Fixing Bob the Builder's Leaky Pipeline 🛠️

Thank you, Trish.

Hi everybody, I'm Anna Bullock.

Some of you have seen me before, but to those of you who have not, hi.

I am the co-founder of ABX2 Agency, and I'm here today during the love of productivity to help Bob the Builder.

He needs our help fixing something.

It's his leaky pipeline.

He's losing leads, parts are late, it's, it's a big mess, and he has a really important reputation to keep.

So So our ClickUp super agents are going to help him accomplish that goal.

Now Bob is not new to ClickUp.

He is a power user.

He has been out here building spaces.

We actually have an entire space set up for his building yard requests.

Can we fix it?

Yes, we can.

Anything that went to the junkyard or referrals, as well as their prior successes that they can refer to for testimonials.

He also has things like this dashboard that he set up with ClickUp AI, as well as a marketing and PR area.

So we're not starting from scratch.

What we are doing from scratch is building a super agent today.

Bob has been missing opportunities.

We have lost leads, we have leads we've had to refer to his prior apprentice Leo, and we have some successful jobs, and that's great.

But there's a lot else going on under the surface.

So for example, we have parts that people are waiting on, and they are not happy because why are we waiting on parts?

You knew about this order, you know, weeks ago.

We have repairs in progress, and that's awesome, These clients are happy, but something's going on here with this onsite visit.

They didn't provide accurate address.

This might go overdue.

So there's just a lot going on with his pipeline.

He also has quite a few unreviewed tickets.

So there are people submitting the requests on his website.

Hey Bob, can you fix this?

He's not even getting to them.

If we look at the due dates, I mean, these are not today.

There are some that, you know, are less urgent.

The people said they wanted in March, but right now it's February.

And he's not even responding to the thing they wanted done by the 10th.

We need to help him out.

So let's build a super agent.

Bob is going to start from scratch, so he goes to the AI tab in his ClickUp navigation menu and he hits Create Super Agent.

He's going to say the first thing that an agent needs to know, have access to and what they're here to do to help us.

We don't want to complicate this or end up with a bunch of random summaries.

Bob simply types, you are my sales and customer experience expert.

I track all my incoming and active projects in the space Bob's Building Yard, and I want you to use the information there to help me get projects back on track.

Let's see what ClickUp comes up with.

The agent is now asking for clarification.

We are going to suggest things like updating happy factor field for us.

We are also going suggest doing things like sending an email when they see a job completed with elated or happy client so we don't miss out on testimonials.

We also want it to tag Anna I'm here to help and Bob because this is his business with recommended next steps.

Anytime a task is overdue or has not had activity for more than 3 days.

Now the builder knows, okay, here's what we're gonna do.

This is the space.

Here's what we're tracking.

Yes, that's right.

Or no, that's right.

So we're gonna say yes, that is correct.

It's gonna think again.

The builder is really great because you don't have to know— love highlight moment— you don't have to know AI or understand it.

In order to prompt it.

I am going to include my general guide for prompting Super Agents in the link at the end, but I will say, you can honestly just go in here and talk to it.

The builder is really cool.

It's really nice.

You can ask it, can you do this?

What capabilities does this have?

You know, can my agent access these things in my workspace?

And because it knows you're a ClickUp workspace and it's worked in there and it exists in there, it can actually answer those questions for you, which I think is just so amazing.

We love Super Agents.

And our super agent is ready in just under a few minutes.

So now we have our project recovery coach.

He looks very fancy.

And if we wanted to come in and change his look or give him a fun name, we could absolutely do that.

Now, ClickUp will prompt you, right, how to control access.

So right now, Bob and Anna have access.

Maybe you want it to be private.

Maybe you want to share this agent with members of your team and they can help you as well.

Bob might hire a salesperson.

They'd probably want to access this agent.

Then you're going to test your super agent.

So we are going to trigger the agent to see how it performs.

You can also decide what triggers will make the agent run.

You can decide what tools that we have to perform different tasks.

You can also talk to it, give it memory.

If Bob maybe moved to ClickUp from Trello, he could import his old Trello list and say, add this to your knowledge.

This is 9 years or 50 years of customer history.

