AI Replaces Forms, Pre-Screens Job Applicants, and Trains Teams

Rob Imbeault is a serial tech entrepreneur who co-founded the billion-dollar company – Assent, and Heartee Foods – a vertical farming startup.

In this week’s episode of This New Way, Rob shares how he’s using AI to reinvent the entire backend of operations. From automating audits to turning SOP videos into an AI-powered LMS, he’s proving how fast lean teams can move when they ditch traditional software and build what they actually need.

Every workflow Rob shared is directly applicable to tech companies managing people, data, or compliance-heavy processes.

Welcome to This New Way, the newsletter by Fellow - AI Meeting Assistant, where we bring you the AI playbooks and tools that leaders use to reinvent their workflows, products, and organizations. Get caught up on our first episodes here.

This issue’s tutorials walk you through 👇

1. Screen resumes with NotebookLM

2. Replace forms with voice-powered data capture

3. Build a custom LMS using AI

Tutorial 1: Screen resumes with NotebookLM

1. Upload job descriptions + resumes to NotebookLM
Rob imported everything into Google’s NotebookLM (free)

2. Ask screening questions such as:
- “Which candidates mention React experience?”
- “Who fits our in-office work requirement?”

3. Tier and prioritize
Automatically label candidates by fit, experience level, and culture match.

💡 You still make the final call — but now you only review the top 10%.

Tutorial 2: Build a custom learning management system using AI

Rob’s team needed to train distributed farm staff on food safety. Off-the-shelf tools were expensive and too rigid. So they built their own lightweight, AI-powered learning system. 

You can too. Here are some ideas to get started:

1. Record your training videos (POV style works best)

• Use your phone or webcam to capture short how-to videos.

• Speak out loud as you go: “I’m labeling the container. Here’s why…”

• Aim for 5–10 minutes per topic.

• Upload them to Google Drive, YouTube (unlisted), or Vimeo.

2. Transcribe your videos using AI

• Use AI to create a transcript. 

• Save each transcript as a document alongside the video.

3. Use ChatGPT or Claude to create a smart course companion

• Share the transcript with your team.

• They can paste the video transcript into ChatGPT, Claude, or NotebookLM and add this prompt:
  
  “You are an internal training assistant. Based on the transcript below, answer questions like a helpful coach. If you don’t know, say so.”
  

• Now you (or your team) can ask it:
  “How do I clean the packaging station?”
  “Where do I log my checklist?”

A more technical option: Build a custom internal LMS

Once your content is solid, you can go a step further:

Use tools like Cursor or Replit to code a simple internal LMS, just like Rob did.

This allows you to embed videos, attach AI-trained chat to each lesson, and track team progress in one place.

Tutorial 3:  AI grant + RFP writing

If your team applies for funding, licensing, or RFPs — AI can prep the first draft.

1. Prompt ChatGPT with your org’s mission and goals
It returns a tailored list of grants or opportunities (municipal, provincial, federal).

2. Ask for a draft application — one question at a time
Rob uses voice-to-text to answer. AI fills out the application in real-time.

3. Request a budget baseline
Once it has context, ask it to generate salary allocations and expense estimates.

AI tools mentioned in this episode

• ChatGPT & Claude — LLMs used to build apps, draft content, and train internal models

• NotebookLM — Google’s AI-powered research and resume review assistant

• Fellow — Used to transcribe and analyze interviews for hiring

• Siri — Natural language capture via built-in voice input

• Cursor & Replit — Developer tools for fast LLM-assisted shipping

Become an AI expert

If you run a team, a product, or a company — AI is no longer a “future initiative.”
It’s your fastest path to operating leverage today.

🎧 Start listening → Listen to Rob’s episode
📩 Subscribe here if this was forwarded to you.

See you next time,

Aydin Mirzaee
CEO at Fellow & Host of This New Way