I Built an AI Support Team. Now I Can Run My Businesses From Two Countries.
I Built an AI Support Team. Now I Can Run My Businesses From Two Countries.
Let me ask you something.
What would you do with a few extra hours in your day?
Make more prospecting calls? Follow up with clients? Spend more time with family? Travel? Or simply enjoy a little more freedom?
For me, AI is helping make that possible.
I'm a working real estate agent, a real estate performance coach, and a small business owner. My partner and I also maintain homes in the United States and abroad.
That means I'm managing real estate clients, coaching activities, a family-owned business, and personal responsibilities while splitting my time between two countries.
And I don't want to spend my life sitting behind a computer trying to keep everything organized.
Over the past year, I've made AI part of my support structure. Today, it helps me handle research, communications, marketing, administrative responsibilities, and even my daily to-do list.
On many working days, it saves me several hours.
But here's the important part.
I'm not using AI so I can work more hours. I'm using it to get more of my life back.
And whether you're just getting started or already experimenting with advanced tools, there's something here you can apply to your own real estate business.
From Asking Questions to Building an AI Support Team
Most agents begin with AI by asking it a question or having it write something.
That's a great starting point. It's where I started, too.
But eventually I began asking a different question:
What responsibilities can AI help take off my plate?
That's when things really changed.
Today, I use three platforms: ChatGPT, Claude, and Grok Bot. Those are simply the tools I'm using now. The technology will continue to evolve.
ChatGPT is my go-to for communication, strategy, analysis, and content. It's learned how I like to communicate, so when I'm preparing a seller email or coaching material, I can ask it to make the message sound more like me.
Claude gives me another perspective. I use it for research and comparison, and sometimes bring that information into ChatGPT to refine it in my own voice.
I call that "Kenizing" it.
Then there's Carlos.
Carlos is my primary assistant through Grok Bot, and I think of him as my AI chief of staff.
I communicate with Carlos, and he delegates assignments behind the scenes to specialized AI team members covering four areas:
Real Estate: Listings, CMAs, seller and buyer communications, weekly updates, and database newsletters.
Agent Performance Coaching: YouTube research, podcast preparation, coaching outlines, notes, and progress tracking.
Small Business: Research, projects, and operational analysis.
Household & Personal: Insurance, taxes, household projects, and administrative responsibilities.
I don't have to communicate separately with each team member. Carlos coordinates the work.
He can also help retrieve information from connected software and business portals, coordinate recurring assignments, and manage reminders.
Does that mean AI runs my businesses?
Absolutely not.
I still make the decisions, review important work, and remain responsible for the results.
But I don't have to personally handle every administrative step.
What AI Actually Does for Me
Let's get practical.
I use AI to review comparable properties, evaluate pricing strategies, organize showing feedback, prepare seller updates, and develop marketing materials.
If a listing is getting showings but no offers, I can provide the market information, pricing history, and buyer feedback. AI helps organize the information and identify patterns.
Then I use my experience and professional judgment to determine what to recommend.
For buyers, AI helps prepare follow-up communications, organize feedback, and explain transaction-related questions.
For marketing, I use it for newsletters, social media, geographic farming postcards, open house promotions, and listing descriptions.
In my coaching business, AI helps with podcasts, YouTube research, coaching outlines, session notes, and content development.
I also use it for business analysis, financial calculations, insurance research, and household projects.
But one of my favorite uses is something almost everyone can relate to.
My To-Do List Is No Longer Just a List
I've always been a list-maker.
And like most people, some days my to-do list seemed to grow faster than I could check things off.
Today, I don't just write a list and hope I get through it.
I hand it to AI.
It helps organize my tasks, establish priorities and realistic due dates, track what's outstanding, and work through individual assignments.
Sometimes that means researching a question. Other times it's drafting an email, organizing information, or preparing the next step of a project.
As new responsibilities come up, I add them and adjust the priorities.
Instead of staring at a long list wondering where to start, I have a plan of attack.
I'm not just managing my to-do list anymore. I'm getting through it faster than ever before.
And that's the difference between using AI to answer questions and using it to help run your day.
Beginner: Start With One Task
If you're new to AI, don't let my setup overwhelm you.
You don't need three platforms or an AI support team.
You just need to start.
Let's say you've finished showing several properties to a buyer. You have notes about what they liked, what they didn't like, and what they want to see next.
