How I Automated My Entire Business (Tools, Flows & Logic Revealed)

Most founders only try to automate their sales process which ends up crippling their business. I say this from a place of experience because I've had three different businesses over the last seven years, each one being more successful than the next. So here are seven simple automations that you can plug into your business that will not only streamline your sales but it'll actually build a business that runs 24-7 without you being the bottleneck. This one works silently in the background, something that you probably don't need to even think about day-to-day but without it your business doesn't have a backbone. We need a way of creating inbound leads to continue to grow our ecosystem. If our ecosystem isn't growing week-on-week well our business is going to stay stuck because we're just marketing to the same people. Now what we want to do with our content is we want our content to create conversations. Conversations will always end up leading to sales and leading to calls. The businesses that scale far quicker than all of the others create more conversations and the way that we do this is we actually have an intent behind our content. What we need to do is we need to essentially turn our content into a lead gen engine, an engine that brings inbound leads into our DMs every single day and we can turn those into sales and calls. Now the way that we do this is in our content we essentially mix in three main call to actions. One call to action that could be follow, the other that could be saving the post and then third that could be commenting a specific keyword. What we then do with that keyword is we have a piece of content around a certain topic. Then we have the call to action to comment a keyword for a resource that goes into even more value than that piece of content gives. This then allows us to actually start monetizing our content. We can use a simple software like ManyChat or in our platform we replace ManyChat for a fraction of the cost and what this then does is we can set up simple triggers. When a comment of a specific word is made this can automatically reply to the comment. It can then send a DM to that lead and that DM can ask for their email so that you can send across the resource. We capture the email it can send back the resource and then your ecosystem grows. Now the real growth happens though is we can automate little follow-ups. If leads for example don't reply to the first message within an hour they get another follow-up. This is where the real magic happens because we're then resurfacing conversations. Leads naturally drop off they need numerous touch points they need to be moved through to the next step and the only way that we do this at scale is to automate it because when we automate it it's guaranteed to happen rather than it being a manual process that might happen. All we then focus on is creating winning pieces of content and driving traffic to them and our ecosystem grows. Now we move on to what I call the nurture loop. If you don't create a nurture loop you're then essentially generating leads and doing nothing with them. What we want to do is we want to create a simple nurture loop that will nurture our leads for us 24 7. So now that we've created the chat sequences in a software like ManyChat what we can now do is we can create email sequences in an email marketing software. Now if you want to start off doing this for free you can use a software called MailerLite. It's a simple email marketing software that allows you to send email campaigns automatically. We can then create an email sequence of email, wait a day, email, wait a day, email, wait a day and leads can then automatically go into this email sequence after they've given us their email in ManyChat. Now the only way that we do this is a simple automation. We use a software called Zapier. We connect Zapier to ManyChat so the trigger of the automation is when we get an email from ManyChat so we then have a tag that is added to the contact in ManyChat after they reply with their email. In Zapier, Zapier starts off with when a tag is added it then adds them into MailerLite. In MailerLite we simply then have an email nurture sequence of sending one email after another, after another, after another and then that way you're literally automating your leads on autopilot and I think a lot of people neglect email. They think email marketing is dead. They don't think their leads will buy on email but the reality is the ROI from email marketing has never been higher. If you're not making money from email you're approaching it in the wrong way. You have to look at email marketing as the sort of cornerstone to everything. It's the thing that works in the background keeping you front of mind, nurturing your leads and even if it's not the thing that gets them to purchase or book a call through email it definitely is a huge contributing factor to getting more sales, calls and appointments booked into your calendar. Now one point with this, I know that this is a bottleneck for a lot of business owners, it's the thought of trying to create all these different email sequences. Now good thing for you ChatGPT was created to solve that issue. You can use ChatGPT to refine your emails so you're not even having to write them from scratch. If you're clever you can plug in everything about you into ChatGPT and ChatGPT is a conversational platform so you can have conversations with ChatGPT so that it learns about you. The goal with ChatGPT isn't for you just to say one thing and get an answer, it's for you to ask a question, get a response, ask another question, actually have a conversation. That way ChatGPT will learn, it will then improve and it will make your emails even more specific every single week. Now the next step is the client onboarding system. When we look at scaling a business everyone is so focused on more leads, more sales, more calls but the reality is if you're going to make