Automate your business in 4 easy steps

May 7, 2024

Do you recognize that feeling that daily tasks keep piling up endlessly? From answering emails to scheduling appointments, welcoming clients and creating invoices. Fortunately, smart tools offer opportunities for automation, allowing you to have more time for a better work-life balance. But how do you tackle this?

In this article, I share four simple steps to help you automate your tasks and processes so you can free up time for the things that really matter.

Step 1: Look at how you work now

Before you start automating, it is important to take a good look at your current work processes. Look for tasks that take a lot of time and are still done manually.

These can be tasks such as:

  • Managing new potential clients coming in through your website, social media or other channels.
  • Manually scheduling appointments with clients or team members, having to email back and forth to find a convenient time.
  • Updating customer data in your CRM system after each interaction to make sure your information stays up-to-date.
  • Manually sending personalized welcome emails to new customers to thank them for their purchase or subscription.
  • Managing customer subscriptions or memberships, including manually renewing or canceling them.
  • Copying data between different software tools to ensure information remains consistent across all your systems.
  • Manually generating and sending invoices to customers, including sending reminders for outstanding payments.

Step 2: Standardize your processes

Before you start automating, it is important to simplify and standardize your work processes. This means looking at the tasks you often do and figuring out how to perform them the same way each time to minimize errors.

For example, if you often send out quotes, create a template that you can use for each new quote. That way you save time and all your quotations will be the same.

Also helpful is creating standard welcome emails that you send to new customers. That way every customer receives the same important information and you don't forget anything.

By standardizing your work, you make fewer mistakes and automation becomes much easier.

Step 3: Add automations

Now that your tasks have been simplified and standardized, it's time to automate. This means using smart tools to automate repetitive tasks so you can focus on what really matters.

Start by reviewing your processes and selecting the tasks that are best suited for automation. For example, consider following up on leads through emails or collecting customer feedback.

Examples of some of my favorite tools are:

  • ActiveCampaign: A platform for email marketing, customer relationship management and marketing campaign automation.
  • Calendly: An online appointment scheduler that allows customers to schedule appointments themselves at available times in your calendar.
  • Huddle: A tool for creating and selling your online courses, coaching and memberships, with an integrated online community.
  • Make: A tool for creating automated workflows, allowing you to work more efficiently and streamline processes.
  • Moneybird: An online accounting tool for preparing and sending quotes and invoices, managing reminders and subscriptions.
  • Pipedrive: A CRM tool for managing sales activities, tracking leads and managing pipelines.
  • Plug&Pay: A platform for creating payment pages and automating payments for products and services.

Make sure you choose the right automation tools that fit your needs and processes. These tools allow you to reduce repetitive tasks, minimize errors and work more efficiently.

Step 4: Keep improving

Implementing automation is only the beginning. Stay flexible and keep reviewing your processes regularly to discover further improvements. Continuous evaluation and optimization will keep your business operating efficiently and allow it to continue to grow.


Want to discover how automation can give you more freedom and bring a better work-life balance?

Discover my free articles and videos, explore my interactive courses, or let's meet in person for personal guidance.