Dishin' Data on AI Note-Taking and Content Mining for Real Estate Agents

Learn how to use AI for smarter note-taking in your real estate business. This episode shows you how AI tools can enhance client communication, improve your workflow, and turn every conversation into content. 

In real estate, the details matter, and most of us forget 7-% of what we hear within 24 hours. In this episode, Kandice Coleman shows you how to use AI to capture every word  from your meetings and turn those conversations into follow-up emails, listing descriptions, social media content, and blog posts.

Kandice covers three tools at three price points — from your phone's free voice recorder to Otter.ai to Plaud AI (the $159 and up hardware device that top real estate AI leaders are using). Plus, she gives you the exact prompts to mine your transcripts for content gold.

You'll also learn how to turn off data sharing in Claude and ChatGPT so you can use these tools with confidence.

Whether it's a client meeting, a team huddle, or a conference session — every conversation you have is a content goldmine. This episode gives you the tools to mine it.

Don't forget to like us and share us!
Gary

* Gary serves on the South Carolina Real Estate Commission as a Commissioner. The opinions expressed herein are his opinions and are not necessarily the opinions of the SC Real Estate Commission. This podcast is not to be considered legal advice. Please consult an attorney in your area.

Transcript

SPEAKER_01 0:05

Last week I went to the doctor. Shout out to me. Don't forget to make your appointments for your regular checkouts. And as soon as she walked in, she said, Hey, how you doing? Do you mind if I record our conversation? And my first thought was, Oh boy, here we go. She was like, Well, we don't have to if you aren't comfortable. And then I thought about it and it's like, well, now I have to watch what I say. But really wasn't a big deal to me. I didn't mind. But I realized how just in being able to record the conversation, that cuts down some of the time that she typically would spend after our appointment writing down notes and summarizing everything that we discussed, which then allows her to help more patients and also make sure that she doesn't miss anything that we discussed because she is human and that is easy to do. She also mentioned to me that the platform she was using does a really good job of filtering out any conversation that is just small talk or not related to the medical appointment, which I thought was really cool. And by the time we finished having our conversation about AI and the recording device that she was using, I forgot that I was even being recorded. We went on with our appointment. I said every crazy thing I would typically say and thought nothing of it, except that this is something that I could be using in my day-to-day life and also definitely something that real estate agents could be benefiting from. Today's episode is all about how you can use AI for note-taking in your real estate business. This is Ditching Data AI Edition. Let's get into it.

SPEAKER_00 1:29

Welcome to Dishing Data, AI Edition, the podcast where we make artificial intelligence simple, practical, and profitable for real estate agents. If you're a realtor who wants to work harder, serve clients better, and stay ahead of the curve, this podcast is for you. And now, here's Candace.