loads of sales you need an incredibly well-structured onboarding process otherwise you're going to have a huge amount of chargebacks, a huge amount of refunds and a complete headache in your business. We want business to be as much of a stress-free situation as possible, not always possible but we want to try and make sure it is and in order to do that we want to simplify the onboarding process. You have to realize that over time as you build up your price point and people are spending more money with you, if they purchase and they're not sure on the next steps it creates confusion and when there's confusion people get overwhelmed and they want their money back, especially if they spent a lot of money. So one of the simplest things that you can do to streamline your whole onboarding process is create what we call a get started page. When people pay their payment link automatically redirects to the get started page. That also triggers an email sequence to send them the link to. Instead of them having an email with multiple different links that they have to click on to find what they need to submit they have one link. They click that link, there's a video at the top and then there's step one, two, three, four or however many steps you have on that get started page. One simple link, one simple step-by-step process that they follow and this will drastically streamline your onboarding process, make it less friction packed for clients and make it less time consuming for you. You can now focus on scaling your sales because you have an onboarding system that can run at scale. Now the cool thing with this is you can then have an email sequence to drip that content out to clients over time. So instead of them coming on board and getting everything all at once it can be drip-fed across a series of days. Now as we already plugged in MailerLite earlier we can create another email sequence in there and if we then want to create a get started page we can use any website builder. Again we can do it in our platform, same with MailerLite but if you want a completely free alternative you could look at any website builder. Any website builder that allows you just to create a landing page you can create one for your get started page. Now system four before we look at scaling your leads and sales is you need the call booking reminder framework. A simple framework that reminds leads of their sales calls so that the appointments that you do get they actually show up. If you're booking out a calendar with appointments but none of them are showing up well it's pretty pointless because you're never going to make any money. So what you want to do is you want to have a framework before the call that allows you to consistently and predictably get leads to show up to the call. A few simple things to think about. When a lead books in their call you want them to redirect to a call confirmation page. On that confirmation page you need a video selling the value of the call. Not the program yet we want to sell the value of the call so that your show rates are high and then we want to stack it out with endless social proof. We want the next step in their sales process which is them joining the call to be seen as insanely valuable. If we can get them on the call they can see all of the results you bring it's then less of a question of if you can get them a result. It's more of a question of how you will get them that result. But alongside that we've seen a drastic increase in our show rates if we use WhatsApp call confirmation reminders as opposed to just SMS. So when people book in a call they get an email sequence of reminders and client case studies. They get SMS reminders but they also have a WhatsApp confirmation sequence before a call. They have to reply to the WhatsApp with yes otherwise if they don't there's two other follow-ups that will send across the next five hours. The first message when they book, one five hours later, one five hours later and then if they still don't reply to that within two hours after that the call gets cancelled and they then get a WhatsApp. But if they do reply the call doesn't get cancelled it gets confirmed and then we have seen an incredibly high percentage of leads then ending up showing up to their call as opposed to no showing just because we have that sequence in place. It's all automated don't need to think about it it happens automatically and we can unscale our lead volume. Now that we're getting closer to scaling our leads and sales we need to focus on the delivery tracker to ensure that the clients that we do sign have an incredibly high level of service and they end up staying with us for longer. It's always going to be easier to grow your business if you can keep clients for longer rather than constantly having to find new ones. Otherwise you're essentially just running a leaky bucket where clients come in and they leave even quicker than they signed up. Now if you run any level of one-on-one support with clients and you have a check-in process with them you need a way of tracking this. Not just getting a form and answering their questions but actually having a so you know which clients have checked in which clients are green and or red and then you can handhold the clients even more that actually need your help and you can give less support to the ones that are already smashing it. The way that this works is imagine you've got a virtual whiteboard you can build this on a software like Trello using Zapier, MailerLite and any form software like Typeform or you can do it in our platform again as well. The way that this will work is clients get sent a reminder the day before their check-in. If they then haven't checked in 24 hours later they then get sent another reminder. These reminders will come from WhatsApp, SMS and email. Now when that client does check in they will automatically get color-coded into green, amber and red based off the answers that they've submitted. This then means that you or your team