Portland Recap: How to Build a Notary Business That Runs Smarter (Visibility, Systems, and AI)
I am still riding the high from our Portland stop of the Build the Business Tour, and I had to sit down and write this before the coffee wore off. What a room. What a group of women. What an energy.
If you were there, you already know. If you were not, pull up a chair, because I am going to recap what we covered and hand you a few extra tips so you can start building a notary business that runs smarter, not harder.
First, Portland, Thank You
Thank you for the hospitality. You welcomed this tour like family, and it showed in every handshake, every question, and every aha moment I watched happen in real time.
A special thank you to Amy Holsclaw, our Portland Area Chapter Leader, for being a true leader and a steady source of support all day long. Amy, you show up for your community in the ways that actually matter, and it did not go unnoticed.
And a big thank you to Shavon for bringing that contagious positive energy and a full on willingness to share, jump in, and answer every question that came her way. That kind of generosity is exactly what makes this community special.
What We Came to Build - Notary Business Tips
Here is the thing. You did not come to Portland to take notes. You came to build. Our whole day centered on three pillars every notary business needs: visibility, systems, and AI.
Visibility brings people in. Systems help you serve them well. AI helps you save time while doing both. Miss one, and the whole thing wobbles.
Visibility: People Cannot Book Who They Cannot See
You can be skilled, certified, trained, and professional, but if no one knows you exist, your business stays quiet. Visibility is not just posting online for the sake of posting. It means people are clear on who you are, what you do, where you serve, how to contact you, and why they should trust you.
A few tips to get more visible without burning out:
Claim and complete your Google Business Profile. It is free, it is local, and it is often the very first place a client finds you.
Post with a plan, not just when you are slow. Feast or famine marketing keeps you stuck in famine.
Teach what you know. Educational content builds trust far faster than a highlight reel of stamps.
Make your call to action obvious. Tell people exactly how to book you and do not make them dig for it.
Systems: Because Chaos Is Expensive
Most notaries are not struggling because they are lazy. They are struggling because their business has no structure. When there is no system, every single task feels harder than it should, and your brain becomes the only place your business lives. That is a scary place to keep it.
Build these before you need them:
A simple lead tracker so no inquiry falls through the cracks. Yes, a spreadsheet counts.
A client workflow that runs from the first inquiry all the way to the review request.
Scripts and templates for your most common emails and texts so you stop rewriting the same message at 11 p.m.
A follow up rhythm. The fortune really is in the follow up, and most people quit after one try.
AI: Your Assistant That Never Sleeps or Asks for a Raise
AI should make your business feel lighter, faster, and more organized. The goal is not to sound like a robot. The goal is to save time so you can do more of the work only you can do.
Used well, AI becomes the teammate you cannot quite afford to hire yet.
Where to start:
Build a few reusable prompts for your marketing captions, client replies, and service descriptions.
Keep your brand voice in a saved note and feed it to your AI so it sounds like you, not a template.
Use AI to draft, then you edit. Never post something you have not read with your own eyes.
Automate the boring stuff first: appointment confirmations, review requests, and FAQ answers.
What You Do NOT Need to Grow
I said it in the room and I will say it here. You do not need a huge following, a perfect brand, a fancy office, expensive equipment, or to know everything before you start. What you actually need is consistency, clear messaging, professional communication, systems, follow up, visibility, and confidence.
A lot of notaries wait to look ready. Business rewards the people who show up, improve, and stay consistent.
The Tour Is Almost Over, But We Are Just Getting Started
Here is the bittersweet part. Our next and final stop of the Build the Business Tour is Dallas, Texas this September. If you have been waiting for a sign to join us in person, consider this your sign.
But this is not the end. Starting in October, I will be holding regular in person notary training sessions right here in Dallas, Texas. Local notaries, your season is coming.
Want to be the first to know when registration opens for local training? Get on our email list so the details land right in your inbox. If you are reading this and you are not on the list yet, that is the one action to take today.
Frequently Asked Questions
What is the Build the Business Tour?
It is an in person training experience where I help notaries build businesses that are easier to run, market, and grow, with a focus on visibility, systems, and AI.
What did the Portland stop cover?
We covered how to get visible and booked, how to build simple systems that carry a client from inquiry to review, and how to use AI for marketing, client communication, and daily operations.
When and where is the last tour stop?
The final stop of the tour is Dallas, Texas in September 2026.
Will there be local notary training in Dallas?
Yes. I am launching regular in person notary training sessions in Dallas, Texas starting in October 2026.
How do I get notified when registration opens?
Join the Notary Training Hub email list, and you will be the first to hear when local training registration goes live.
Portland, thank you for reminding me why I do this. Dallas, I will see you very soon. And to every notary reading this, keep showing up. You are closer than you think.
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