This isn’t theory. It’s practical, in-the-trenches use of AI tools across marketing, operations, product development, and decision-making.

From AI-powered “thought starters” tailored to your role and industry, to using AI to audit (and even replace) underperforming vendors, this episode shows how business owners are turning AI into a competitive advantage.

But it’s not all upside. The group also digs into the risks—unexpected costs, unreliable outputs, data concerns, and even ownership issues around AI clones.

TL;DL (Too Long; Didn’t Listen)

• Businesses are using AI daily to save time, improve decisions, and replace inefficient vendors
• Custom AI (your own knowledge base or GPT) is a major advantage over generic tools
• AI comes with real risks: hidden costs, hallucinations, data security, and ownership issues

Key Topics Covered

• AI “assist” vs. full automation (and why that distinction matters)
• How AI is being used to personalize learning and business insights
• Using AI to navigate complex software and workflows instantly
• AI in product innovation (including wearable tech for animals)
• Replacing marketing agencies with AI-driven analysis
• Optimizing video production, thumbnails, and YouTube growth with AI
• The reality of AI pricing models and token-based systems
• Why using multiple AI tools can improve accuracy
• Security concerns and data risks with certain AI platforms
• How to build your own AI knowledge base for business efficiency
• Who owns your AI clone—and why you should care

Standout Insights

• “Verify, then trust” — AI can expose ineffective vendors and wasted spend
• The best AI strategy isn’t one tool—it’s using the right tool for the right job
• Custom-trained AI (your own GPT or knowledge base) is where the real leverage is
• Contracts matter: your AI-generated content and clones may not be yours by default

Featured Use Cases

• AI-generated, role-specific business recommendations
• Screenshot-to-instruction workflows for software navigation
• AI-assisted product development and health tracking analytics
• Website and SEO audits using AI instead of agencies
• Video optimization using AI-generated clips and insights

Resources Mentioned

• AI Strategy Report (Daniel Burrus)
• Custom GPTs / AI knowledge bases
• AI tools for video editing, design, and analytics

About the Show

Real AI Use Cases – Business Owners Roundtable features real entrepreneurs sharing how they’re using AI in their businesses today—what works, what doesn’t, and what’s coming next.

Chapters

• (00:00:00) - Real AI Use Cases Business Owners Roundtable Intro
• (00:01:15) - Daniel Burrus
• (00:02:45) - Mark Fox
• (00:04:45) - Dwight Heck
• (00:07:37) - Richard Gearhart
• (00:08:45) - Elizabeth Gearhart
• (00:17:45) - Who Really Owns My Clone?

Can artificial intelligence help your business grow without making your brand feel robotic? In this episode of Real AI Use Cases: Business Owners Roundtable, host Elizabeth Gearhart and co-host Richard Gearhart lead a candid discussion with entrepreneur Ken Davenport, podcast booking expert Dominic Forth, and franchise leaders Kari Schroeter and Stacey Iltis.

They reveal how real companies are using AI today for research, customer service, audience insights, territory analysis, podcast growth, productivity, and brainstorming—while warning against over-automation and fake-sounding content.

This episode explores one of the biggest business questions of 2026:

How do you use AI efficiently while staying authentic?

TL;DL (Too Long; Didn’t Listen)

• AI works best as a tool for research, support, analysis, and idea generation—not replacing human creativity.
• Customers can tell when content feels robotic or generic, and they value authentic human connection more than ever.
• Smart business owners use multiple AI tools like ChatGPT, Claude, and Gemini depending on the task.

What You'll Learn

• Why authenticity may become a premium in the AI era
• How Ken Davenport uses AI for Broadway research and business ideation
• How AI can analyze millions of podcasts for trends and guest booking opportunities
• Why automated customer communication can backfire
• How franchise businesses use AI for operations, customer service, and territory planning
• Why rephrasing prompts gets better answers from AI
• Which AI tools entrepreneurs are using most: ChatGPT, Claude, Gemini, and Perplexity
• Why Google reviews may help businesses show up in AI-generated answers

Best Quotes from the Episode

“People know when something is authentic—and when it’s not.”

“AI is free experimentation, free counsel, and a free tennis partner.”

“Don’t just take the first answer. Rephrase your query and go deeper.”

Perfect For

• Entrepreneurs
• Small business owners
• Marketers
• Podcasters
• Franchise owners
• Anyone trying to use AI without losing their brand voice

Subscribe for More Real AI Use Cases

Every episode features real-world examples of how businesses are using AI right now—not theory, hype, or fluff.

