The Five Chores at a Glance
Grant runs Game Face Performance, a mental-performance coaching practice, and he’s one of my two pilot clients. His full story is in the case studies.
Game Face is still in progress, so here’s what’s live and what isn’t, next to what any coach or trainer can try on their own.
| Chore | What Game Face did or is building | Status | What you can try |
|---|---|---|---|
| Booking and time-zone math by text | Online booking inside the hours Grant set, with confirmations that go out on their own | Live | A booking page that shows clients their own time zone |
| Parents and clients texting a personal cell | A separate business number for check-ins | Set up, rolling out | A work line with auto-replies |
| Session notes that never become follow-ups | A follow-up assistant that turns session notes into next steps | In progress | A voice memo after each session, turned into a draft you review |
| A book and podcast sitting unused | The book and podcast turned into posts, emails and a free guide | In progress | One episode, cut into a week of posts |
| Not being found on Google or in AI search | A search refresh on his website | Website refreshed | One clear page per service, in plain text |
Booking and Time-Zone Math by Text
Before any of this, Grant was booking a full roster of athletes by text. He was doing time-zone math late at night and giving up his weekends to keep up.
Game Face now has online booking that runs itself. Clients pick a time inside the hours Grant set, and the confirmations go out without him. It’s live, and clients book themselves. The goal was simple: his evenings and Saturdays back.
You can get most of the way there with a booking tool you may already pay for. Calendly says it detects each invitee’s time zone automatically and shows your availability in their local time. If your site is on Wix, like Game Face’s, Wix Bookings has a setting that shows clients their local time zone when they book.
Then do the part only you can do. Set your hours once, and leave Saturday off the page. Next time someone texts “when are you free?”, send the link instead of three options.
Parents and Clients Texting Your Personal Cell
Parents texted Grant’s personal cell between sessions. No single text was a problem. Together, they meant he was never off.
Game Face set up a separate business number, so parent check-ins have a home that isn’t Grant’s personal cell. It’s set up and rolling out to clients now.
The fix for you is a work line. Quo (formerly OpenPhone) starts at $15 a user a month billed annually, or $19 month to month, as of October 2026. Its auto-replies come on every plan and can text people back when you’re in a session or it’s after hours.
There’s a second reason the work line matters. Apple doesn’t let outside tools read or send iMessages, so nothing can text back for you from your personal iPhone number. A work number is one that tools can see.
Whether to let AI answer that line is its own decision. I laid out the pros and cons of an AI receptionist separately.
Session Notes That Never Become Follow-Ups
Say your note from Tuesday reads “check in Thursday about the pre-game routine.” Thursday comes and goes. (That one’s a made-up example.)
Game Face is building a follow-up assistant that turns Grant’s session notes into next steps. It’s still in progress, so there’s nothing to report on it yet.
You can try a simple version today:
- Right after a session, record a 60-second voice memo while it’s fresh.
- Paste the transcript into Claude or ChatGPT with a standing instruction.
- Read the draft, fix it, and send it yourself.
Here’s an example instruction to copy: “Turn these notes into three next steps for the client and a two-line check-in text in my voice. Use only what I said. Don’t add advice I didn’t give.”
If your sessions run on Zoom, its AI assistant can write meeting summaries. As of October 2026, Zoom lists summaries for three hosted meetings a month on its free tier, with more on paid plans. Either way, tell clients before you record or transcribe a session, and tell them what the notes are for.
A Book, a Podcast or Recordings Sitting on the Shelf
Grant has a book, a podcast and a library of recorded meditations, and no time to do anything with them. That’s a stocked pantry.
Game Face is turning the book and podcast into posts, emails and a free guide. That’s in progress. The tool behind it is Content Repurposing, one of my ready-made AI tools. It takes a podcast episode or a book chapter and cuts out posts, emails and a lead magnet in the author’s voice.
Posting is the other half. Grant has a social media assistant in his own Claude that drafts posts in his voice for him to approve. The assistant is set up, and his accounts are next.
To try this yourself, start with one episode instead of the whole archive. Get a transcript first (I use Descript, which edits video and podcast by text). Then ask for five posts that each stand on their own and one email to your list. Keep your stories exactly as you told them, and let the AI do the cutting.
If you’re deciding how much of the posting to hand off, I wrote up what to automate on social media and what to keep human.
Not Being Found on Google or in AI Search
If a parent can’t find you, they can’t book you. Game Face got a search refresh on its website so parents find Grant on Google and in AI search. That refresh is done.
Google says there’s nothing special you need to do to show up in its AI Overviews or AI Mode. No special markup, no new AI files. The basics still apply: your pages need to be indexed, important content should be in text, pages should link to each other, and your Business Profile should be current.
For a coach, I’d start with one page per service. Say who it’s for, where you work (in person, online or both) and how booking works. Then answer the questions parents ask, each in a plain sentence or two.
One catch on Business Profiles. Google’s guidelines are written for businesses with a place customers can visit, or businesses that travel to customers. If you only coach over video, you may not qualify, and your website has to do more of the work.
What Grant Said About the Work
“Sarah has an incredible talent for truly understanding my business and identifying what it needs to operate more effectively. She breaks down complex processes into clear, manageable steps that make sense and are easy to implement. Equally impressive is how quickly she turns ideas into action, moving from strategy to execution with remarkable speed and precision.”
Grant, Game Face Performance
What Does This Cost a Coach?
Most small businesses I work with land between $100 and $250 a month in tools once everything is built. The pieces are ordinary: Claude or ChatGPT at about $20, a work line like Quo at $15 to $30, and Metricool for social at $20 to $50.
If you’d like me to build it with you, a Teardown starts at $5,000: one month, one custom tool, up to about eight hours of build time. Teardown + Tools starts at $8,000 and adds two ready-made tools, each installed in two 90-minute sessions. Ongoing support is $800 a month with a three-month minimum. The first conversation is free.
Where to Start
Pick the chore that cost you last Saturday and fix only that one this month. If you’d like a second set of eyes, a Teardown follows one real job start to finish; for a coach, that could be one client from the first text to the follow-up.