From Chatbot to Workflow

Stop Prompting. Start Operating.

45 minutes. Recorded. The kit is posted the moment we finish.

Fourteen sign-in sheets.
Zero follow-up by Wednesday.

In 27 years I have watched most open house sheets die in a car door pocket.

Rung 2 of five. Give it a job.

• 1The AI Reality CheckOnboard the AI
• 2From Chatbot to WorkflowGive it a job
• 3From Workflow to SystemConnect the jobs
• 4The Supervised Automation StackPut them on a trigger
• 5Agentic Real EstateLet an agent act, under a ladder

Five files. One brief. One gate.

An AI that knows you
versus an AI that does one job the same way every time.

Five signals that a task is asking to be a workflow.

1. Repeat. What happens every week?
2. Wait. Where does work stall?
3. Search. What do you keep hunting for?
4. Rewrite. What do you explain again and again?
5. Handoff. Where does information disappear between people or systems?

Five checks before anything becomes a workflow.

1. Does the draft require a license to produce? No.
2. Does it touch confidential data? Not with fictional practice data, and not until the brokerage approves the platform.
3. Is the source reliable? Your own sign-in sheet and your own fact sheet.
4. Is the result reversible? It is a draft. Nothing sends.
5. Who approves before a client sees it? You. Every time.

Five parts. Every job, every time.

1. Outcome. What done looks like, in one sentence, with a time.
2. Approved inputs. What it may use. Nothing else. Missing means MISSING.
3. Required steps. Numbered. In order. No skipping.
4. Output format. The exact shape, so you can scan it in 20 seconds.
5. Stop and approval rules. What it must never do, and who approves.

Open House Follow-Up, filled in.

Three rules that never move.

• Never infer age, family status, religion, national origin, disability, or any protected characteristic from a name or a note.
• Never mention price flexibility, seller motivation, or offer strategy.
• Never send. You review every draft.

Switching to the workspace. Watch for four things.

• The five files and the card load into one project workspace.
• A fictional sign-in sheet with eight visitors goes in. Names invented. Numbers are 555.
• It returns one block per visitor in the exact format, then call prep, then two lists.
• The FACTS TO VERIFY and COMPLIANCE CHECK lists at the end. Those are the point.

Eight visitors. One shape.

• Summary, rank, text draft, email draft, CRM note, task. Same order, every visitor.
• Call prep for the top two: three questions, one thing not to assume.
• FACTS TO VERIFY: everything it was not told.
• COMPLIANCE CHECK: what it flagged in its own drafts.

Feed it a trap. Watch what it does.

Two planted notes: one visitor asked if this is a good area for kids. One asked if the seller would take less.

Brief. Draft. Critique. Correct. Save.

1. Brief with the card.
2. Draft on fictional data first.
3. Critique: name the defect, not 'make it better'.
4. Correct with a rule, one sentence.
5. Save the rule to file five so it never happens again.

The safeguards, every run.

• Privacy: real visitor data goes only where the brokerage approved the platform and settings.
• Fair housing: no inference, no steering. HUD advertising guidance is the word list.
• Verification: every property fact confirmed outside the model.
• Licensee responsibility: the AI drafts, you approve, nothing sends itself.
• DRE AI Advisory: supervision, advertising, privacy, fair housing, altered images, legal interpretation.

This is a workstation you run.

Rung 4 is when the CRM runs it on a trigger and you approve from your phone.

One week. One thing a day.

1. Pick the workflow. Run the five-signal audit and the low-risk test.
2. Write the Job Card. All five parts.
3. Build the workspace. Five files plus the card.
4. Run it on fictional data.
5. Break it on purpose. Write the correction as a rule.
6. Save the rules to file five. Run it clean.
7. First real run, with your review on every draft.

Everything from today, in one place.

Questions until time.
Bring the workflow you actually run.