Instead of spending 20 minutes preparing a follow-up email, give AI your notes and ask it to draft the message.
Review it. Personalize it. Send it.
You can do the same thing with seller updates, open house invitations, listing descriptions, and daily priorities.
Here's a tip: The better your instructions, the better your results.
Don't simply say, "Write an email."
Explain who you're writing to, what you want to accomplish, and how you want it to sound.
Your challenge: Pick one task that normally takes 20 minutes and see whether AI can help you finish it in five.
Intermediate: Build Repeatable Systems
Once you're comfortable with AI, stop starting from scratch every time.
Take weekly seller updates.
Most agents know they should communicate consistently with their sellers. But when things get busy, those updates can become another task competing for attention.
So build a system.
Create a standard format covering showing activity, buyer feedback, competing listings, market changes, marketing activity, and recommended next steps.
Each week, provide the updated information and let AI help prepare the report.
You verify the facts, add your professional insight, and communicate with your seller.
Same process. Every week.
You can build similar workflows for open houses, newsletters, buyer consultations, and prospect follow-up.
The goal isn't just to save time once. It's to create a process that continues saving time.
Your challenge: Identify three responsibilities you handle every week and build a repeatable AI-supported process for each.
Advanced: Delegate and Automate
Now let's take it further.
Instead of using AI for individual tasks, imagine organizing it around different areas of your business.
That's what I've done with Carlos and my specialized AI team.
I communicate with Carlos, and he routes assignments to the appropriate team member.
I can also schedule recurring activities, such as gathering the previous month's statistics on the first of each month, or receiving appointment reminders by email.
Through connected software and portals, Carlos can help retrieve information and support ongoing projects.
This is where AI becomes more than a writing or research tool. It becomes part of an organized support system.
But automation doesn't mean abandoning oversight.
I still verify important information, review work when appropriate, and make the decisions that require my professional judgment.
And when using AI in real estate, protect confidential client information, follow brokerage policies, and ensure marketing materials comply with fair housing requirements.
Your challenge: Choose one recurring responsibility and determine how much of it you could delegate or automate while keeping appropriate oversight.
The Real Payoff: More Conversations, More Relationships, More Freedom
Here's what matters most to me.
Real estate is still a relationship business.
Clients don't hire us because we can produce an impressive email in 30 seconds.
They hire us because they trust our judgment, experience, guidance, and ability to help them make important decisions.
AI can prepare a conversation, organize research, draft a follow-up, or remind us to contact someone.
But it doesn't replace the trust we build through genuine relationships.
And that's where I want to spend more of my time.
Having conversations.
Following up.
Meeting with clients.
Coaching agents.
And enjoying my personal life.
My businesses still have trusted people and established systems supporting them. AI doesn't replace those relationships. It helps the entire operation run more efficiently.
For me, that means having the flexibility to manage my businesses while maintaining homes in two countries.
For you, it might mean leaving the office earlier, taking a vacation without feeling overwhelmed, or finally having more time for consistent lead generation.
The real benefit isn't simply getting more done. It's having greater control over how you spend your time.
Systems Create Freedom
I've spent years teaching real estate agents that successful businesses are built on systems, consistency, and execution.
AI doesn't change that philosophy.
It reinforces it.
You don't need to become a technology expert or build an AI team overnight.
Start with one task. Turn it into a repeatable process. Then look for the next opportunity to save time.
And remember, not every hour you save needs to go back into work.
The goal is to build a business that supports the life you want to live, rather than a life that revolves entirely around your business.
One of my favorite sayings is:
Systems outlive motivation.
And when you combine good systems with the right support, you create more opportunities for both business success and personal freedom.
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Ready to Build a Business That Runs on Systems, Not Chaos?
At Agent Performance Coaching, I help real estate agents identify their core lead sources, build practical systems, develop consistent lead-generation habits, and create businesses that give them more control over their time.
Whether you're just getting started with AI or looking to take your business to the next level, the fundamentals remain the same: focus, consistency, and execution.
Ready to take the next step?
Book a Free Strategy Call (https://agentperformancecoaching.com/contact-us) — Let's talk about where you are, what's getting in your way, and how to build a business that works better for you.
Listen to the Agent Performance Coaching Podcast (https://podcasts.apple.com/podcast/id6820094704) — Practical ideas and strategies you can put to work in your real estate business.
Prefer to reach out directly? Email me at [email protected].
Ken Gould | Agent Performance Coaching