SPEAKER_01 1:48

So let's talk note taking. You all are aware of how important active listening is in your business. When you're in those seller appointments and you're at the kitchen table, they're telling you about their custom built-ins, that they replaced the HVAC and that they are thinking about painting and also they want to sell their house before August because they have to move and their children are going to school. You're taking all these notes down rapidly, but also very much trying to be present in the process and make sure that they know you're listening to them. And you already know it's difficult to remember everything, it's difficult to catch everything every time. You're trying to capture all their non-negotiables and listen to them so that you can have a roadmap for how to best serve them. And so this is where using AI for note-taking can come into play to help you. And it's not about being lazy. In order to be a great agent, you're still gonna have to be actively listening. You can't turn that off and just record a conversation and allow the AI to summarize it for you and say, here are the notes, here are the takeaways, and here are our action items moving forward. That's not gonna help you. You have to be in the conversation, actually listening in order to have the context and then understand the notes later. This is about making sure your clients feel seen. It's about being thorough. It's gonna allow you to show up to your next meeting with your client and mention everything that they discuss with you so that they feel seen. That's also gonna help you be more efficient and following up quickly. And some of you have mentioned, do a really great job for each of my clients. I just need to get those referrals and going the extra mile, doing the extra things, really making sure that your clients feel seen. That's gonna get you the referrals. I think this tool is gonna help us out there. Also, we're gonna discuss using it for note-taking in other areas of your business so that you can work faster and smarter. Before I jump into the tools, I do want to discuss the elephant in the room, recording people. It feels a little different. New, taboo. Typically, we feel like people don't really want to be recorded. And each state has their own regulations regarding when you have to get consent from the other party to record them. Some states are one party consent, meaning as long as you know that you're recording, that's all that matters. And then other states, they require two parties to consent, meaning everyone in the conversation needs to consent to being recorded. My recommendation is that you always disclose that you're recording and ask for permission. I think that it helps to build trust. And also, depending on the conversation and the notes the AI gives you later, you may be able to just send them over to the party and say, hey, these are the notes from our conversation. Can you look through it and make sure everything's accurate? If you didn't disclose, you wouldn't be able to do that. I feel like a lot of people are moving towards this in their business. While it is still new, I think we are going to start seeing it more frequent. I did work with a chef last year who was going to be making a meal for my family. When we were having our initial conversation, she said, I can do the intake process with you right now if you don't mind re-recording our conversation. If you aren't comfortable with that, then we can schedule it for another day when I am home and able to take notes. I didn't mind her recording. She hit a little button on her phone and recorded our conversation. And then afterwards, she sent me the summary of the notes from it. And my kids have a lot of allergies. So she's really wanted to double check and make sure that she knew the exact allergies for anybody that was going to be eating. And it was really efficient for her to record, look over the notes, send me over what she wanted to confirm. Of course, she had the context of our conversation, so nothing was lost in translation. She was there. It was just the fine details that we were able to fine-tune easy and without her having to write out an email because the AI was doing it for her. So I thought that was really cool. You could simply do the same thing, saying to your clients, hey, I like to record client meetings just because it helps me better serve you. Do you mind if I record? I think that presenting it that way allows people that may be skeptical initially to say, Oh, yeah, you don't have to be frantically writing down notes and can be present on the conversation. So I think that when you keep it simple, client-centered, and professional, that it is appreciated and people enjoy the experience overall. And of course, you'll have your clients to say no, and that's okay. But I do think that it's worth a try. Before we get into the tools, I would like for you to turn off your data sharing. And we're turning off our data sharing so that the AI is not using our conversations to train the model. I will cover how to do this with Claude and ChatGPT, but you can do it for all of the AI platforms that you would be using. So you'll open Claude, click on your name or the settings menu, go to the settings and then privacy. Look for the toggle that says help improve quad or model improvement. If it's turned on, which it usually is by default, click it to turn it off. That's it. So now your conversations aren't being used to train future models. For ChatGPT, you want to open ChatGPT, same thing. Click on the profile icon that's at the upper right corner, go to settings and then data controls. You'll find the setting that says improve the model for everyone and you'll turn that off. So same thing here, one toggle and then you're done. Once these settings are off, you can use the tool with confidence and upload your meeting transcripts, your client conversations, and be confident that the data is staying between you and the tool. All right, so let's talk about when you can use this to record. This workflow is going to work for not just client meetings. I know we covered that a little bit, but all of your meetings. Think about your team meetings, brokerage, training meetings, any groups that you're in. If you're going to conferences, taking classes, participating in any informational sessions, any meeting where valuable information is being shared and you want to capture it, AI can step in and help you with note-taking. When you're in these presentations or lunch and learns or anything, you can record the conversations or record the presentation and then let Claude or your AI of choice pull the key takeaways, summarize it. You can search the transcripts, or if there's a portion that you were like, I don't remember exactly what was said about this, you can search for a keyword and find where you talked about that in the transcript. And you can also ask Claude to draft action items. And