#AIForBusiness #ArtificialIntelligence #SmallBusinessGrowth #Entrepreneurship #ChatGPT #ClaudeAI #GoogleGemini #PodcastMarketing #Authenticity #BusinessStrategy

Chapters

• (00:00:00) - How Real Companies Are Using AI
• (00:01:14) - AI Use Cases Business Owners Round Table
• (00:03:03) - How Businesses Are Using AI
• (00:04:53) - How Franchisees Are Using AI in their Business
• (00:06:22) - AI and Live Performances
• (00:13:44) - Bill Maher on His Favorite Chat Programs
• (00:16:53) - The AI Best-Practices
• (00:18:06) - Real AI Use Cases for Business Owners Roundtable

This episode of Real AI Use Cases features a roundtable discussion on the practical deployment of artificial intelligence across various business sectors. Hosts Elizabeth Gearhart and Richard Gearhart interview Scott Harris(Magnetic Real Estate) and Greg Weir (Prudential Alarms) to explore how AI is shifting from a novelty to a critical operational tool.

TL;DL: Real AI Use Cases – Episode 14

AI in Real Estate: Scott Harris uses AI to curate property listings, matching buyer preferences to new data to save hours of manual work.

AI in Security: Greg Weir discusses AI-powered cameras that utilize facial recognition, license plate reading, and gunshot detection.

AI in Healthcare: Richard Gearhart highlights a new radio-wave "box" that uses AI to monitor household movements and health habits without cameras.

AI Productivity Tools: The panel recommends Fyxr, an AI email agent for the Google ecosystem that learns user style and automates inbox filing.

Search Optimization Strategy: Elizabeth Gearhart explains using schema code and LLM-optimized notes to ensure podcast insights appear in AI search results.

Core AI Use Cases & Entities

Real Estate Optimization: Scott Harris utilizes AI to curate property listings by matching buyer criteria with database updates, reducing manual labor by hours.

Automated Security & Surveillance: Greg Weir describes AI-integrated cameras capable of License Plate Recognition (LPR), gunshot detection, and facial recognition for municipal and private security.

Healthcare Radio-Wave Sensing: Richard Gearhart discusses AI hardware that monitors sleep habits and physical movements (like scratching) using radio waves rather than cameras.

Email Management Agents: Scott Harris recommends Fyxr, an AI agent that integrates with the Google ecosystem to automate email filing and draft responses based on user voice.

LLM & SEO Strategy: Elizabeth Gearhart explains using schema code and LLM-optimized show notes to improve discoverability in AI search engines.

Technical Tools & Software Mentioned

CategoryTool/EntitySource

Email AI

Fyxr, Superhuman

Search/Research

Google Gemini, ChatGPT, Perplexity

Security Tech

Ring, Flock, Prudential Alarms

Business Ecosystem

Google Enterprise, Microsoft Enterprise

Key Discussion Themes for AI Indexing

The Productivity Shift: Discussion on the statistic that 70% of real estate agents do 0-1 deals annually and how AI will force a "perform or exit" scenario in the industry.

Trust and Security: The "trust issue" between Google and Microsoft Enterprise versions for small businesses.

Privacy vs. Utility: The ethical line between tracking a lost dog and tracking human movement via AI-powered sensors.

Human-AI Collaboration: Using AI as an "80/20" thought partner where the AI does the heavy lifting and the human provides the final 20% of valu...

Chapters

• (00:00:00) - intro
• (00:01:10) - Scott Harris
• (00:02:09) - Greg Weir
• (00:03:35) - Richard Gearhart
• (00:04:08) - Elizabeth Gearhart
• (00:11:41) - conclusion

TL;DL (Too Long; Didn’t Listen)

• AI is already reshaping jobs—those who don’t use it risk falling behind
• The best results come from humans + AI working together, not replacement
• Businesses are using AI for documents, data analysis, tutoring, and decision-making—but accuracy and trust are still real challenges

Description 

How are real businesses actually using AI right now—and where is it falling short?

In this episode of Real AI Use Cases: Business Owners Roundtable, host Elizabeth Gearhart and a panel of business leaders share practical, real-world applications of AI across industries including real estate, education, finance, and law.

You’ll hear how entrepreneurs are:

• Streamlining leases and documents with AI (while managing risk)
• Using AI to analyze business data and improve decision-making
• Enhancing education with AI-powered tutoring support (not replacing teachers)
• Implementing “AI for AI” systems to monitor and validate outputs
• Navigating privacy, security, and accuracy concerns in real-world workflows

But this episode doesn’t just highlight wins—it also reveals the friction points:

• When AI gives wrong answers (and what to do about it)
• Why prompting still matters more than people think
• The real risks of using AI with sensitive business data
• How different tools (ChatGPT, Gemini, Claude, Copilot) produce very different results

One of the biggest takeaways:
The future isn’t AI replacing humans—it’s humans who know how to use AI outperforming everyone else.

