Hello Extreme Outsourcers,

Lots of new folks on the newsletter to today - welcome!

I think a lot of the AI stuff out there right now is garbage - or a “Solution without a Problem”.

BUT

after endless experimenting, I’ve found a use case that is wonderfully applicable (right now), and has been super helpful in running my various business activities.

Problem:

I love talking (as anyone who has risked a meeting with me has been victimized with) - but the spoken word (in the form of voice notes, or live meetings) has all sorts of issues.

• No record of what was said

• People hate listening to voice notes

• Sending semi -coherent one sentence slack messages and texts to your team is annoying (guilty)

• Verbal communications can’t be referenced in the future - and ambiguities abound

Writing “memos” or well crafted emails can be a pain in the ass and slow (although often required) - and I get writer’s block

Solution:

Through the magic of the internet/Zapier/AI - I can transform rambling, somewhat incoherent voice memos (written while pushing a baby stroller or surfing) - into well formatted, coherent memo or draft emails, AUTOMAGICALLY.

Example:

Raw Audio - Recorded on My Apple Watch While on A Beach Walk (Not really, but it paints a nice picture):

Now Turns Magically Into a Sweet Ass Google Doc/Memo:

How I Built This:

Ok, so here is the step by step guide as to how to set it up. You need a paid openAI account, and a paid Zapier account to get started.

1. Record a voice note, and upload the file to a new folder in Dropbox. I call mine “Voice - Memo”. I also have a different folder called “Voice - Email” which I’ll get into later. You can also do this on an apple watch.

Now you need to create your zaps - which is where the magic happens. Here is a link to my Zapier template.

But here are the key steps:

Everything is pretty much self explanatory.

A few things to note:

• I use the new OpenAI Whisper Transcription thingamajiggy - which is really good

• I run ChatGPT twice - once for the body text, and once for a descriptive title

• You can send the output wherever you want - a Notion page, an email, a slack channel - whatever

Once the transcription is created in step 2, this is the prompt I send:

"Please convert the provided long text transcript into a structured Note that includes the following sections. These sections are suggestions - the goal is to clearly organize the information. add or subtract sections if needed for clarity: Note Title: Create a brief and informative title that captures the main theme of the discussion. Include the date in the title, if possible. Executive Summary: Summarize the key points, outcomes, and overall context of the transcript in a clear and concise manner. If present, Action Items: Identify and list all the essential tasks, decisions, and responsibilities, along with any deadlines or follow-up requirements. Details & Discussion Segment: Include all details that support the ideas, starting with the most important information. Move from general information to specific or supporting facts. Use the same format when including details: strongest to weakest. Use bullet points Please make sure that the final Note is well-organized, clear, and effectively communicates the critical information from the original transcript. Do not force this format or structure into the voice note. This structure is just a suggestion - for example, do not include a date section if no date was provided.

Voila!

I have them sent to a Slack channel - but they can go anywhere:

If you like your notes or memos written differently, just change the prompt!

Now, why do I have a different “Voice - Email” folder?

Because I run the same process to create draft emails, with a few small changes

• Same flow, but now it creates a draft email in Gmail, instead of a Google Doc

• I change the prompt:

  • "Please convert the provided long text transcript into an email. Pretend as if you are a casual, but professional CEO of a fortune 500 company. You are polite, but also to the point. Use bulleted lists if they make the email easier to follow. Sign all emails "Regards - Jon"

I expect I’ll create a bunch of different folders, with different prompts and folders over time.

Now you may think this is all really lazy, and you are absolutely, positively correct.

Hopefully this was useful to you!

Also, if you really want to do this, but don’t want to go to the ass pain, you can use all my infrastructure and I can set it all up for you for $94 a month.

Why $94?

Because I just saw that number on a license plate and it feels about that useful.

Email me.

Now, Go forth and conquer.

Excelsior!

Jon

P.S. Working on something interesting? Let’s talk.

Also, I’m going to including my favorite poems at the bottom of my newsletter, because I like poetry and where else am I going to put it.

The Double Life

How very simple life would beIf only there were two of meA Restless Me to drift and roamA Quiet Me to stay at home.A Searching One to find his fillOf varied skies and newfound thrillWhile sane and homely things are doneBy the domestic Other One.And that's just where the trouble lies;There is a Restless Me that criesFor chancy risks and changing scene,For arctic blue and tropic green,For deserts with their mystic spell,For lusty fun and raising Hell,But shackled to that Restless MeMy Other Self rebelliouslyResists the frantic urge to move.It seeks the old familiar grooveThat habits make. It finds contentWith hearth and home — dear prisonment,With candlelight and well-loved booksAnd treasured loot in dusty nooks,With puttering and garden thingsAnd dreaming while a cricket singsAnd all the while the Restless OneInsists on more exciting fun,It wants to go with every tide,No matter where…just for the ride.Like yowling cats the two selves brawlUntil I have no peace at all.One eye turns to the forward track,The other eye looks sadly back.I'm getting wall-eyed from the strain,(It's tough to have an idle brain)But One says "Stay" and One says "Go"And One says "Yes," and One says "No,"And One Self wants a home and wifeAnd One Self craves the drifter's life.The Restless Fellow always winsI wish my folks had made me twins.