PropelMapper

From Knowing to Doing

Agricultural Advisor Training

7

Showing Up Prepared

Using preparation to demonstrate care and competence

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concept

Introduction

Welcome to Session 7.

In Session 6, you learned to capture observations immediately after visits using voice. Now you have documentation. The question is: What do you do with it?

Answer: You use it to show up prepared next time.

Preparation is where integrity becomes visible to farmers. It's the difference between "just another advisor" and "someone who remembers me."

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

  • Why farmers notice preparation (and lack of it)
  • The 60-second prep routine that changes everything
  • How PropelMapper Audio Prep Notes work
  • How to make preparation sustainable, not heroic
concept

Why Preparation Matters

The Unprepared Visit

Picture this scenario:

You arrive at a farm. The farmer greets you. You start talking. Within 2 minutes, you realize:

  • You don't remember what you discussed last time
  • You're asking questions you asked before
  • You forgot to bring what you promised to bring
  • You're starting fresh, treating this like a first visit

What's the farmer thinking?

"They don't remember me. I'm just one of many. Their word doesn't mean much."

Trust erodes in real-time.

The Prepared Visit

Now imagine this:

You arrive at a farm. Before you get out of the truck, you spend 60 seconds reviewing:

  • Last visit notes
  • What you discussed
  • Commitments you made
  • Open issues
  • Farmer's current priorities

You greet the farmer. Within the first minute, you say:

"Last time we talked about that drainage issue in the north field. Did you get a chance to check with the contractor?"

What's the farmer thinking?

"They remembered. They reviewed our last conversation. They care enough to prepare. I'm not just another stop."

Trust deepens in real-time.

Why Preparation Signals Trust

Remember the Three Pillars?

Preparation demonstrates:

Competence:

  • You have context
  • Your advice is informed, not generic
  • You see patterns across visits

Integrity:

  • You remember commitments
  • You follow through
  • Your word is reliable

Benevolence:

  • You invested time to prepare
  • You care enough to remember
  • They're important to you

60 seconds of preparation does all of this.

concept

What Farmers Notice

The Signals Farmers Pick Up

Farmers are constantly evaluating whether you're prepared. They notice:

1. Do you remember the last conversation?

  • You reference something from last time = Prepared
  • You ask the same questions again = Not prepared

2. Do you remember commitments?

  • "I said I'd send you that article—did you get it?" = Prepared
  • No mention of commitments made = Not prepared

3. Do you know their current situation?

  • "How's planting going given the wet spring?" = Prepared
  • Generic questions that ignore context = Not prepared

4. Do you pick up where you left off?

  • Continuing a conversation from last time = Prepared
  • Starting fresh every time = Not prepared

5. Do you have what you promised to bring?

  • "Here's the information I mentioned" = Prepared
  • "Oh, I forgot to bring that" = Not prepared

The Compounding Effect

Visit 1: You show up unprepared Farmer thinks: "Busy day, I guess"

Visit 2: You show up unprepared again Farmer thinks: "They don't really track things"

Visit 3: You show up unprepared again Farmer thinks: "I'm not going to count on them for anything important"

Preparation failures compound into lost trust.

The Cost of No Preparation

When you consistently show up unprepared:

For farmers:

  • They repeat themselves
  • They question your competence
  • They don't share important information (why bother?)
  • They don't implement your advice (you don't seem invested)

For you:

  • You miss context and patterns
  • You give generic advice
  • You waste time re-covering ground
  • You're stuck at thin trust

For the relationship:

  • It never deepens
  • You're replaceable
  • They don't call when problems arise
practical

Introducing PropelMapper Audio Prep Notes

feature: audio_prep_notes
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The Preparation Challenge

Here's what makes preparation hard:

You're in your truck, about to walk onto a farm. You have:

  • 30 seconds to 2 minutes before the farmer sees you
  • Notes from last visit (if you captured them)
  • Maybe 3-4 visits today, can't mix them up
  • Need to recall: last conversation, commitments, open issues

Traditional approaches:

  • Read written notes: Takes 3-5 minutes, hard to do while arriving
  • Try to remember: Unreliable, miss important details
  • Skip prep entirely: Fastest but erodes trust

None of these work consistently.

PropelMapper's Solution: Audio Prep Notes

Instead of reading, listen.

Before each visit, PropelMapper generates a 60-90 second audio summary of:

  • Last visit key points
  • Your commitments (what you said you'd do)
  • Their priorities and concerns
  • Open issues or follow-up needed
  • Context that matters

You listen while driving to the farm. By the time you arrive, you're fully briefed.

How It Works

Automatic Creation (no work from you):

When you capture a visit with voice (Session 6), PropelMapper automatically:

  • Transcribes your capture
  • Identifies key information
  • Creates an audio prep note for next time

Before Next Visit:

Option 1: Automatic Playback

  • PropelMapper detects you're near the farm (GPS)
  • Automatically plays the prep note
  • You're briefed without doing anything

Option 2: Manual Playback

  • Open PropelMapper as you drive
  • Tap the farmer name
  • Play the 60-second audio prep
  • Walk onto the farm fully briefed

What You Hear (example):

"Prep for Johnson Farm. Last visit was two weeks ago on May 15th. You assessed the south corn fields at V6 stage. Main observation: yellowing in northeast corner, likely nitrogen deficiency. Farmer was concerned about fungicide timing given the wet spring. You recommended weekly scouting and application at VT stage if disease pressure appears.

You committed to send information on cover crop multi-species mixes by the next day. Their commitment: check with co-op on fungicide pricing and talk to their agronomist.