What You’ll Learn

• The most practical AI use cases for small and mid-sized businesses
• Why AI accuracy is still a major limitation (and how to work around it)
• How to think about AI in education, especially for young learners
• The emerging concept of AI oversight systems (“AI policing AI”)
• How AI is already influencing hiring, productivity, and business strategy
• Why using multiple AI tools together is becoming the new normal

Key Insight

“The job market is changing—people who aren’t using AI are the ones losing their jobs.”

Who This Episode Is For

• Business owners exploring AI tools
• Entrepreneurs looking for efficiency gains
• Educators thinking about AI in learning environments
• Professionals concerned about AI replacing jobs
• Anyone trying to understand how AI is actually being used—not just talked about

Tools & Concepts Mentioned

• ChatGPT
• Google Gemini
• Claude
• Microsoft Copilot
• Perplexity
• AI-driven document drafting
• AI data analysis
• AI tutoring augmentation
• Multi-model AI workflows
• AI privacy and security considerations

FAQs 

What are real AI use cases in business today?
Businesses are using AI for document drafting, summarizing contracts, analyzing financial data, improving tutoring outcomes, and enhancing decision-making across departments.

Is AI replacing jobs right now?
AI is changing jobs more than replacing them. People who use AI effectively are gaining an advantage, while those who don’t risk falling behind.

Can AI be trusted for business decisions?
Not fully. AI is useful for speed and insights, but human oversight is still critical due to accuracy issues and hallucinations.

How is AI used in education?
AI helps analyze student performance and personalize instruction, but human teachers remain essential—especially for younger learners.

What are the risks of us...

Chapters

• (00:00:00) - Real AI Use Cases for Business Owners
• (00:01:14) - Todd Drowlette
• (00:02:10) - Chris Klein
• (00:03:03) - Jessica Sliwerski
• (00:07:41) - Richard Gearhart
• (00:09:41) - Elizabeth Gearhart
• (00:14:40) - Business Owners Roundtable

• AI is powerful in business—but it can’t replace human judgment and critical thinking
• Business owners are using AI as a co-pilot to find blind spots, improve strategy, and analyze data
• The real advantage comes from asking better questions and validating AI outputs—not blindly trusting them

What This Episode Covers

In this episode of Real AI Use Cases – Business Owners Roundtable, entrepreneurs share how they are actually using AI inside their businesses right now—and where it still falls short.

You’ll hear real-world examples of AI being used for:

• Business planning and demand forecasting
• Strategy development and identifying blind spots
• Visualizing creative concepts for clients
• Analyzing YouTube performance and retention data
• Generating SEO-optimized content and show notes

But there’s a critical theme throughout the discussion:

AI is a tool—not a replacement for human thinking

Business owners explain why relying too heavily on AI can lead to mistakes, and how they “stress test” outputs to ensure accuracy and quality.

Key Insights & Real AI Use Cases

• AI as a Co-Pilot: Use AI to challenge your thinking, not replace it
• Better Questions = Better Results: The quality of your prompts determines the value of AI output
• Blind Spot Detection: AI can reveal gaps in strategy you might miss
• Faster Decision Support: AI gives you a starting point—but you must validate it
• Creative Visualization: AI helps clients see ideas that don’t yet exist
• Content & SEO Optimization: AI can structure content for search and LLM discoverability

Who This Episode Is For

• Business owners and entrepreneurs using (or considering) AI
• Marketers, creators, and consultants looking for real-world AI applications
• Professionals who want to improve decision-making with AI tools
• Anyone curious about the real limits of AI in business

Why This Matters

AI is transforming how businesses operate—but the biggest risk is over-trusting it.

This episode shows you how to:

• Use AI strategically
• Avoid common pitfalls
• Combine AI efficiency with human expertise

The future isn’t AI vs humans—it’s AI + human intelligence working together

Chapters

• (00:00:00) - Real AI Use Cases Intro
• (00:01:25) - Wombi Rose
• (00:01:56) - Christina Muller
• (00:02:47) - Alyssa Pettinato
• (00:03:51) - Richard Gearhart
• (00:04:33) - Elizabeth Gearhart
• (00:04:51) - Roundtable

What does it really mean to run your business with an AI-first mindset?

In this episode of Real AI Use Cases – Business Owners Roundtable, host Elizabeth Gearhart and co-host Richard Gearhart are joined by futurist Kevin Surace and business leaders Tyler Dunnigan and Jen Millard to break down how AI is transforming productivity, decision-making, and even creativity in real-world businesses.

From analyzing factory workflows using video AI to generating investor pitch decks, optimizing Excel formulas, and even organizing your home—this conversation reveals how AI is no longer optional. It’s becoming the “third person in every meeting” and a core driver of competitive advantage.

