Transforming Agency Operations with AI Agents (not just ChatGPT) with Khushbu Doshi | Ep #784

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Are you still relying on basic ChatGPT prompts while your competitors create intelligent systems that work for them around the clock? The gap between basic AI users and strategic implementers is widening rapidly—and it could determine which agencies thrive in the coming years.

Today's featured guest leads the pack for this AI revolution. Through systematic implementation of advanced automation solutions, she drove an impressive 20% productivity increase across her agency's operations. By strategically integrating AI technologies throughout their processes, she's transformed her agency's capabilities and efficiency. Additionally, she’s now also helping businesses achieve these same results. Join us as we explore the exciting opportunities AI presents for businesses today and learn about her most successful tool: AI agents.

We welcome back Khushbu Doshi, COO of E2M Solutions, a white label agency partner where she focuses on driving more business and creating a world-class experience for their agency community to help them grow and reach their goals.

With over eight years of experience and having worked with more than 500 agencies, Khushbu dives into her recent journey exploring AI, including a significant productivity boost of 20% through automation. She also talks about AI agents, explaining how they differ from simply using tools like ChatGPT, and highlights their potential to streamline processes and enhance efficiency for agencies.

In this episode, we’ll discuss:

• Why agents are the next step in AI usage in agencies.

• AI-powered onboarding.

• Ideas to expand AI application. 

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Most people think of AI innovation as learning to use ChatGPT and asking the right questions to get the most effective answers. While prompt engineering certainly has value, it represents only the beginning of AI's potential for agency operations. The next evolution—AI agents—offers significantly more sophisticated capabilities that can transform agency workflows.

Agents are a more specialized application of artificial intelligence designed to perform specific tasks based on user-defined parameters. How is this relevant for agencies? Unlike general-purpose AI tools, which provide responses based on a broad range of inputs, AI agents can be customized to understand and execute particular functions. They can be trained to understand particular clients, recall campaign histories, apply agency-specific methodologies, and operate within defined strategic frameworks.

This means that agency teams now have the ability to develop custom AI agents trained to operate according to specific requirements. The resulting tool works much better compared to just a conversation with ChatGPT.

For agency owners interested in exploring AI agents, the process is remarkably accessible. Starting on the ChatGPT platform, users can simply select "create," name their agent, and begin training it with relevant information like branding guidelines, past success stories, and common client challenges.

In her case, Khushbu also uses AI agents for onboarding new new team members dreading the prospect of reading through extensive standard operating procedure (SOP) documents. However, it’s still a vital part of their training, so Khushbu thought of updating the process and making it more dynamic by training an agent to be an SOP expert. She fed it all the SOPs and instructed it to answer only the questions asked to it without searching the internet. This way, the SOPs are the agent’s knowledge base, never defaulting to the web for answers.

After implementing this system, Khushbu conducted a comparative test by providing new team members with both traditional SOP documentation and access to the AI agent.

The new team members were fascinated by the idea of not having to go to a supervisor with their questions and maybe feeling inadequate. Instead, they can ask as many questions as they like without feeling judged. This efficiency not only saves time but also allows team members to focus on more strategic tasks rather than getting bogged down in repetitive information retrieval.

AI agents also excel in quality testing and following precise procedures consistently. You can program an agent to follow detailed checklists, ensuring that all necessary steps in a process are completed efficiently, thereby saving time and resources while maintaining high standards.

Khushbu suggests implementing a fallback strategy for comprehensive quality assessment. When an agent encounters limitations in its testing capability, it should clearly document:

• Which items it successfully evaluated

• Which items it couldn't assess

• Specific reasons for any testing limitations

This strategy delivers substantial efficiency gains even when complete automation isn't possible. If the agent can only check 300 out of a list of 500 points, it has still reduced the amount of work for the assigned employee to do by 200 points.

Furthermore, you can program agents to work a specific role within your team and have several agents to communicate with each other. In this sense, you can build an AI social media team, with a CMO, strategist, tester, etc, and automate 90% of the marketing process.

With AI agents generating ideas, testing concepts, producing initial drafts, and evaluating performance metrics, the human team can then focus on selecting optimal approaches, refining creative elements, and adding the distinctive perspective that differentiates the agency's work.

Finally, it’s also a great way to automate the research needed in your particular industry. If you want to know what your competitors are up to, just program an agent to do that research for you and present a summary of the campaigns they’re running and you’ll be saving a lot of time.

Right now it seems every day there are new ways to integrate AI into your agency services and it can be as exciting as it can be overwhelming. Just remember that this technology has the potential to make your life easier in many ways, and that’s how it should be used.

As organizations explore the potential of AI tools, try to remain open-minded and proactive in seeking out innovative solutions. Khushbu encourages listeners to look beyond the mainstream offerings and discover the myriad of tools that can enhance their operations. By doing so, they can position themselves at the forefront of technological advancements and operational efficiency.

Refusing to use AI nowadays would be like refusing to use the internet back in the late 90s. The technology is already here so there’s no going back; It’s only a matter of whether or not you’re willing to adapt and not be left behind.

Looking to dig deeper into your agency's potential? Check out our Agency Blueprint. Designed for agency owners like you, our Agency Blueprint helps you uncover growth opportunities, tackle obstacles, and craft a customized blueprint for your agency's success.