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Ep 59 - Using Transcriptions And ChatGPT
00:22:49
In this episode, Cary Weston dives into how he uses transcriptions with ChatGPT to improve productivity, capture valuable insights, and enhance communication. He shares real-world examples from his recent presentation to 200+ contractors, many of whom...
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Kerry Weston
Foreign to the ChatGPT experiment. This is the podcast designed to help curious beginners better understand just what ChatGPT is and how to use it, how to get more productive, how to get something out of it from your personal and professional life. My name is Kerry Weston. I am your host short show today. Going to talk to you about transcriptions, recording voice or phone calls and how I've been using it with ChatGPT to be really effective and really valuable in some of the work that I'm doing. Background this week got an opportunity to do an overview on ChatGPT to about 200 or so contractors, hardscape, landscape contractors, those invited to speak at a spring training summit where there was about, let's say at least, at least 200, 250 folks. And I share that number with you because I always start my presentations by asking folks how comfortable they are, how aware they are with ChatGPT. And the more, let's just say, white collar crowd that I talk to, the larger the percentage is of folks that have at least tried it or are aware of it. And I'm going to say out of the 200, 250 people in the room, when I ask to raise hands of folks that are familiar with it, have used it at least once, less than 10% of the room raised their hand. And makes sense if you think about we're going into an industry that traditionally is not going to be using technology the way that marketing folks, communication folks, office folks are, but they do have businesses, right? And when I asked folks why, some of the answers were very logical and very straightforward. But give this a thought for a second. I don't know what it is, I don't know why I would use it and I'm not quite sure if I should spend any time there. I don't like computers, I don't like technology, I'm not on social media. And so I really don't think it's for me. Right. And I'm summarizing. But if I were to tell you the theme of the reasons that came from these folks, that would be it. And I love that because at that point it becomes a challenge not to convince somebody that they need to use it. But as I told them, my goal was not to teach you how to use ChatGPT. My goal is to help you be aware. I want you to be aware of what's out there, what's possible, how approachable it can be and why you would want to think about using it. That was my goal. If I can leave you With a nugget of awareness, then I think I've considered myself successful. I want to make you more confident that you can try it. Right? And I'm going to fast forward to the end, and then I'll share with you the transcription tips that I presented and talked about, as well as ways that I use it on a regular basis. But at the end, I asked, did anyone get any value out of the conversation? And every hand in the room went up and I asked somebody, did you ever use ChatGPT before? And he said, no, I was one of those. And I said, so what are you going to use it for now? And he said, everything. I said, okay, well, what does everything mean? He's like, everything. I don't know why I wouldn't use it. And so the paradigm shift in many of the eyes and attitudes in the room was quite amazing to go from I had no idea that this was capable of doing any of this to why wouldn't I use it for just about everything that I have? And really, that's the mission of the podcast, is just to break down that barrier of uncomfortableness and unfamiliarity and give some reasons and some tips and some ways in which folks can explore and use this, you know, for more value and more efficiency in their life. So I felt really good about that group because it's the first time that I've had that many people start at maybe unaware and at least unfamiliar. So it's pretty cool. Pretty cool. And so one of the things that was a big topic of conversation was transcriptions and call. Transcriptions can come from three different ways in which I use it. I'm sure there's more, but there's three different ways, probably four now that I say that out loud that I use it. So the first is simply recording a video call. We all use tools like Zoom and Google Meet and Teams, and some of those have built in recording capabilities. So there isn't a meeting that I have now, whether it's a sales call or whether it's a client call, or whether it's a brainstorming call where I don't record it now, I may not do anything with it afterwards, but you can't go back in time. And so I record it for the purpose of knowing that it's there should I need it. And so that's the first one is video calls. The second one is on your phone. I use an iPhone. I know there's a hundred other phones out there, but on the iPhone now, you can actually record natively in the. In the phone itself, you can record your calls and it will tell you and the other parties on the line that you're recording. Of course, I guess the general umbrella here for all