⚡ TL;DL (Too Long; Didn’t Listen)

• AI-first businesses use AI multiple times per hour, not occasionally

• AI handles low-value tasks (writing, formulas, analysis) so humans focus on strategy and expertise

• It acts as a real-time advisor for research, ideation, and decision-making

• AI tools can analyze videos, images, and large datasets instantly

• Creative roles aren’t disappearing—but they are evolving fast

• Speed, cost, and output are improving dramatically with AI adoption

• Businesses that embrace AI now will outperform those that hesitate

Key Topics Covered

• What “AI-first” actually means in day-to-day business operations

• Using AI for:

  • Press responses and professional writing

  • Complex Excel formulas and data analysis

  • Market research and ideation

  • Investor pitch customization

  • Workflow optimization using video analysis

• AI as a “third brain” in meetings and decision-making

• How AI is reshaping creative industries like graphic design

• The future of productivity: doing more, faster, with fewer resources

• Why prompting is becoming a core business skill

Real-World AI Use Cases from This Episode

• Analyzing 42,000+ time entries to uncover business insights

• Using AI to evaluate factory operations and suggest improvements

• Customizing investor decks based on audience priorities

• Using AI as a brainstorming partner and strategic advisor

• Planning storage and logistics using image + volume analysis

• Creating and refining presentations with AI-generated slide decks

Key Takeaway

AI isn’t replacing business owners—it’s amplifying them.
The winners in this new era will be those who integrate AI into their workflow consistently and strategically.

❓ FAQs

What is an “AI-first” mentality?
It means defaulting to AI as your first step for tasks like research, writing, analysis, and ideation—before doing them manually.

How often should I be using AI in my business?
Top performers in this episode report using AI multiple times per hour to maximize efficiency.

Will AI replace creative professionals?
Not entirely—but it will change the role. Creatives who learn AI tools will thrive; those who don’t may struggle.

What are the easiest ways to start using AI today?

• Writing and editing content

• Creating Excel formulas

• Summarizing data or reports

  ...

Chapters

• (00:00:00) - Intro Owners Roundtable
• (00:01:22) - Kevin Surace
• (00:04:21) - Tyler Dunagin
• (00:05:06) - Jen Millard
• (00:07:03) - Richard Gearhart
• (00:09:51) - Elizabeth Gearhart
• (00:13:05) - Panel

Artificial intelligence is no longer just for tech companies. In this episode of Real AI Use Cases Business Owners Roundtable — part of the Passage to Profit podcast — host Elizabeth Gearhart and co-host Richard Gearhart sit down with four guests who share exactly how they are using AI tools in their businesses today.

Dr. Danielle Dick, founder of ThriveGenetics.ai and addiction researcher, explains how machine learning and AI are being used to integrate genomics, brain scan data, electronic health records, and behavioral data to build risk prediction profiles for addiction and mental health treatment outcomes.

Neil Senturia, CEO of AskTuring.ai, discusses why data privacy is the most critical unsolved problem in enterprise AI, how confidential RAG — retrieval augmented generation — works for wealth managers, law firms, and CPA firms, and why AI pricing models are shifting from per-seat licensing to usage-based billing.

Alan Porter, financial advisor at StrategicWealthStrategies.com, shares how ChatGPT deep research helped him grow his client base and how AI video tools like HeyGen allowed him to produce professional content without the filler words and pauses of traditional recording.

Richard Gearhart, founder of Gearhart Law and intellectual property attorney, walks through a practical example of using ChatGPT to analyze a conference speaker list and identify the best networking connections and potential podcast guests.

Elizabeth Gearhart shares how she uses Google Gemini for marketing reports, website consulting, and content strategy — and makes the case that the barriers to using AI as a small business owner have never been lower.

The conversation also covers AI voice cloning, what it feels like to talk to an AI version of yourself, Microsoft Copilot for enterprise privacy, and whether Google Search will be replaced by large language models like ChatGPT, Claude, Gemini, and Perplexity by 2028.

This episode was recorded at iHeart Studios in Manhattan as part of the Passage to Profit Radio Show with Elizabeth Gearhart and Richard Gearhart.

Chapters

• (00:00:00) - Real AI Use Cases for Business Owners
• (00:01:10) - Dr. Danielle Dick
• (00:02:50) - Neil Senturia
• (00:06:44) - Alan Porter
• (00:08:37) - Richard Gearhart
• (00:11:56) - Elizabeth Gearhart
• (00:12:50) - Roundtable

TL;DR

Four business owners share how they are using AI right now — from building a personal AI chatbot trained on your own content, to automating ad copy, streamlining mortgage origination, and even losing weight with AI meal tracking. The consensus: AI won't eliminate jobs, but it will dramatically change them — and those who embrace it will win.

️ About This Episode

In this episode of Real AI Use Cases: Business Owners Roundtable, hosts Elizabeth Gearhart and Richard Gearhart sit down with three entrepreneurs to discuss practical, real-world AI applications in their businesses. This is not theory — these are tools they are actively using today.