Follow-up needed: Confirm they received cover crop info, check decision on fungicide, offer to help interpret scouting reports. North field expansion is on their mind for next year—good topic to revisit."

That's 90 seconds. You're fully briefed.

Why Audio Works Better Than Reading

Speed:

  • Reading notes: 3-5 minutes
  • Listening to audio: 60-90 seconds
  • Audio is 3x faster

Convenience:

  • Reading requires stopping, looking at screen
  • Audio works while driving, walking, multitasking

Retention:

  • Audio prep primes your memory
  • You recall more details during the visit
  • Easier to reference what you heard

Consistency:

  • Reading notes requires discipline (often skipped)
  • Audio can autoplay (happens automatically)

The Impact on Farmers

When you consistently show up prepared:

First visit after implementing: Farmer notices you remember last conversation. Surprise, but not fully convinced.

Second visit: Farmer realizes you're consistently prepared. "This is different."

Third visit: Farmer shares more. They trust you're paying attention.

Fourth+ visit: Farmer calls YOU when problems arise. You've moved from thin trust to thick trust.

Preparation is the integrity pillar made visible.

Getting Started with Audio Prep Notes

7-Day Free Trial:

[Start Your Free Trial →]

Requirements:

  • PropelMapper account with voice capture (Session 6)
  • At least 3-5 farmers with captured visits
  • Smartphone with PropelMapper mobile app

Setup:

  • No setup needed
  • Audio prep notes are auto-generated from your voice captures
  • Just play them before visits

The Workflow:

  1. After Visit: Voice capture (2-3 minutes)
  2. Before Next Visit: Audio prep playback (60-90 seconds)
  3. During Visit: Show up fully briefed
  4. Farmer Response: Notice the difference
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The 60-Second Prep Routine

Even Without Tools, You Can Prep

Audio prep notes make this effortless. But even without PropelMapper, you can build a 60-second prep routine.

Before Every Visit, Review:

1. Last visit summary (20 seconds)

  • When was it?
  • What was the main topic?
  • What did you observe?

2. Commitments made (20 seconds)

  • What did you say you'd do?
  • Did you do it?
  • What did they say they'd do?

3. Open issues (20 seconds)

  • What's unresolved?
  • What follow-up is needed?
  • What matters to them right now?

Total: 60 seconds. Transforms the visit.

Where to Store This Information

If you're not using PropelMapper:

Option 1: Notes app

  • Create a note per farmer
  • Update after each visit
  • Review before next visit

Option 2: CRM system

  • Log visit notes
  • Set reminders for follow-up
  • Review before arrival

Option 3: Voice memos folder

  • Record post-visit voice memo
  • Listen before next visit
  • Faster than reading

The tool matters less than the habit: Prepare before you arrive.

practical

This Week's Practice

Your Challenge: Prep Before Every Visit

This week, spend 60 seconds preparing before EVERY farm visit.

The Practice:

Before Each Visit:

  1. Stop before arrival (on the road, in the driveway, wherever)
  2. Review for 60 seconds:
    • Listen to PropelMapper audio prep, OR
    • Read your notes from last visit, OR
    • Listen to your voice memo from last visit
  3. Recall:
    • Main topic last time
    • Commitments you made
    • Open issues
  4. Reference it early in the visit:
    • "Last time we discussed..."
    • "I said I'd check on..."
    • "How did X turn out?"

Track the Response:

Notice how farmers respond when you:

  • Remember the last conversation
  • Reference commitments
  • Pick up where you left off
  • Show up briefed, not starting fresh

Does anything shift?

**Download: 60-Second Prep Checklist**

One-page guide to:

  • What to review before each visit
  • How to reference prep during the visit
  • What to notice in farmer response
  • Tracking preparation consistency

[Download Checklist →]

PropelMapper Audio Prep Trial: [Start 7-Day Free Trial →]

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What Success Looks Like

By the end of this week:

  • You've prepped before every visit (or 80%+)
  • Farmers have noticed you remember them
  • Conversations go deeper faster
  • You're spending less time repeating yourself
  • Farmers are sharing more information
summary

Key Takeaways

- **Preparation is where integrity becomes visible:** Farmers notice whether you remember them. 60 seconds of prep transforms how they experience you.

  • Unprepared visits erode trust: Asking the same questions, forgetting commitments, starting fresh every time—these signal you don't care.

  • Audio prep is 3x faster than reading: Listening while driving (60-90 seconds) beats reading notes (3-5 minutes). Speed makes consistency possible.

  • PropelMapper auto-generates prep notes: From your voice captures, it creates audio summaries for next visit. No extra work.

  • 60 seconds changes everything: Last visit summary, commitments made, open issues. That's all you need to show up briefed.

  • Farmers share more when you're prepared: They trust you're paying attention. They invest more in the conversation. Depth increases.

  • This completes the integrity pillar: Capture + Prep + Follow-through = consistent reliability = deep trust.

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Coming Up Next

In Session 8: Building the Habit, we bring it all together.

You'll learn:

  • Why systems beat willpower
  • How to design sustainable workflows
  • The compound effect of small improvements
  • How to make trust-building automatic

This is where everything you've learned becomes permanent.

Before Next Session

Practice 60-second prep before every visit this week. Notice the difference in farmer response.

If you've been using PropelMapper for capture (Session 6) and prep (Session 7), you're now experiencing the full workflow. Notice how it feels.

session: 7 sections_total: 8 estimated_completion: 50 minutes
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