of it is always let folks know that you're recording. But I haven't run into anything where A, it doesn't make everyone aware that we're recording, and two, there's ever been an issue. Right. But I do always ask. So the call recording is the other. The third way that I've used transcriptions or created transcriptions is if I had a conversation in person or on the phone, or let's say there was a video call and I did not record it, then what I try to do is just as soon as possible get out my phone and go to the audio recorder and get everything out of my head, get all of my thoughts out of my head. Because the more distance you have between the actual conversation and when you go to remember it and say it out loud, the more details you're going to miss. Yeah. So I record just as much as I can. Should I miss that? And then the fourth one, the one I guess I didn't think of at the beginning was there's more and more folks creating video content these days for social media for website purposes and all that. Webinars, for instance, and all of those have transcripts. A transcript is just a written version of what was said. So YouTube now has native transcript capabilities where you can grab a transcript from any video. So anything that you've recorded can have a transcript for it. And for me, my brain moves faster than my fingers and I talk in more detail and, you know, a little bit, A little bit more information than when I type. And so for me, the ability to talk is a game changer in my professional life because I can bring more detail, color, clarity, context, all that kind of thing, right? But what's the best is if you are having a conversation with a prospect or an employee, right? Or a customer or client, you don't have to take notes. You can be in the moment and you can stay fully present and you can ask more details. You can ask the tell me more, right? Those are the three favorite words for me when I'm using ChatGPT or having a personal conversation. Tell me more, get deeper, right? And so recording allows me to do that, and I don't lose those valuable nuggets. I remember a lot from a conversation. But sometimes there's that one sentence, there's that one example, there's that one idea that would make a huge difference in an objective tool like ChatGPT, when you ask, can you analyze this and give me insights and organize the thoughts from this call? There's a greater chance of that being picked up and used for the greater good. And so that's, I found that to be incredibly valuable. So here's, here's some practical ways that I've used call transcriptions with, with ChatGPT, just to give you some, and maybe you have a different way, but these are the ways that I've done it and hopefully it spurs an idea for you. So the first one I just said sales calls, I get to ask, tell me more. What's the pain? What have you tried? Right. What are you looking for? What does success look like? All of those things I can dig deeper and I can then capture that in an audio format. And then of course, the transcript client calls gaining better insights for strategy. I can pull out recurring themes, I can extract action steps and to dos. Right. And the ability for me to say out loud, these are my promises, or these are the things we're dealing with and have it come up later. Expert interviews, subject matter interviews, turning those interviews into content. So a lot of us are creating resources, blogs, FAQs, buyers guides, that kind of thing for our marketing efforts and turning those interviews into content. The ability to structure insights and turn those into articles or social media or blog posts or even video scripts. Right. Taking a Q and A type interview and turning it into nuggets that can be used in many ways. I mentioned repurposing content. So turning audio and video files into articles and blogs and emails or just organizing your thoughts is a great. I use that a lot. And brainstorming, I just organize my own ideas. And I think I've mentioned this before on the podcast. The ability for me to just say, hey, I'm just going to get this out of my head. And if you figure out I want you to organize it, I want you to give me back some insight sites. Here's. Here's the real value of what's going on when you have a transcription and you feed it into ChatGPT. So how do you feed it into ChatGPT? You can copy and paste, or you can create a document. I would. And upload it. I would suggest that if the transcript is longer than I have found, 15, 20 minutes, the ability to get better info from it lies in you putting that into a document before you put it into ChatGPT. Shorter transcripts, copy and paste is fine, but I have found that longer ones, if you create a document first Either a PDF or a doc or text file or something like that. And then you can upload it. You're going to get better results from it. And the real value is when you do that, either when you paste or you upload that document, that becomes, and you tell this Chat GPT, I only want you to use this file in the context of what we're doing. That becomes the data source that becomes the only thing that Chat GPT is going to pay attention to. And you're narrowing the band, right? You're saying, I only want you to focus on, on this file, this