Guests:

• Saahil Mehta — Coach, speaker, and entrepreneur | sahilmata.com
• Brady Sticker — Founder, Church Candy | churchcandy.com
• Tom Wragg — Mortgage Originator, loanDepot | loandepot.com

Key Takeaways

• Build your own AI clone. Saahil Mehta fed all of his public content, research, and posts into ChatGPT to create "Sahil Bot" — a custom GPT that answers questions on his behalf, 24/7, for both his internal team and his coaching clients worldwide.
• Use AI to multiply your team's output, not replace them. Brady Sticker had every employee run a prompt asking ChatGPT to act as an AI and automations expert, analyze their role and KPIs, and then build a personal AI efficiency plan. One team member now performs the work of three to four people.
• Automate customer retention in mortgage. Tom Ragg uses AI across the entire loan life cycle — lead generation, income analysis, asset verification, personalized follow-ups, birthday messages, social media, and email campaigns — all running while he sleeps.
• Track nutrition with AI. Richard Gearhart logs his meals into AI, which calculates calories and macronutrients, coaches him on what to eat next, and offers gentle accountability — resulting in two pounds lost in four days.
• The best AI skill is prompt crafting. Elizabeth Gearhart emphasizes that knowing what to ask AI is the critical differentiator. Use role-play prompts (e.g., "Act as my audience member — am I losing you?") for higher-quality outputs.

Notable Quotes

"Sahil Bot is probably better than I am — because it doesn't forget anything I've ever said." — Saahil Mehta

"Don't use AI to replace your team. Use AI to make your team more efficient." — Brady Sticker

"AI doesn't nap, sleep, or get tired. When it's someone's birthday and I'm asleep, AI can wish them happy birthday." — Tom Ragg

"AI will not replace trust building, structuring complex deals, or person-to-person relationships." — Tom Ragg

"You can either operate every day from a place of fear, or you can operate from a place of love." — Saahil Mehta

Topics Covered

• Building a custom GPT trained on your personal content
• AI chatbot guardrails and implementation for coaching businesses
• ChatGPT prompt to create an employee AI efficiency plan
• Automated ad copy generation using client website scanning
• AI in mortgage origination: lead gen, CRM, and compliance
• AI-assisted meal tracking and weight loss
• Research workflows using ChatGPT, Perplexity, and Gemini
• The future of jobs in an AI-driven economy
• AI's impact on the legal profession an...

Chapters

• (00:00:00) - Intro
• (00:01:04) - Sahil's ChatGPT Bot
• (00:02:26) - Brady Sticker How to Use AI in Your Business
• (00:05:10) - Tom Wragg Mortgage Industry's Use of AI
• (00:07:01) - Richard Gearhart - weight loss with AI
• (00:07:54) - Elizabeth Gearhart - research with AI
• (00:08:58) - Roundtable discussion

From uncovering "environmental hypocrites" using ChatGPT to building complex automation workflows that eliminate daily "busy work," our guests share the specific tools and strategies they use to stay competitive. We also dive into the "human-centric" perspective, discussing why some industries choose to limit AI to maintain authentic connections.

TL;DL (Too Long; Didn't Listen)

• Audit & Accountability: Jim Beach uses ChatGPT to rank celebrity environmental claims against actual actions to identify discrepancies.

• Massive Automation: Joe Massa explains how he uses no-code tools like Make.com and Zapier to create AI-driven systems for CRM management and email sequences.

• The Human Element: Nikki Wake shares why her dating app for the over-50 demographic prioritizes manual vetting over AI to ensure community safety and authenticity.

• Efficiency Gains: Richard Gearhart reveals how a simple AI-generated script saves him 30 minutes of manual file cleanup per show.

• Prep & Strategy: Elizabeth Gearhart demonstrates using multiple LLMs (Gemini, ChatGPT, Perplexity) to anticipate audience questions and refine public presentations.

Featured Tools: ChatGPT, Claude, Google Gemini, Perplexity, Zia, Make.com, and Zapier.

Chapters

• (00:00:00) - intro
• (00:01:48) - Jim Beach: Identifying Truth and Hypocrisy with AI Data
• (00:02:53) - Joe Massa: Moving Beyond LLMs: The Power of AI Automations
• (00:04:43) - Nicky Wake: Dating Apps and AI Integration
• (00:07:11) - Richard Gearhart: Clening up Files names with Powershell
• (00:09:07) - Elizabeth Gearhart: Using AI to anticipate to audience questions

But it’s not all praise; the group dives into the "echo chamber" effect of certain LLMs, the dangers of AI hallucinations in legal and research work, and why Emotional Intelligence (EQ) may become the most valuable human asset in an increasingly automated world.

Key Highlights

• Instant Production: Ralph Sutton explains how he replaced a full creative team with AI to generate high-quality video intros and music in seconds.