then of course, it also works beautifully with your client meetings. So whether it's a listing appointment or a biofire consultation. And when you're having these conversations with clients, you can also use the conversations for content mining. If you have transcripts every conversations, the AI can pull a list of questions that the clients ask and you'll be able to make content out of answering these questions so that you can also attract more clients that have the same questions. But we will get into the content mining in a minute here. Let's get into the fun stuff. There are a lot of tools out there. Today I'm talking about three that I know will help you and your business as agents. The first one, B99, your phone. It's already in your pocket. Whether you're using an iPhone or an Android, you have the built-in voice recorder. On the iPhone, it's in the memos app. And then if you're using an Android, it'll be called a recorder or voice recorder. If you're using your phone, you simply go to the voice app, hit record, set the phone down, and let it do its thing. And then when the meeting's over, you'll have an audio file. Now here's the magic. You can upload that audio file directly into Claude. So just drag in the audio file or tap the attachment button and select the audio file. Claud will transcribe the audio file and you can immediately start asking it questions about the conversation. So asking it for a summary, takeaways, and then once again, hey, any content I can get from this? And you want to be doing this with a paid tierts of Claude or ChatGPT, which is why what I mentioned earlier, you're turning off that data sharing. If it was free, you wouldn't be able to do that. You pay so that you can have the ability to do that. So there's no ad to download, no subscriptions, and really no learning curve. So this is a great tool. The downside is you don't get the automatic transcript and you don't get speaker labels. Instead, you're relying on Claude to do that for you after the fact. But for most agents, this is a perfectly fine solution and a great starting point. So I definitely recommend starting here. If you want something a bit more polished, Otter AI is a great next step. So that's OTTER.ai. It's an app that you download on your phone or computer and it does real-time transcription, meaning as you are speaking, it is typing out what people are saying. It's strong for virtual meetings, whether you're using Zoom, Google Meet, or Microsoft Teams. And Otter does have a feature called autopilot. It will automatically join your meeting and record. And you can see the transcription to see who said what. It gives you those speaker labels. It can also be used for in-person meetings. You just open the app, record, and it'll transcribe in real time. Same thing. There is a free plan for this, 300 minutes per month for free. That's a lot of meetings. If you need more, the pro plan runs at about 17 per month. So if you want to be able to search transcripts immediately, this is something that you would get from Otter AI. It'll highlight key moments and it also allows you to share the transcripts with your team. The only downside is for in-person meetings, the transcript quality really depends on how close your phone is to the speakers. So background noise can be an issue and it works better in quiet settings. So it's better used in an office meeting, not necessarily a coffee shop. Now, if you want to go all in, let me tell you about our third option, Plod. Plot is a physical device, it's about the size of a credit card. You can attach it to the back of your phone, it's very thin, or clip it to your shirt and you just set it on the table. It records studio quality audio, automatically transcribes and summarizes all of your conversations. And Plod is built for the real world, not just the virtual Zoom Teams calls. It's going to work at those listing appointments, open houses, phone calls, and if you're just walking through a property with buyers. Okay, so now let's get creative with how we are using these transcripts. I'm sure that you'll think of more, but one idea is you can mine them for content creation. You have your transcript, whether you got it from your phone, otter, claude, or any other platform. You're going to open Claude, upload your transcript. If you use your phone for the audio, you'll upload the audio. Then you want to start asking it questions. First, let's go ahead and knock out the immediate business need following up. So try this prompt. Here's the transcript from my listing appointment. Pull out every detail about the property, their timeline, their concerns, and anything they said was important to them. Then draft a follow-up email that references specific things they told me. Okay. So you're going to get back a follow-up email that reflects that you were listening and paying attention to the conversation and you are ready to work. You can then ask Quad for a listing description. So we covered using to generate listing descriptions before in a previous episode, but same thing here. You now are using the transcript to once again prompt Claude for listing descriptions. Now let's try something for social media. So based on this meeting transcript, give me five social media post ideas, include at least one educational post about the local market, one that highlights a unique feature of the property, and one that tells a story about the neighborhood. Write them in a conversational, authentic tone. Okay, now we've got a week's worth of social media content. And this is the kind of content that we want something that shows that you are able to provide value to your potential clients, that you are answering their questions. And then last but not least, let's try this prompt. What questions did the client ask during this meeting? Turn each question into a short blog post or social media post that I can use on my website, email newsletter, social media of choice. And this one is great because your client questions are your audience's questions. So if one seller wants to know, should I update the kitchen before selling, other sellers also want to know. And these are the questions that you want to be showcasing that you're answering online. It helps in that you're providing value. It helps position you as knowledgeable. And then also clients are able to find you when they are searching for the answer to these questions. And a lot of times they're using AI to do that. We talked about that in episode 10. You answering these questions will allow the AI to find your answer and clients to find you through AI. All right, so your homework for the week, I want you to record one client meeting, just one, just to get a start. Don't forget to get consent, hit record, have your meeting, and then upload that transcript or that audio recording if you're using your phone to Quad and prompt away. Thanks for listening to Dishing Data AI Edition. I'll see you next week.