transcript, right, this conversation. And then from there you have a partner with where you can do a number of things. You can ask it to analyze, you can ask it to outline, you can ask it to a number of different things depending on the goal, right? This is really where, what do you want to get out of it? So here's specifically how I've used it. In the past, I have said, can you organize this call for me and categorize buckets of topics that we've talked about and some of the things that we said we would do? I've done a sentiment scale. So I've taken a sales call, a prospect call, and I have a ChatGPT, a custom GPT for sales call analysis. And one of the things that I do is I say find the pain points. What are they dealing with? What are they looking for, what are they frustrated with? But then I say, give me the sentiment and I say beginning, middle and end. How did this person feel at the beginning? How do they feel in the middle and how did we end it? And I use that sentiment scale because I want to see if we made progress. If sometimes I feel really good about the call and the transcript analysis will come back and say, we didn't move the needle as much as you wanted to. Or sometimes I feel like this was an okay call. And when I go back and look at the analysis, I can see that we really did make a connection and they were really intrigued moving forward. And so that that objective I, that partner is really valuable for me. Now here's an advanced way and this is something that really made a connection with the group specifically this week because they deal with a lot of issues with employees and the ability for this would probably be less about recording a transcript and more about recording your thoughts. Right. Like I said, kind of brainstorming out loud, but the ability for you to use transcripts and ChatGPT to build communication style analysis and personality type analysis. So here's a very specific. For instance, I will take client calls, and the more obviously the, the greater sample size, the more value you're going to get from this exercise. But I will load my transcripts from client calls from the same client into my custom GPT into ChatGPT, and I will say, can you figure out for me the communication styles for this person? What do they value? What do they like, what do they struggle with? How do they process information? What do they react well to? What are the challenges? And I do that for this specific reason. I want to know as much as possible about how to communicate with that person in a meaningful way, right? Both what to do and what to avoid. And if you've ever done a Myers Briggs or a disc profile, there's a number of them out there. You know, perhaps that there are ways in which people receive and convey information that differ. And sometimes that roadblock, right, you've got someone that likes summaries, talking to someone that likes all the details, and there's going to be a roadblock. And that roadblock can lead to mental frustration, it can lead to lack of progress, it can lead to issues in relationships, being personal or professional. And I've certainly experienced that in the past. And so I'm utilizing ChatGPT in that specific way of saying, hey, help me understand how this person receives information, processes information, what do they want from me? What do they want to hear? You know, and like I said, the bigger the sample size, the more complete that analysis is going to be. But I got to share with you, that's been tremendously helpful for me because in today's business world, we have so much email communication, right? We have so many ways in which we communicate, not looking at each other eye to eye, that the ability for us to understand what's needed on the other end, right, is really valuable. And then I've also used it this way. I have been known to interpret written words, emails, the wrong way, right? You can put your own spin on it. The same email can mean a number of different things, just depending on the perspective that you're reading it through. You could be having a bad day, you could be feeling a different way and read emails and the words and the languages might mean something. And so actually what I've done is I've used this tool once. I've built that profile using transcripts and information, and I've said, could you read this email? And what are they really trying to say to me? And again, the bigger sample size you have of information, the better. That's going to be. It doesn't replace human communication, right? It's not tricking it. It's a tool to help you analyze. Because we all need help these days in trying to gain the other perspective. And I think if there's one thing that I witness time and time again, it's the lack of patience for the empathetic position, for understanding the other side, right? There's so much of planting a flag and defending my position. And, you know, I'll say selfish behavior that it gets in the way of progress in a lot of relationships, business and professional. And this is just one way in which I've been able to utilize a tool to help me better understand who I'm talking to, what they need and how I can. How I gotta connect in a better way. And so for me, transcripts has been the ability for me