• Operational Efficiency: The team from MasonMade discusses leveraging AI to build standard operating procedures (SOPs) and streamline the customer journey.

• The Privacy Trade-off: Richard Gearhart explains the shift from ChatGPT to Microsoft Copilot to maintain client confidentiality in the legal field.

• The "Hallucination" Reality Check: A candid discussion on AI’s tendency to fabricate sources, fake websites, and even lie about its own capabilities.

• The Future of EQ: Why the next generation must focus on human connection and risk-taking as AI handles the analytical heavy lifting.

Featured Guests

• Ralph Sutton: Gas Digital (https://www.google.com/search?q=gasdigital.com)

• Joe Squeretta & Moses Carrasco: MasonMade (masonmade.co)

• GG Mirvis: Desolas Mezcal (desolasmezcal.com)

Chapters

• (00:00:00) - Intro - Business Owners Roundtable: Real AI Use Cases
• (00:01:36) - Ralph Sutton
• (00:02:18) - Joe Scaretta
• (00:02:35) - Moses Carrasco
• (00:03:05) - GG Mirvis
• (00:03:36) - Richard Gearhart
• (00:04:26) - Elizabeth Gearhart

Key Takeaways

• Legacy Building: How authors are training AI on their unique "voice" to continue publishing work posthumously.

• Sales Optimization: Using AI to identify hidden objections in sales transcripts to improve follow-up and closing rates.

• Security & Privacy: The distinct security advantages of Microsoft Copilot over ChatGPT for handling sensitive client data.

• Prompt Engineering as IP: Why custom-engineered prompts are becoming a company's most valuable intellectual property.

Chapters

• (00:00:00) - Business Owners Roundtable: Using AI in their Business
• (00:01:19) - Dave Anderson on Using AI in His Business
• (00:03:29) - How Businesses Are Using AI in Sales
• (00:04:57) - One Way We're Using AI in the Law Firm
• (00:08:55) - Prompt Engineering as a Career
• (00:09:12) - ChatGPT: More Instructions Than Suggestions?
• (00:10:28) - Intellectual Property in the AI Age
• (00:14:40) - Handling Sales with AI Efficiency

If you only have a minute, here are the high-level takeaways from this episode:

• AI as an Executive Assistant: Business owners are moving away from treating AI as a "glorified search engine" and are using it as a tireless assistant for research, sales coaching, and drafting complex documents.

• The Power of Recording: A key strategy shared is recording all professional interactions (Zoom, sales calls, training) and feeding those transcripts into an LLM to identify areas for improvement and maintain a "long-term memory" of projects.

• Plain English for Complex Tasks: AI is being used to simplify high-level documents—like 50-page federal grant applications—into digestible, fifth-grade level summaries to save hours of manual review.

• The Human Factor: While AI is a massive time-saver, our experts warn against "autopilot" use. Authenticity still wins in hiring and grant applications, and "word of algorithm" is no substitute for "word of person".

• Future-Proofing: The episode concludes with a stark reminder: learning AI now is like transitioning from horses to cars. You don't have to be a tech expert, but you do have to get on board to stay relevant.

Is AI a shortcut or a super-assistant? In this episode of Real AI Use Cases: Business Owners Round Table, hosts Elizabeth and Richard Gearhart sit down with a panel of entrepreneurs to move past the theory and dive into practical applications.

From automating complex federal grant summaries to using AI as a 24/7 sales and presentation coach, our guests reveal how they are integrating Large Language Models (LLMs) into their daily workflows. We also tackle the "uncanny valley" of AI in hiring and how to spot "autopilot" communications. Whether you are looking to automate your coding backend or simply find a better way to organize your business thoughts, this episode provides a roadmap for staying competitive in an AI-driven market.

Key Takeaways:

• Recording Everything: How to turn every meeting and sales call into a searchable, interactive database.

• The Grant Writer’s Secret: Using AI to simplify 50-page federal documents into plain English.

• AI as a Personal Coach: Tips for using ChatGPT to score your sales calls and redesign your presentations.

• The Ethics of AI: Why "word of person" still beats "word of algorithm" in hiring and grant applications.

Chapters

• (00:00:00) - Introduction: The AI Revolution in Business
• (00:01:25) - Recording Everything: AI as a Sales Coach with Jess Todfeld
• (00:02:32) - Grant Writing Secrets: Simplifying 50-Page Documents with Mickey Vandelu
• (00:03:45) - High-Level Thinking: Using AI as a Note-Taker and Coding Assistant
• (00:05:01) - AI for Professional Services: Tax Advice and Legal Innovation
• (00:05:42) - Marketing Mastery: Researching YouTube Collaborations with Elizabeth Gearhart
• (00:07:00) - Spotting "Autopilot": Tips for Authentic AI Communication
• (00:10:36) - The Generation Gap: AI as an Assistant vs. Outsourcing Thinking

Recorded with entrepreneurs from the Passage to Profit show, this roundtable explores how AI is being used as:

• A personal advisor and mentor

• A content and research accelerator

• A decision-making and planning tool

• A way to save hours (or days) of work each week

Joseph Varghese (Success Circles) shares how he uses AI daily as a trusted advisor—training custom GPTs to think like mentors he respects and asking powerful questions like “What are my top five blind spots?” He even demonstrates how naming and personalizing your AI changes how you interact with it.

