✨ Today we covered:
✅ The division of labor: You upload everything to one shared album, unsorted, whenever you capture it. Your support person moves it into the right folders. That is the whole workflow. This works in Dropbox, Drive, or whatever you already use... the tool does not matter.
✅ Be specific with your folders: One main listings folder. Inside it, a folder per listing named with the Family and the address. Inside that, photos and videos separated. Then a vertical B-roll library broken out by category... kitchens, backyards, bedrooms. When you need a kitchen clip, you know exactly where it lives.
✅ Same rule for your life content: Folders for your Family, the farmers market, get-ready-with-me, events. Match them to your content pillars so your Team can pull from the right place without asking.
✅ How we build Reel covers: For talking Reels, we drop the transcript into AI with a prompt that pulls the main idea and the strongest hook. That hook goes into Canva with one photo. We are not asking AI to make the image... we use real photos and real video, because that is what builds trust. AI helps with the words. The visual stays human.
✅ Most B-roll Reels do not need a cover: If the text is already on screen, the message is already doing its job. Add one only when the Reel is text-heavy or you have a stronger idea for the feed.
✅ The three-question cover check: Is the hook clear? Does the visual match the message? Does it look like your brand, your colors, your fonts? Then it goes into the content tracker for approval.
💬 Questions we worked through:
✅ Flodesk segments versus workflows: Segments are just tags, a group of subscribers with something in common, and one person can sit in several. Segments define WHO someone is. Workflows are the engine that decides what actually gets sent.
✅ The duplicate email trap: Sending one email to one segment is safe. But if you build one template and attach two segments to it, someone sitting in both will get it twice. Watch for that with anyone who is buying and selling at the same time.
✅ Why we split our sends: With a large list, sending to everyone at once can hurt your open rates. We duplicate the email and send it out across several segments instead. We also keep a segment per Family, sometimes just one or two email addresses, so closing emails go exactly where they should.
✅ Label everything clearly from the start: Opt-in newsletter, past client sphere, active Buyer, active Seller. Clean labels now save you hours later.
✅ Getting more out of Claude than email drafts: Set up a project with your brand voice, bio, service area, and past emails so every draft gets closer to you. Save your repeat tasks as skills instead of retyping prompts. Connect Gmail, Drive, and Asana so it is working from real context. And tell it to ask clarifying questions before it drafts... otherwise it takes whatever you give it at face value.
✅ Voice notes into action items: Paste the transcription straight in and ask it to extract the to-dos. My operations lead also keeps a spreadsheet of every SOP change, so when something conflicts with an earlier decision she can flag it instead of guessing.
✅ Asana as the trigger, not the sender: Some emails go out fully automated. Others depend on dates that move, like a closing date. Those become an Asana task that pops with the Flodesk template link attached. Semi-automated, but nothing falls through.
✅ AI-labeled photos on Facebook: Touching up a photo or swapping a background can get the post flagged as AI content. From what we can tell it does not affect reach... but some people react to the label itself. A touch-up app instead of a chatbot will usually avoid it.
