-ae3d-48ea-8a77-2159fe4d6227)) - **AI Agents Reshape Org Charts** - AI will create a layer of agents across your org chart that augment every role. - Each employee can be amplified by AI acting as assistant, strategist, and advisor simultaneously. Transcript: Eva Gutierrez It definitely changes the org chart. What I teach is this idea of you have the org chart if you're a business owner, for example, of you up top, and then normally you would have had like employees under you, right? Now you have you up top, you have a bunch of your own AI, let's just call them agents for now as a placeholder word here, a bunch of little AI agents that can do a bunch of tasks for you, but You still have your team underneath that. And then your team under each of one of them, they have a bunch of agents that are underneath them. Because if we just look at an org chart and then started to say, what is the task that each person has to do every day? That's where we start to go back to the beginning here. And we say, OK, let's start bringing AI support in as much as possible for each of those tasks and looking at that support, not just in terms of can it do the task, right? It shouldn't just be an assistant. But while it's hypothetically over there, why doesn't it also be a strategist and help you strategize something that you hadn't thought of previously with this new context? And then why doesn't it also act as an advisor while it's doing that thing too? And looking at the bigger picture of the goals of the company and making sure that this is aligned to them. So looking at hiring those AI agents for everybody with the goal of not saying we should replace our whole team, but the whole team can be monumentally enhanced if they have this AI assistant, Strategist, and advisor, helping them see what they previously couldn't see. ([Time 0:07:56](https://share.snipd.com/snip/a8f0d389-f186-4ddf-a2d8-bd0ac2567039)) - **Lead With AI Training And Clear Policy** - Give employees explicit guidance, training, and L&D for AI instead of leaving them to self-teach. - Provide tools and a plan so teams use AI properly rather than as glorified search. Transcript: John Jantsch I mean, it's, you talk about these agents, they're much more of a manager in a lot of ways, managing the agents managing the output, directing, overseeing, strategizing. And so does, while I think that people are getting that, does that cause some disruption inside of an organization where you've got a bunch of doers? Eva Gutierrez Yes and no. So I think what happens here is if we were to think about two, three years ago, we look at AI and we couldn't have even fathomed where we would be, right? 2023, ChatGPT just comes out. There's a lot of question of how good is it going to be at things? How smart can it get, right? And it was hard to predict, okay, here's where we are now going to be. Here's what the future looks like. And I feel that same sense today, that it's extremely difficult to predict and say, well, here's where we will be because we hadn't even predicted that AI would be such a big part of the Workforce like four or five years ago. And so to me, it's so much more about just getting there and then saying, OK, now what is the plan based on where AI is and what its capabilities are and what people are interested in doing And how people and AI come together in this hybrid intelligence. ([Time 0:10:09](https://share.snipd.com/snip/810efa87-59ef-4e58-82a9-a931ba5a917b)) - **Hybrid Intelligence Keeps Humans Central** - Hybrid intelligence keeps humans central while AI supports decision-making. - Different roles will require different hybrid relationships with AI across the org chart. Transcript: Eva Gutierrez So I love this term hybrid intelligence. I've been shouting it from the rooftops for two years now, since 2023, when I read this incredible book called The Intuitive Executive. It's a textbook. And inside it talked about this idea of hybrid intelligence, which means humans will always be central to decision making with AI in a complementary supporting role. And so when we look to saying, all right, let's have AI come in and help us as people, whether you're a business owner, whether you're an employee, whether you're a consultant, whether You're an advisor, what we're really doing is creating a hybrid intelligent relationship. I have a relationship with AI where it supports me a certain way. You have a relationship with AI where it's brought to a slightly different way. We're both business owners, so it's pretty aligned, but there's still different things there that it's supporting us with. And that's what's going to happen across that org chart as well. That's when I start to say, well, you know what, it's pretty difficult to predict where we're going because the AI support that I need as a business owner is much different than the AI Support that maybe my virtual assistant needs. ([Time 0:11:38](https://share.snipd.com/snip/f72d1dbd-2415-4ab0-aabe-dd78b1f92c15)) - **Own Basic AI Skills Before Outsourcing** - Learn foundational AI skills yourself so you can evaluate tools and buy wisely. - Reserve agencies for complex setups but own basic AI competence as a core skill. Transcript: Eva Gutierrez Because to me, this is kind of like saying, oh, let's say it's like 1999, 2000, right? And you're saying, I'm just going to hire someone that knows how to use a computer. And then I'm just going to like tell them what I want to do on the computer for my business. To me, I'm like, that doesn't sound that smart, right? And