Fix My Business

Build Session: Applying SCALE to a Real Lead Response Process

40 min · 28. maj 2026
episode Build Session: Applying SCALE to a Real Lead Response Process cover

Description

Scott walks through a live build session with Chad Coffman, a land investor whose lead system broke when volume spiked. Instead of stopping production or ignoring the problem, Chad triaged it—kept moving, documented the friction, and circled back when he had time. The friction: Leads were coming in faster than they could respond. Responses were delayed by weeks. The process was manual, inconsistent, and overwhelming. Applying SCALE: S — Scope the Solution: Not the entire sales process. Just the initial lead response. One play, not the whole game. C — Clarify the Flow: * Email comes in (trigger) * AI triages the email * AI pulls from knowledge base (county rules, property info, zoning) * AI drafts response * Human reviews and approves * Response sent via customer's preferred method (email, text) * Human uses newfound time to strengthen the knowledge base A — Automate the Trigger: Four types of triggers: event, time, condition, manual. Manual is the worst—requires memory. In this case, the trigger is an event: lead submission. L — Leverage the Data: Plan for failure. How do you know if the email didn't arrive? How do you know if AI failed? Build in regular human checks. Start with humans overseeing, then automate the oversight later—that's a separate play. E — Elevate the Experience: AI should sound like Chad and Cindy, not a robot. Build a voice guide. Create feedback loops so AI improves over time. Make sure error messages are human-readable, not "Signal 19." Key insights: * "We're not trying to boil the ocean. We're running one play." * "The time you gain from automation is shifted—use it to strengthen the knowledge base." * "If you just threw a person into your business with no training, that's what throwing AI at something looks like." * "There will be a competitive advantage to dealing with a human instead of a robot." The 40-minute investment: Planning the framework before building saves you from building the wrong thing. Your action: Pick one friction. Apply SCALE. Scope it to one play. Clarify the flow before you touch any tools. Got a business question? Ask Scott here: scotttodd.net/ask [https://www.scotttodd.net/ask]

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73 episodes

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Tony writes: "I found a deal, but I don't have the cash. Should I bring on a partner or borrow the money? How do you decide?" The reframe: This isn't a finance question. It's a control question. Borrowing (debt): * You keep 100% ownership * You owe payments regardless of performance * Lender doesn't care if the deal works—they want their money back * Risk: Deal fails, you still owe When to borrow: When the cash flow covers the debt and you have confidence in the deal. If you're confident, you want full control. Partnering (equity): * You give up ownership and control * No payments if the deal doesn't work * Partner shares the risk—and the upside * Risk: You're married to this person for the life of the deal When to partner: When you need expertise, connections, or credibility—not just cash. Scott's story: Considered a retail strip center. Talked to an experienced partner. Numbers didn't work. Walked away. Had the numbers worked, he would've partnered for the expertise. The diagnostic question: Do you need capital—or capital and capacity? Cash only = borrow. Cash plus expertise = partner. The warning: A bad partner is worse than bad debt. Debt ends when you pay it off. A bad partnership drags on for years. Treat it like a marriage: * Get to know them first * Written agreements * Exit terms, breakup terms * "You need a prenup" The close: "They're great until they're not." Got a business question? Ask Scott here: scotttodd.net/ask [https://www.scotttodd.net/ask]

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Erin writes: "My husband supports me, but he really doesn't get it. He doesn't understand why I'm working nights and weekends on something that isn't paying off yet. I feel like I'm losing him." This is one of the hardest parts of entrepreneurship that most people don't talk about. Scott's story: Built a business for 17 months while suspecting his corporate job was ending. When it did, his wife asked: "Are you sending out resumes?" She didn't freak out—but she had concerns. The belief shift: Your spouse is not the enemy. They are scared. Their resistance is often about love—disguised as doubt. The Visibility Trap in relationships: They can't see what you see. They hear about your business—they don't live it. Money leaves the account. When is it coming back? What not to do: * Don't pitch them on the dream before understanding their concern (Episode 70 callback) * Don't hide the business—that breeds resentment * Don't make them the villain What to do: * Show them what's happening—talk about small wins, tangible progress * Give them a role, even a small one The pilot analogy: Passengers feel out of control. Give them a job—"help me look for other planes." Now they feel involved. Same with your spouse. The ask: "Can we just go 90 days on this? Let's revisit then." The hard truth: Some spouses will never get on board. You have to decide what matters most. The resistance from people who care about you piles onto the resistance you're already facing. Scott's perspective: "I would want to protect the relationship more than the business." Got a business question? Ask Scott here: scotttodd.net/ask [https://www.scotttodd.net/ask]

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Lena writes: "I know I need to sell, but I hate it. I feel pushy. How do I get better at this?" Scott's confession: For years, he hated selling too. He did it to pay the bills, but he didn't love it. The belief shift: Sales isn't convincing. It's solving problems. Where the sleaze comes from: Pitching before diagnosing. If you start selling before you understand the problem, it feels pushy—because it is. The reframe: You're not asking for money. You're offering to help someone solve a problem they already have. That's what doctors do. The financial advisor story: Pitching bonds didn't work. Asking "Are you hoping to grow your money for future generations?" did. The shift: stop pitching products, start diagnosing problems. You already sell every day. When a family member asks for advice, you give it. You even push them a little. The only thing missing is the money exchange. The Starbucks exercise: If you're terrified of asking for money, go to Starbucks and ask: "Can I have a discount on this because I'm having a rough day?" The word "because" increases compliance. Practice asking for something. The prescription: * Stop pitching. * Start asking: What's going on? What have you tried? What would solving this mean to you? The close: It's a mindset problem first. Solve that, and your business takes off. Got a business question? Ask Scott here: scotttodd.net/ask [https://www.scotttodd.net/ask]

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