This Tool REPLACED ChatGPT

In the latest episode of B2B Outbound, hosts Chris and James sat down with Carina Clingman, a founder and consulting expert who's been running her talent management firm for 12 years. But we didn't talk about hiring or talent acquisition. Instead, Carina revealed the productivity tool that's transformed how she runs her entire business: Notion AI.

Spoiler alert: This isn't your typical project management software. It's a relational database powerhouse that's replacing multiple subscriptions and automating workflows you didn't even know could be automated.

What Makes Notion AI Different?

Carina breaks it down simply: "Notion is a SaaS product that is mostly just relational databases."

But here's where it gets interesting. For $24 a month with the business plan, you get access to multiple AI models in one place:

• ChatGPT o1
• Gemini 2.0 Pro
• Claude Opus and Claude Sonnet

As Carina explains: "For one subscription price, you get all of those as opposed to paying $20 to $100 per month for other things."

She's even ditching her ChatGPT subscription because Notion gives her everything she needs for text-based productivity tasks.

The Power of Context Control

Unlike ChatGPT's memory feature that pulls from hundreds of conversations, Notion lets you point AI directly at specific databases and information.

"With Notion, it has access to all of your stuff, but you can also point it directly at a set of things that you specifically want it to reference, as opposed to everything," Carina notes.

This means better answers with more relevant context, without the noise.

Building a Complete Goal-Setting System in 40 Minutes

The real magic happened when Carina used Notion to build out Chris's entire 2026 goal-setting framework in real-time. Using just voice dictation and the live transcript from their conversation, she created:

• Company North Star goals ($6.5M revenue, 75 new clients)
• Annual goals for the growth team
• Quarterly breakdowns
• Individual dashboards for each team member
• Leading and lagging indicator tracking

Chris's reaction? "We've just done it with a 40-minute call and we've got 90% of the way there. Everyone goes and does it manually and takes a week or so to submit it."

No Coding Required

Notion integrates with everything through native connectors and open APIs. Don't see your software in the integrations gallery? No problem.

Carina shares: "I've been using Gemini's anti-gravity IDE and I've been creating tools just in natural language. Yesterday I built a tool to sync a new client's applicant tracking system candidates into Notion. It took me maybe an hour."

Translation: Anyone can now be a developer without writing actual code.

The Whisper Integration Game-Changer

Carina introduced Chris and James to Whisper, a dictation tool that transcribes with incredible accuracy and creates structure as you speak.

"I used to use the Mac native transcriber. I love dictating because it's fast, but that one is so bad. I love Whisper. If there's a bulleted list, it actually makes a bulleted list and it cleans things up if you make a mistake."

She's saved so much money through referrals that she'll "never pay for Whisper again."

A Complete Business Operating System

Carina doesn't just use Notion for planning. She's built:

• Two separate CRMs (business development and candidate tracking)
• Meeting transcription that integrates directly with planning
• Custom "agents" (detailed instruction sets) for recruiting workflows
• Resume template builders she shares with candidates
• Complete employee information systems

"Anything I need to do, I build in Notion," she explains.

The EOS Connection

For companies running on the Entrepreneurial Operating System (like Punch!), Notion becomes the perfect digital companion.

As Carina puts it: "Every single person should know what their job is, they know their seat, what they're responsible for in that seat. By the time it filters up to Chris and James, the dashboard should just be high level: is it working or is it not working."

Key Takeaways

1. One subscription replaces multiple AI tools - Access ChatGPT, Claude, and Gemini models in one place
2. Voice dictation saves massive time - Build complex systems just by talking through your ideas
3. Relational databases make everything connected - Every piece of information links to relevant context
4. No technical skills required - Natural language can build custom integrations and automations
5. Context control beats memory overload - Point AI at specific information instead of searching through everything

The Bottom Line

Notion AI isn't just another productivity tool. It's a complete business operating system that combines databases, AI models, transcription, and automation in one platform.

As Chris discovered, what traditionally takes his team a week of manual work can be built in a 40-minute conversation. The efficiency gains are staggering.

Ready to Transform Your Productivity?

Want to see exactly how Carina built Chris's entire goal-setting system in real-time? Listen to the full episode to watch the magic happen. Plus, Carina shares her custom agent instructions and links to the Notion power user who taught her everything.

You can find Carina on LinkedIn where she lives when she's not in Notion (which isn't often).

Listen to the full episode now and discover why this might be the year you finally consolidate your productivity stack.

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