PropelMapper

From Knowing to Doing

Agricultural Advisor Training

6

Capturing What Matters

Using voice capture to make documentation faster and more reliable

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concept

Introduction

Welcome to Session 6.

In Session 5, we explored why writing matters—and why it so rarely happens. The core problem: writing is slow (40 wpm typing vs. 150 wpm speaking), so documentation gets skipped.

This session solves that problem: Voice capture makes documentation 3x faster.

By the end of this session, you'll understand:

  • Why the capture window is so narrow (and why memory fails)
  • How voice capture compares to typing for field documentation
  • How to use PropelMapper Voice Capture effectively
  • How to build a sustainable capture routine

This is where theory becomes practice. This is where documentation stops being optional.

concept

The Capture Window

Memory Fades Fast

Here's what research tells us about memory:

Immediately after an event:

  • You remember 90% of details

1 hour later:

  • You remember 70% of details

24 hours later:

  • You remember 30% of details

1 week later:

  • You remember 10% of details

The implications for farm visits are stark: If you don't capture observations within hours, they're gone.

What Gets Lost

When you delay capture, you lose:

Specific details:

  • Exact field locations
  • Specific observations
  • Precise recommendations
  • Numeric details (acres, rates, dates)

Farmer context:

  • What they were worried about
  • Questions they asked
  • Their constraints
  • Their priorities

Commitments:

  • What you said you'd do
  • What they said they'd do
  • Follow-up timing
  • Resources to send

Pattern data:

  • Observations that matter over time
  • Trends across farms
  • What works and doesn't work

The Best Time to Capture

Ideal: During the visit (but often impractical—disrupts conversation)

Good: Immediately after, before leaving the property

Acceptable: Within 2-3 hours while memory is fresh

Risky: End of day (multiple visits blur together)

Ineffective: Next day or later (too much is gone)

The rule: Capture before you start the next task.

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Voice vs Text for Capture

The Speed Comparison

Speaking: 150 words/minute (natural, effortless) Typing: 40 words/minute (slower, requires device) Handwriting: 20 words/minute (slowest, hard to search later)

Voice is 3-4x faster than typing for capture.

Why Voice Wins for Field Capture

Speed:

  • Speak 2-3 minutes, capture 300-450 words
  • Same content takes 8-12 minutes typing
  • 4x time savings

Convenience:

  • No keyboard needed
  • Works in truck, on farm, anywhere
  • Doesn't break workflow

Completeness:

  • Easier to capture context and nuance
  • Natural to include farmer quotes
  • Less editing/trimming during capture

Immediacy:

  • Can capture while pulling out of driveway
  • Before memory fades
  • Before next task interrupts

Why People Resist Voice Capture

Common objections:

  • "I don't like hearing my voice"
  • "I sound disorganized"
  • "It feels awkward"
  • "I need to write it anyway"

The truth:

  • You get used to it quickly (by visit 3-5)
  • Organized enough beats perfectly polished
  • Less awkward than losing information
  • Modern tools transcribe automatically

The alternative is worse: Not capturing at all.

What Makes Voice Capture Work

For voice capture to become habit:

  1. It must be fast (2-3 minutes, not 10)
  2. It must be convenient (phone always with you)
  3. It must convert to text (transcription, not just audio)
  4. It must integrate workflow (not another separate system)

PropelMapper Voice Capture is designed around these requirements.

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Introducing PropelMapper Voice Capture

feature: voice_capture
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Built for Agricultural Advisors

PropelMapper Voice Capture was designed specifically for advisors who need to document farm visits without the friction of typing.

The Problem It Solves:

You finish a farm visit. You have valuable observations, recommendations, and commitments in your head. You intend to document them. But:

  • Typing takes 8-12 minutes
  • You have another visit starting soon
  • You'll "do it later"
  • Later never comes

PropelMapper's Solution:

Pull over. Open the app. Speak for 2-3 minutes. Done.

The app transcribes your voice, structures the content, links it to the farmer record, and creates a follow-up ready to send.

How It Works

Step 1: Start Capture (5 seconds)

  • Open PropelMapper mobile app
  • Tap "Voice Capture"
  • Select farmer/farm from your list

Step 2: Speak Naturally (2-3 minutes)

Cover what matters:

  • Key observations (crops, fields, conditions)
  • Farmer's main concerns or questions
  • Your recommendations and reasoning
  • Any commitments made (by you or them)
  • Follow-up needed

Speak naturally—don't worry about perfect sentences. The app handles it.

