4 Automations to Make Your Business More Efficient
How many hours a day do you spend checking your email?
Or creating content for Instagram?
Or writing down the same 3 tasks to complete for the day?
As a solopreneur, it's a must that you optimize the time you spend working each day.
If you find yourself doing the same things over and over, day after day, then it's time to add automation into your business.
This doesn't mean robots are going to take over your business. It means you're about to have a lot more free time in your day.
In this article, you'll learn 4 automations that will make your business more efficient so you can become a Streamlined CEO.
Let's dive in!
Automation 01// New Inquiry Responses
Have you ever filled out an inquiry form and found yourself wondering things like:
» Did they get my form?
» Do I need to resubmit it?
» Should I follow up?
If you don't have an automated response to new inquiries, your audience may be wondering the same thing.
The two most common types of automated responses are through email or a redirect to a thank you page.
How to respond to new inquiries via email.
The simplest way to respond is by using a CRM (Customer Relationship Management) tool. My favorite for this is Dubsado.
Dubsado allows you to create forms, build out workflows, and send invoices all without you needing to lift a finger.
When a new form is received, it will kick off your workflow. That first email sent should include your standard response time and how you will reach them so they know what to expect.
How to respond using a thank you page.
Thank you pages are great if you aren't using a CRM tool yet still want to set expectations with your potential client.
You can include the same information as mentioned above (response time & point of contact). You also have the chance to include links to other resources that may be useful while they are waiting.
This could include things like free downloads, links to your social media or blog content, etc.
Automation 02// Post-Purchase Welcome
If I'm buying something, I expect some sort of confirmation or a thank you for supporting my business.
This is especially important if you are selling something passive like a course or digital download.
Someone's customer journey does not end because they buy from you. In fact, the post-purchase phase may be more important than the previous phases.
This is your chance to show your new client/ customer that they made the right decision and that you are grateful for their support.
To set up this autoresponse, you'll need some sort of email marketing software. Some course hosting platforms have this ability but the emails are usually pretty basic.
I prefer to use Flodesk for my email marketing software.
This email is your chance to set expectations and also insert your personality.
If you are selling something passive, you want to ensure your audience is:
A) happy with their purchase and B) actually using it.
You'll need to create a segment of your email list and then attach a workflow to it for this autoresponder to start.
If your course hosting site and email do not link together, you can use a tool like Zapier to make this happen.
This will ensure the moment their payment goes through they're getting that first email from you.
Some things to include in this email are:
» How to access their purchase.
» How to get the best use of the product.
» How to contact you with any problems or concerns.
» Access to anything else they may get like a support channel.
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Create emails people love to open
Automation 03// Client Onboarding
We already talked about the start of this onboarding process by using an automated inquiry response, but what about after they say "YES I AM IN!'?
Again, a CRM tool will be best for this but you could also use an email workflow like the post-purchase welcome.
Some things to include in your onboarding process can include:
» A contract
» A questionnaire
» An invoice/ payment link
» Access to any support channel or communication channel
Depending on your specific service, your workflow will have different stages or steps following that first email.
If you are offering a DFY (done-for-you) service, you may also need some items from them.
You can create an automated workflow to ensure you have all the information needed to begin your project by including the initial request email, reminders, etc.
If you are offering a group program or mastermind type offer, your workflow may include reminders for calls, automated monthly invoicing, etc.
Automation 04// Task Management
Admin tasks are an unnecessary evil as a business owner that can eat up hours each week.
A common misconception when it comes to automating tasks like email or DMs is that it will seem too robotic. That your audience will know it's automation and won't enjoy the interaction.
The thing is though, many people are too busy to notice and if they fault you for trying to make your life easier, are they someone you want to work with anyway?
Automating Your email inbox
Automating your email doesn't always mean automating your responses.
It can be organizing them by the type of email received. You can label emails based on:
» Who sent it/ where it came from
» Specific words being used
» Whether it's promotional, customer service, etc
Filtering your email will allow you to know which emails need to be read/ replied to and which ones you can let go of.
This may only save you a few minutes but as you know, those minutes add up to hours.
Automating Your DMs
Like organizing your inbox, you can also classify your DMs (on Instagram) as general or primary. This will help you know which messages should be replied to first.
You can also set up quick replies if you're consistently getting the same questions or messages from your audience.
If you're worried about the personal touch, be sure to create quick replies that match your actual voice.
Automating Your To-Do List
Do you find yourself adding the same things to do your to-do list every day?
How annoying is it to have to rewrite (or retype) the same things over and over?
Using ClickUp, you can easily create recurring tasks so you never have to worry about missing something.
If you know every Monday morning you have to check your sales numbers, you can create a recurring task and then automate a checklist that lists out step-by-step what you have to look at.
This means never skipping a step and gives you peace of mind that everything is done correctly.
Automating Your Content
Content is without a doubt the most time-consuming part of the job.
If you're someone who typically posts on a whim, you're most likely wasting hours a day(!) with creating content.
I know not everyone works this way, but I highly recommend batching your content creation process. This not only saves time but also saves your sanity.
The most efficient way to batch your content is to take one day at the beginning of the month (or end of the previous month) and plan out everything you want to post about.
From there, you can take a couple of hours each week and get it fully recorded, written, and scheduled.
There are quite a few different automated scheduling tools out there. My favorite for Instagram is Preview and for Pinterest, I use Tailwind (you can also use this for Instagram).
By creating ahead of time and then scheduling for automatic posting, you no longer have to ask yourself, "What am I going to post today." because it will already be done.
Why You Need Automation as an Online Service Provider
Automation is a business owner's best friend.
If you have to repeat something more than once, you should try and find a way to automate it.
Eventually, you'll want to move out of the "employee" role and into the "CEO" role. And the most important part of that is taking yourself out of the equation as much as possible.
By automating the mundane, you're able to spend more time:
» Doing what you love
» Making more money
» Away from actually working
Adding automation into your business is just one piece of being a Streamlined Professional. Ready to fully step into that role? Check out the template shop and get access to over 50 made-for-you ClickUp templates.
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