You can also update knowledge on the go and say, hey, I'm offering a new service.

I want you to think about that.

And when we are, you know, on the, on the list for the CRM and you see a client with multiple requests for us, maybe you can email them a discount bundle package.

There's a lot of fun ways in which the, there's a lot of fun ways in which the knowledge and memory can be updated because it's all knowledge you are giving the agent.

It's going to let you know it's knowledge and memory.

Here's where you can add documents.

You can connect it to other areas where you have files and things like that stored.

You can even connect your Gmail account, which it will need to send those emails.

So we're going to do that now.

And I have added Bob's theoretical email.

Now you can also add access to ClickUp if you want to add spaces or other locations or memory documents from ClickUp Docs.

Highly suggest doing that.

and you can also add preferences.

So you can really go in here and do a lot.

You can also tell it, hey, you can create drafts in this particular email account.

You can search drafts in this particular email account.

You can write project updates.

You can Now back to Bob.

So Bob needs to work with a super agent, and we're going to go ahead and ask it a question.

Now the fun part.

We're gonna go and we're gonna chat with it.

Starting in direct chat, Bob can come and say, hi, I'm Bob, this is my company.

And he can just let them know, can you recommend the first 10 people that I should reach out to today?

Maybe Bob is short on time.

You can get very creative with what you ask.

you can also ask it to do things on certain tasks, which we will do next.

While we're waiting for him to analyze our list, we can go to a particular task.

Let's say we want to go to anything that is waiting on parts, and I'm going to come in here and I'm going to tag it and say, @ProjectRecoveryCoach, please note the vendor is influx.

We often have delays with them.

Please ask me who the vendor is anytime you see a task go to waiting on parts.

This is a way to— in the context of your work, when you're thinking about a situation without having to leave the task, you can ask it specific questions and then it will come through and reply.

Now you don't have to sit around and wait for it to reply because it will also come to your inbox.

So back to our original question, we have an update from him and it says, nice to meet you, Bob, right?

It's letting me know at-risk overdue jobs marked dissatisfied.

We need to get on these.

It tells you exactly what you should do.

You should be contacting them.

You can have it do some of these things for you.

you can also say, hey, these are really elated customers.

It's really important that you go ahead and reach out and get testimonials today.

We gotta have the short-term and we gotta have the long-term vision.

So you can ask it, to give you message scripts and say, you know, yes, please give me scripts.

You can just keep talking back and forth.

He can help plan your day.

Now we did just get an inbox notification that they responded on the HVAC task.

And so let's say I was clicking around and I had questions and I went to go do another task or do something that it said I need to do today.

It now has responded.

I don't lose the response.

I don't have to have 17 tabs open.

It's letting me know, hey, thanks for the heads up.

I've noted that the vendor's influx and they're partial to delays.

It's letting me know, hey, ask the supplier for a clear ETA.

Once you have that, update the customer, maybe send an email.

We can have it help us craft a template for that.

And this is just one of about 70 things that Bob can do with just the thoughts I have in my brain right now.

So the whole idea of these agents is to get creative, ask the builder questions so you can give it the best context and the best capabilities.

And then you want to interact with it as if it was a team member.

Have it complete tasks for you, connect it to your email and say, hey, you're only allowed to send these pre-approved templates.

Check with me before you do, or if these fields are marked, you are good to go ahead and send the template.

You can give it as much or as little freedom as you want, and just remember that it is like a team member.

So whatever permissions you give it, it can use those and it can get things done.

Thank you for your time today.

What I want to encourage you to do is go to the link in the chat.

It's just my name, annabullock.com/builder.

And here Bob and I have made a form for you where you can help Bob fix his leaky pipeline.

And then share your questions.

If you're like, hey, I want to know how to do XYZ, just throw it in here and I'll do my best to get back to you as soon as possible.

Then you submit, you are thanked, and you are able to get all of the items in your email.

You also have the ability to click a direct link to all of the assets.

And in the spirit of love for productivity, I have been Anna Bullock.

I hope you all feel a little less nervous, maybe a little inspired, maybe just confused and excited to learn more.

So feel free to reach out if you have any questions on the forum, but otherwise, back to you, Trish.