to be more present, stay more attention, do more things. I've created strategies from it, I've created workflows from it, and like I said, I've created email communications and documents from it. A couple tools that I use, two tools specifically, Fireflies is the software that I use to record video calls. And in and of itself, it does the transcription and it also does analysis. So ChatGPT is not the only software out there, of course, that will give you a recap, a summary and analysis. I just find it terrifically helpful in a number of different ways that for, let's say, Fireflies, you record it, you can get the transcript, but you can also get the summary report. Now, I can't have as deep and meaningful a conversation beyond that with Fireflies to help me produce other things or come to other conclusions or do other things with it. But it's really good at summarizing and providing the transcript. And so I just download that transcript from my Fireflies conversation, I upload it to ChatGPT, and away I go. Now, if I have a file, right? If I have a video or an audio file I've shared with you, if I have, I can put a video or an audio file directly into another piece of software called Description. And what Descript will do is it'll process that audio or video file and it'll create a transcript for me. And one of the questions I got at the presentation, which is a really good one, is how does it know who's talking? Okay, so what Descript does is it actually says, I recognize two different voice patterns, right? If you have two people on the call, and it will ask you to identify each voice pattern. So it'll say, who Is this. And it'll play a clip and you say, this is me. And then it'll play another clip of a different voice pattern and it says, who is that person you identify? And once you do that, it smartly just goes through and assigns the conversation to those names. And that's important for a couple reasons. One, a long transcript of a phone call, especially if you're going to use it for analysis of your client and what they said and what you said for strategies, insights and whatnot. It's important to know who's talking, right. And then organizing the thoughts later. You want to know who said what and whose. You know, the feelings, the words, the promises. Right. The outcomes, all that kind of stuff. So Fireflies and Descript, I think both have free versions, or at least free free trials. I know that. I do believe Fireflies has a free version and Descript does as well. Actually, they just limit. Right. Obviously they limit the amount of uses you can have with it, but give it a shot. So Fireflies and Descripts. And so that. Yeah, transcripts was the quick. Another quick story. In dealing with employee issues, I mentioned that this particular group really liked the idea of using Java ChatGPT transcriptions and the insights that come for that to help solve employee issues. And one of the things we were talking about is role playing. So taking some of the email, they happen to have an email correspondence with an employee, you can feed the email into ChatGPT and do that same analysis, right. The back and forth. What is this person feeling? What are they saying? How do I communicate with them? And then role play with it. Be that person. Once you've created those attribute sets, you can say, be that person. I want to practice some hard conversations. Now, I've mentioned this in previous episodes, so if you're interested in more than that, problem solving and whatnot, there are. There are episodes of the podcast that goes deeper into that role playing, for instance. But it all plays into this big theme of using conversations to gain analysis and insights to help you do other work. So there you go. Transcriptions. One of the things that I think over the last year has given me the most value in the work that I do with ChatGPT. And for instance, I will take this recording when I'm done, I will take the transcript to put it into ChatGPT and it will create the summary and the notes for the shows for me. So the hard part is done once I've done talking to you. That's another way that I use it. So if you have a podcast That's a. That's a great way to expedite the next steps. Yeah, YouTube descriptions, all that fun stuff. So good. I hope that was helpful. ChatGPT experiment.com is where you're going to find more episodes. I posted an article on this particular topic this morning on the website as well. So if you want to look at a little bit more detail on this topic, it's there. Speaking of presentations and workshops, I do that. I do it either one on one or I do it for groups. So check it out. There's information on the website, but really I do this to help you kind of gain understanding that there are different ways that you can approach ChatGPT and you really, you can't break it. Right. So to be comfortable in trying new things and finding ways in which this can help you in your daily life. So I hope this was helpful. And of course, as I say all the time, curiosity is the most important factor as you become more proficient in chat gp. So go check it out. Okay. So I appreciate you listening. ChatGptExperiment.com is the podcast. And until we talk again soon. Okay, do stay curious. Talk soon.