Jen Rulon explains how she uses AI to support content creation for women navigating major life transitions, including perimenopause and menopause—using AI to surface themes, hooks, and language that truly resonate with her audience.

Alice Frankel of Clutcher Pillow walks through how AI gives her ideas “wings,” helping her maintain brand voice across platforms, speed up research, and stay consistent without a large team.

Elizabeth and Richard Gearhart close the discussion with how AI is being used at Gearhart Law—from generating a comprehensive 2026 marketing plan in minutes to envisioning the next wave of AI agents that manage email, calendars, and spam automatically.

This episode is a practical look at how AI actually fits into day-to-day business life, and why prompt clarity—not technical skill—is the real competitive advantage.

TL;DL (Too Listen; Didn’t Listen)

• Business owners are using AI as a mentor, advisor, and thinking partner, not just a writing tool.

• The biggest gains come from specific prompts, personalization, and training AI on your values, brand, and context.

• AI helps entrepreneurs move five steps forward in a day instead of one, especially when time and resources are limited.

What You’ll Learn

• How to use AI as a personalized business advisor

• Why naming and training your AI improves results

• How entrepreneurs use AI for content, research, and planning

• How AI supports consistency across brand voice and platforms

• Where AI agents are headed next for email, scheduling, and operations

Hosts

• Elizabeth Gearhart Ph.D. - Gear Media Studios
  
  
• Richard Gearhart - Gearhart Law

Featured Guests

• Joseph Varghese – Success Circles

• Jen Rulon – jenrulon.com

• Alice Frankel – clutcherpillow.com

Chapters

• (00:00:00) - Welcome & Why AI Is Now Essential for Business
• (00:01:25) - Joseph Varghese Using AI as a Mentor and Advisor
• (00:09:14) - Jen Rulon - AI for Content Creation
• (00:10:41) - Alyce Frankel - Using AI for Research
• (00:14:20) - Richard Gearhart - Planning for 2026
• (00:16:47) - Elizabeth Gearhart - Wishing for an AI Agent

TL;DL (Too Long; Didn't Listen)

Don’t have time for the full episode? Here are the top 4 takeaways on how real companies are using AI right now:

• AI as a Filter, Not a Finisher: Berkeley Skydeck uses AI to research and organize 3,800+ applications, but humans still make the final investment "gut call." AI handles the data; humans handle the relationship.
• The New Efficiency Metric: Successful startups are now tracking "Revenue per Employee." Before hiring for a new role, they search for an AI agent or tool that can do the job first.
• Small LLMs > Big Data: Companies are moving away from generic AI and building their own "Small LLMs" using internal data. This allows them to cut through the "noise" and predict future trends with 100% confidence in the data source.
• Your AI "Digital Footprint": AI is reading your LinkedIn, your podcast transcripts, and your website to build a profile of you. To be found by AI search engines, your message across the web must be hyper-consistent.

Moving beyond the hype of artificial intelligence requires looking at how companies are actually deploying these tools today. In this episode, hosts Elizabeth Gearhart, Ph.D. and Richard Gearhart, Esq. sit down with venture capital leaders and tech entrepreneurs to discuss the "on-the-ground" reality of AI integration in business operations, legal workflows, and marketing.

Inside This Episode:

• Venture Capital & AI Diligence: Caroline from Berkeley Skydeck shares how they manage a massive "deal flow" of 3,800 applications for 20 spots using AI to assist in research, while maintaining the essential "human-to-human" connection in investing.
• The "Revenue Per Employee" Metric: Braydan Young explains his strategy for scaling startups by using AI agents to replace traditional entry-level hires, ensuring the company only adds headcount when absolutely necessary.
• Data Signal vs. Noise: Clint Lotz of Trackstar AI breaks down how "Small LLMs" and on-premise data crunching allow companies to tell a holistic story to investors by distilling massive datasets into actionable insights.
• Legal & Content Strategy: Richard and Elizabeth discuss using AI for contract redlining and how to optimize your digital footprint for AI search engines through consistent SEO and podcasting strategies.

About the Hosts:

Elizabeth Gearhart, Ph.D. A marketing executive and AI strategy speaker, Elizabeth focuses on the practical application of AI in action. With a background in analytical chemistry and as a licensed US Patent Agent, she serves as the CMO at Gearhart Law, bridging the gap between technology and business strategy.