Step 3: Let It Process (automatic)

PropelMapper:

  • Transcribes your voice to text
  • Identifies key sections (observations, recommendations, commitments)
  • Links to farmer record
  • Creates draft follow-up email

Step 4: Review and Send (1-2 minutes)

  • Review transcription (edit if needed)
  • Adjust any details
  • Send follow-up to farmer
  • Or save for later

Total time: 3-5 minutes vs. 10-15 minutes typing.

Why This Supports Trust-Building

Remember the Three Pillars from Session 3?

Competence:

  • Detailed documentation helps you spot patterns
  • Better recommendations over time
  • Reference previous visits easily

Integrity:

  • Actually follow through because it's sustainable
  • Never forget commitments
  • Show up prepared next time

Benevolence:

  • Farmers see you invest time to document
  • Receive written follow-up that proves you care
  • Feel remembered, not like "one of 50"

Voice capture makes the integrity pillar achievable—not aspirational.

What to Capture

During your 2-3 minute voice capture, include:

1. Farm Context

  • Which farm/fields
  • What you were there to assess
  • Current conditions or stage

2. Key Observations

  • What you saw (specific, observable)
  • What looks good, what's concerning
  • Any measurements or data points

3. Farmer Input

  • Their questions or concerns
  • Their constraints (time, labor, budget)
  • Their goals or priorities

4. Your Recommendations

  • What you're suggesting
  • Why (brief reasoning)
  • Timing and implementation details

5. Commitments

  • What you said you'd do ("I'll send them the research article")
  • What they said they'd do ("They'll check pricing with their supplier")
  • Follow-up timing ("I'll check in next week")

6. Next Steps

  • What needs to happen next
  • When to follow up
  • Any open questions

Example Voice Capture (2 minutes)

"Just finished visit with Johnson Farm, south corn fields, approximately 200 acres. They're at V6 growth stage, overall crop looks strong. Noticed some yellowing in northeast corner, suspect nitrogen deficiency, possibly from poor drainage in that area.

Farmer asked about fungicide timing—he's worried about disease pressure given the wet spring we've had. I recommended scouting weekly for the next three weeks and planning application at VT stage if we see early signs. Explained the cost-benefit at that timing window.

Also discussed their cover crop plans for after harvest. They're interested in trying a multi-species mix this year. I said I'd send them information on three different mixes that work well in this region, along with seeding rate recommendations.

Commitments: I'm sending the cover crop info by tomorrow, and I'll check in next week to see if they've made a decision on fungicide. They're going to talk to their agronomist at the co-op to get pricing on both options.

Follow-up: Circle back in one week, make sure they got the cover crop info, and see if they need help interpreting scouting reports."

That's 210 words in 90 seconds. Same content would take 5-6 minutes typing.

Getting Started with PropelMapper Voice Capture

7-Day Free Trial

PropelMapper offers a 7-day free trial of Voice Capture:

  • Full access to all features
  • Unlimited voice captures
  • Mobile and web access
  • No credit card required

[Start Your Free Trial →]

What You'll Need:

  • Smartphone (iOS or Android)
  • PropelMapper account (free to create)
  • 15 minutes to set up farmer list
  • Willingness to feel awkward for 2-3 captures (you'll get over it)

Setup Takes 15 Minutes:

  1. Download PropelMapper mobile app
  2. Create account (or sign in)
  3. Import/add your farmer list
  4. Complete quick tutorial
  5. Try your first capture

By capture #3, it feels natural.

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How to Capture Effectively

Voice Capture Best Practices

1. Capture immediately

  • Before leaving the property
  • Before starting the next task
  • Before memory fades

2. Find a consistent spot

  • Pulled over on side of driveway
  • In truck before leaving parking area
  • Wherever you can speak for 2 minutes uninterrupted

3. Speak naturally

  • Don't script it in your head first
  • Don't worry about perfect grammar
  • Just talk through what happened

4. Use a structure

  • Farm/fields
  • Observations
  • Farmer input
  • Recommendations
  • Commitments
  • Next steps

5. Include specifics

  • Farmer quotes ("He said...")
  • Numeric details (acres, rates, dates)
  • Field locations
  • Timing windows

6. Capture commitments explicitly

  • "I told them I'd..."
  • "They said they'd..."
  • "We agreed to..."

