Welcome to the Business Owners Roundtable, where we move beyond the hype to discuss how real companies are leveraging artificial intelligence today. In this episode, hosts Elizabeth Gearhart and Richard Gearhart sit down with a diverse panel of entrepreneurs to explore practical AI applications across marketing, dating, automation, and legal sectors.

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.

• 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.

• (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

In this episode of the Real AI Use Cases business owners' roundtable, hosts Dr. Elizabeth Gearhart and Richard Gearhart sit down with a diverse group of entrepreneurs to discuss the practical—and sometimes surprising—ways AI is reshaping their industries. From instant high-end media production to automating standard operating procedures, our guests share the tools that are saving them thousands of dollars and hundreds of hours.

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.

• 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.

• 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)

• (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

In this episode of Real AI Use Cases, hosts Elizabeth and Richard Gearhart dive into practical applications of AI with a panel of business owners. The discussion covers everything from AI-driven "digital immortality" and automated content generation to using AI for pattern recognition in sales calls and advanced market research. The group also tackles critical concerns around data security between different LLMs like ChatGPT and Microsoft Copilot, and the emerging field of intellectual property protection for AI prompts.

• 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.

• (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.

• (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

In this episode of Real AI Use Cases – Business Owners Roundtable, we go beyond theory and show how real business owners are using AI right now to think better, move faster, and scale without burning out.

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.

• 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.

• 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

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

• Joseph Varghese – Success Circles

• Jen Rulon – jenrulon.com

• Alice Frankel – clutcherpillow.com

• (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

Discover real-world AI in Business. Learn how Berkeley Skydeck automates diligence and Braydan Young scales revenue per employee. Practical AI for SEO and growth strategies for entrepreneurs.

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:

• (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.

• (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
• (00:08:00) - Analyzing Large Data Sets with AI to Improve Decisions
• (00:10:10) - AI, Jobs, and Productivity: Redeploying Talent vs. Cutting Roles
• (00:11:50) - Repurposing Events and Meetings with AI Tools
• (00:12:40) - Final Takeaways: AI as a Thinking Partner

TL;DL (Too Late; Didn’t Listen) Episode summary for how does AI give business owners more time?

• 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.

• (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
• (00:17:40) - Why Prompt Quality Matters More Than the Tool
• (00:19:45) - Final Takeaways: Start Now and Master AI