Richard Gearhart, Esq. A life sciences IP attorney and founding partner of Gearhart Law, Richard brings over 30 years of experience advising biotech and pharmaceutical companies. As an angel investor and innovation advisor at Rutgers Health, he integrates AI into firm operations to enhance efficiency and growth.

Connect with the Show:

• LinkedIn: 

Chapters

• (00:00:00) - Cold Open
• (00:01:23) - Caroline Winnett
• (00:03:20) - Brayden Young
• (00:04:49) - Clint Lotz
• (00:07:31) - Richard Gearhart
• (00:08:17) - Elizabeth Gearhart

• TL;DL (Too Late; Didn’t Listen)
  AI search beats the old way of scrolling through results—because it helps you find the right answer faster, not just “more links.”
  AI can interpret complex signals and data (including technical readouts) and turn them into insights you can actually use.
  The winning mindset isn’t “AI replaces people.” It’s “AI amplifies human intellect”—and that’s a competitive advantage for attracting and keeping great talent.

In this episode of AI in Business: Use Cases From the Real World, hosts Elizabeth Gearhart, Ph.D. and Richard Gearhart lead a roundtable discussion with business owners and professionals sharing how they are using artificial intelligence in practical, unexpected, and impactful ways.

This conversation explores how AI is being applied beyond basic automation or content generation, including:

• Using AI-powered search for faster, more unbiased research when evaluating products, diagnosing problems, and making decisions

• Helping professionals with learning differences and ADHD express their ideas more clearly through AI-assisted writing and coaching workflows

• Running transcripts and past conversations through AI to identify patterns, track progress, and prepare for future client interactions

• Analyzing thousands of data points with AI to guide business strategy, conservation efforts, and operational decision-making

• Rethinking the narrative around AI and jobs by using AI to increase productivity and redeploy talent rather than eliminate roles

• Repurposing long-form event recordings into summaries, emails, and follow-up content using AI tools like Descript and ChatGPT

Rather than focusing on hype or fear, this episode shows how businesses are using AI as a thinking partner, a decision-support tool, and a way to unlock human potential.

AI in Business: Use Cases From the Real World is about what’s working now—and how organizations are applying AI in ways that create real value.

Chapters

• (00:00:00) - Welcome & Framing the AI Roundtable
• (00:01:00) - Using AI Search for Faster, Unbiased Research
• (00:03:10) - AI for Expression, Accessibility, and Coaching
• (00:05:40) - Using AI Transcripts to Track Progress and Prepare Client Conversations
• (00:06:00) - Analyzing Large Data Sets with AI to Improve Decisions
• (00:08:10) - AI, Jobs, and Productivity: Redeploying Talent vs. Cutting Roles
• (00:09:50) - Repurposing Events and Meetings with AI Tools
• (00:10:00) - Final Takeaways: AI as a Thinking Partner

• AI is saving time immediately by drafting client emails, proposals, and follow-ups in a professional (even humorous) voice.
• Private/internal AI bots can summarize meetings, create timelines, and even “pre-vet” decisions using your company’s own transcripts and data.
• The winners won’t be the most technical—they’ll be the best question-askers, using iterative prompts + devil’s advocate to reduce hallucinations and improve results.

In the first episode of AI in Business: Use Cases From the Real World, hosts Elizabeth Gearhart, Ph.D. and Richard Gearhart bring together business owners and executives to answer one simple question:

What is one real way you’re using AI in your business today that’s actually helping you?

This episode features practical, firsthand AI use cases from multiple industries, including marketing, financial services, operations, and executive leadership.

You’ll hear how:

• A solo entrepreneur uses AI as a “virtual marketing assistant” to respond to client emails, write proposals, and save hours of administrative time

• A financial planning firm uses private AI tools to summarize client meetings, simplify complex information, and create clear, actionable timelines for clients

• A fast-growing company scaled to over 150 employees by using AI to augment its workforce and centralize executive decision-making

• Leaders are training their teams to write better prompts so AI can be used effectively in daily business operations

The conversation also explores why prompt quality matters, how businesses can reduce hallucinations, when to use different AI tools, and why waiting to adopt AI puts long-term business value at risk.

This episode is not about trends or speculation—it’s about real AI workflows, real productivity gains, and what’s working right now.

Chapters

• (00:00:00) - Welcome & What This Podcast Is About
• (00:01:45) - How a Solo Entrepreneur Uses AI for Marketing and Proposals
• (00:05:40) - Using AI to Simplify Financial Client Conversations
• (00:10:40) - Scaling a Company with AI-Driven Decision Support
• (00:15:10) - Training Teams to Use AI Effectively in Professional Services
• (00:17:00) - Why Prompt Quality Matters More Than the Tool
• (00:17:40) - Final Takeaways: Start Now and Master AI