7. Note what's uncertain

  • "I need to confirm..."
  • "I'm not sure about..., I'll check and get back to them"
  • "We need more information on..."

What NOT to Do

Don't:

  • Wait until end of day (too late, you'll forget)
  • Capture while driving (safety first)
  • Try to make it perfect (good enough beats not doing it)
  • Read from notes (if you took notes, just speak naturally through them)
  • Skip it because "this one's not important" (they're all important for trust)

Building the Habit

Week 1: Practice

  • Capture after every visit
  • Don't worry about quality
  • Just build the muscle memory

Week 2: Refine

  • Get tighter (aim for 2-3 minutes)
  • Use consistent structure
  • Notice what works

Week 3: Integrate

  • Make it automatic
  • Part of every visit workflow
  • No longer feels awkward

By Week 4: It's habit.

reflection

Reflection: Your Capture Habits

**1. Your Current Capture Method**

How do you currently capture visit information?

  • During visit notes?
  • Mental notes?
  • Written notes after?
  • Voice memos?
  • Not at all?

How well is it working?

2. Barriers to Capture

What stops you from capturing observations?

  • Time?
  • Tools?
  • Forgetting?
  • Not seeing value?
  • Awkwardness?

3. Voice Capture Resistance

What's your honest reaction to voice capture?

  • Excited to try?
  • Skeptical?
  • Uncomfortable?
  • Already doing it?

If resistant: What's really in the way?

4. Impact Calculation

If you captured observations from 80% of visits:

  • How would your preparation improve?
  • How would farmers respond?
  • What would you learn about patterns?
  • How would trust deepen?
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practical

This Week's Practice

Your Challenge: Voice Capture for 5 Visits

This week, use voice capture (PropelMapper or phone voice memo) for at least 5 farm visits.

The Practice:

After Each Visit:

  1. Pull over before leaving property
  2. Open voice capture (PropelMapper app or phone voice memo)
  3. Speak for 2-3 minutes covering:
    • Farm/field context
    • Key observations
    • Farmer input
    • Your recommendations
    • Commitments
    • Next steps
  4. Save the capture

Track Your Experience:

  • How long did each capture take?
  • Did you capture more or less than usual?
  • How did it feel (awkward at first, easier by #3)?
  • Did you remember more details than usual?

Compare to Your Baseline:

  • Last week (Session 5): you tracked your documentation rate
  • This week: voice capture should make documentation easier
  • Did your documentation rate improve?
**Download: Voice Capture Quick Start Guide**

One-page guide covering:

  • When to capture (timing)
  • Where to capture (location)
  • What to capture (content structure)
  • How long to speak (2-3 minutes)
  • What to do with the capture (review & send)

[Download Guide →]

PropelMapper Voice Capture Trial: [Start 7-Day Free Trial →]

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What Success Looks Like

By the end of this week:

  • You've captured at least 5 visits
  • You've gotten over the initial awkwardness
  • You're seeing how much faster it is than typing
  • You're capturing details you would have forgotten
  • Your documentation rate is increasing
summary

Key Takeaways

- **Memory fades in hours:** 90% of details are fresh immediately after a visit, but only 30% remain after 24 hours. Capture fast or lose it.

  • Voice is 3x faster than typing: 150 wpm speaking vs. 40 wpm typing. Voice capture makes documentation sustainable.

  • Capture immediately, not later: The best time is before leaving the property, before memory fades, before the next task interrupts.

  • PropelMapper solves the friction: Designed specifically for advisors. Speak for 2-3 minutes, get transcribed follow-up ready to send.

  • Awkwardness fades by capture #3: Everyone feels weird at first. By the third capture, it feels normal. By the tenth, it's automatic.

  • This enables the integrity pillar: You can't build trust through follow-through if you don't remember what you committed to. Voice capture makes integrity achievable.

  • Documentation becomes sustainable: Not through willpower, but through tools that reduce friction. Voice capture is 3-5 minutes vs. 10-15 minutes typing.

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Coming Up Next

In Session 7: Showing Up Prepared, we'll use the documentation you're now capturing to transform how you start farm visits.

You'll learn:

  • Why preparation is where integrity becomes visible
  • The 60-second prep that changes everything
  • How to use PropelMapper Audio Prep Notes
  • Building a preparation routine you'll actually sustain

Before Next Session

Complete your 5-visit voice capture practice. Bring your observations—what worked, what felt hard, what surprised you.

session: 6 sections_total: 9 estimated_completion: 55 minutes
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