that's where we are now, I believe, where you don't want to just say, well, they know how to use AI. You want to be able to say, sure, they can build out something super complicated that would take me hours and it's not worth figuring out. There is totally that use case. But the skill set of AI, I don't believe is something that is just like something you outsource. It's something to say, I'm going to take some time to learn this. And the thing about AI is that it is just a skill set and so what is the difference between someone that has a skill set and doesn't and that is literally just the amount of hours that they Have put in to learning that thing right and so all of us have the capability of learning the skill set of ai and just learning the foundational skill set that you need once you know that Then you can start to understand, oh, this new platform came out. It's actually not useful to me because of X, Y, and Z. Oh, this new chat GPT feature is out. This is awesome for us because of A, B, and C. That's when you can really start to figure out, okay, this is what I should learn how to do. This is what I should set up. And then here's the complicated stuff to bring to somebody else. ([Time 0:13:50](https://share.snipd.com/snip/c5c27009-099e-446a-8a94-da4d8b7438e3)) - **Use AI To Recruit AI Roles** - Tell AI what you do daily and ask it to map opportunities where it can help as assistant, strategist, or advisor. - Use that opportunity map to prioritize which tasks to automate or augment first. Transcript: Eva Gutierrez I'll answer this in two parts. The first part here is that I've talked to business leaders and I've talked to their teams, separate conversations. And if you are a business leader, I can promise you, your team wants you to give them guidance on how to use AI because they don't want to spend their time, their nights and weekends going Through some course that they had to buy themselves in order to be able to do this, right? This is learning and development. They are waiting for you to say, hey, here's how we're going to start learning about AI and how we're going to bring it into the workspace. So it's a really important thing for leaders to know right now. Your team isn't going to raise their hand and say, I don't really know how to use it well, because what benefit does that give them, right? So it's creating this awkward tension where the business leaders are like, we want you to use AI more. Please go use it more. We're more than happy. We'll pay $200 a month for a ChatGPT Enterprise account for you. And then the team is using it as glorified Google search. So as a business leader, like however you want to go about it, just make sure that you're giving your team guidance and courses and teaching them, hey, here's the skill set of AI instead Of just saying, go use it and you figure out how to do it. So that's step one. Step two here, we get a bit meta. This is something that i teach in my ai first business system is that what you can do is just tell ai what you do all day and then have ai give you an opportunity map that says hey here's where You can use me here's where you can use me at the assistant strategist and advisor level so what i teach in that ai first business system is essentially recruiting ai to tell you where To hire AI. And then again, now you have task by task. You can say, OK, you know what? I hate doing this one task every day. Let me prioritize situating that and having AI support with that. Or being able to say AI is helping at the assistant and strategist level of this one task. But if we just made this one little tweak, it could actually now be an advisor as well within that whole task. And now we're getting so much more information. ([Time 0:16:22](https://share.snipd.com/snip/c1bfe519-a5e5-4caf-b984-e562b6a4e3a6)) - **Design Guardrails For Intelligence On Demand** - AI behaves like eager intelligence on demand and needs human guardrails to be useful. - Humans must design constraints and funnels so AI produces actionable, aligned outputs. Transcript: Eva Gutierrez Exactly. And that's really all AI is, if you start to think about it, right? It's a mindset shift to say, OK, I just need to start to bring this on task by task. It's a mind shift to say, you know what I'm going to do here? I'm going to give it as much context and maybe more context than I normally give someone that I hire for the role. It's all of these reframes that are the reason that it's like a hybrid intelligent thing, right? This is a relationship we're building where we're learning who AI needs us to be in order for AI to be exactly what we want it to be. And the thing about AI, and I talk about this all the time, I say, AI is like a golden retriever. It's ready to go whenever you're ready to go, right? It's like, where are we going? To the kitchen? Awesome. I couldn't be more excited. Are we going on a walk? I cannot wait. You just tell me where you want to go because let's go over there. I don't even care, right? And it's our job to put the constraints on it and to say, this is awesome. I love having intelligence on demand. But my role as the human part of this hybrid intelligence is to constantly put the guardrails on intelligence on demand and force it to funnel this intelligence through the specific Guardrails that I need for this specific task or this thing I want to think through or a workflow that I'm building out. So it's our job in order to do that. ([Time 0:20:46](https://share.snipd.com/snip/c3bcc69b-8fab-459d-82a8-c9257a68b39c))