as you grow always have perspective on which clients are doing the best, which clients are doing okay and which clients are doing the worst. This then means that you can give support to the ones that need it. Your clients have already been chased up multiple times so you're taken out of the admin and you can then literally just focus on giving the feedback and adjustments that you're being paid to do so. It means you have a higher capacity, clients get better results and you actually focus on the things that are going to grow your business which is keeping clients for longer. Inside Systematized to Scale we work with over 500 different businesses and the way that you'll retain clients for longer and continue to grow your business is having an infinite feedback loop. Now the way that you do this is with a software called Video Ask. Video Ask allows you to record a selfie style video on your phone that you can then send to clients with a link. They click the link, watch the selfie style video and they can click record to send back feedback. We need feedback on what's working and also what's not working. We can then use this to improve but we can then also use the positive feedback for social proof so we can double down with our marketing. Now Video Ask allows us to collect this at scale and we can set up key milestones that we know that when clients reach this milestone they're generally in a great position to ask for feedback. We don't want to wait months, we can set key milestones that we know that when clients reach these milestones that it's generally a great time to ask for feedback. Now this varies product to product but what we do know is we want to have this a little bit earlier on than you'd imagine. We want this to still be in place when clients have that initial sense of excitement and enjoyment from purchasing initially. Now a lot of the time when clients make that initial purchase they have this sense of excitement already so we don't want to let that slip but we do also want them to have seen essentially results. So you'll set your key milestones at certain intervals and you can then automate this off the back of someone paying in Stripe. Now inside Zapier we can create automations. Now the way the automations work is we set a trigger. When this trigger happens these steps afterwards then trigger off the back of it. So what we can then do in Zapier is we can set when a new customer appears in Stripe, send an email and then wait for a period of time before sending another email. This then means that we can stagger out the emails, automate the process of collecting feedback which means we can continue to improve our program, collect more social proof and then mean that we can scale our marketing even more. Now finally before you're ready to streamline your whole sales process, double down on your marketing and fill your business with more leads and sales you need the weekly CEO summary. It's impossible to scale your business as a business owner if you don't know where the most profitable parts are, the most costly parts are, the highest ROI parts and the lowest ROI parts. You essentially need perspective on all of this, not just on a top level view but on an actual granular detailed view so you can actually make decisions. Every week at a minimum as a business owner you should be reviewing all of these key metrics in your business and making decisions based off them. Now with this one it's probably more of a system that you get into a routine with and then eventually get a staff member to log this data. Now as your business grows you're going to have numerous different parts of your business, you're going to have numerous different departments, numerous different roles and potentially then numerous different staff members doing certain things. Now when every staff member does a certain role depending on what that is there's data that they need to log. For example if they're doing outbound messages they need to track the number of outbound messages that they've sent. If they're then getting replies they need to track the number of replies. It's all well and good saying in business that we're just going to do a hundred outbounds a day but if we're getting zero replies well there's a big issue there that needs to be fixed. Everything in business needs to be tracked and this then needs to be presented on one simple dashboard for you on a spreadsheet where you've got a row for every single week for you to then be able to review. This will then allow you to make far better decisions in your business because you can start the week by putting the plans in place to improve for the rest of that week. If we already get midway through the week or towards the end of the week and decisions haven't been made well business is then moving too slowly and all your competitors will outperform you. You need the weekly CEO summary so you can actually make decisions at the start of the week understand how your business is moving and that will reduce the overwhelm because you'll actually feel like you have perspective on your business as your business grows. Now there we are those are the seven systems from a high level view that will allow you to win back an immense amount of time build a system that gives you freedom and build a business that you actually enjoy running. Of course there's more systems that run the behind the scenes in our businesses and numerous of the other businesses that we work with but if I had to pick seven to plug in straight away for the majority of businesses those would be the seven. Once those are in place you have a system that you can start refining start scaling your lead flow and actually start growing. But most importantly you'll have predictability and you'll actually have a business that you enjoy to run. Have a go at building them and if you have any questions want even more detailed step-by-step processes click the link in my bio drop me a message on Instagram and I'll be more than happy to help.