Our Favorite Automation Tools

Today I wanted to talk to you about automation.  I freaking love automation. It makes my job so much easier and stress free!

I used to be afraid of using automated systems. I was afraid that my brand would be seen as robot-like because of the templates or systems that would be in place. Well, it turns out my fears were completely unfounded.

Automated systems actually help you grow faster.

A couple of years ago, I was afraid to put templates and automated systems into place because I wanted my brand to be personable, dedicated, and awesome. My clients did think that, but the business wasn’t growing like it should have.

So I tried a few automated systems, delegated a few tasks, and built some templates.

And you know what? My message got further. It reached more people.  It was more clear. And it had a bigger impact. As a result, business began to boom. I was flabbergasted. I’d been 100% wrong and I was glad to admit it!

So what did I learn?  There is a HUGE difference between robots and systems.

Just because I’d implemented those templates, systems, and delegated tasks didn’t mean that my business was now a robot. Far from it! It was more alive and growing faster than I’d anticipated.

Using the automated systems and such gave me the time and breathing room I needed to make sure that my business and message had the life it needed to continue to grow.

No more stifling myself with reinventing the wheel every thirty seconds. No more worrying about writing out lengthy forms for each new proposal, worrying that I’d covered all of the legal aspects. No – now I can just pull up the form, personalize it, and send it out in just a few minutes.

Far from being a robot, this allows me to be personable *and* efficient. Those are two qualities that I value and I know that my valued clients and partners are grateful for them, too.  It just makes things simpler.

Adding additional systems in the future

As Admin Ease continues to grow, we’ll be adding additional systems. I’ll be creating additional templates. Drip email campaigns (also known as automated emails) will be written and added. I’ll be tweaking old systems and templates to keep them at peak performance. I’ll be testing new systems and software to see what works best for me and my partners. And I’ll be tapping into my amazing team and their experience to keep things running smoothly.

Why?

Because my business and my clients business is worth it. I truly believe that my clients business is *my* business and we want to make sure theirs looks and runs like clockwork (and not a personality-free robot. Nobody on my team is a robotics specialist, so you’re safe, I promise you!).

So with all that being said, there are a couple of tools I recommend you check out to help with automation.

Loom

This is one tool that I use almost every day.  I have an amazing team, but I’m not always available for questions or we have trouble lining up our schedules to connect when they have questions.  This little video tool is connected right to my Gmail account, so I can record a video of me completing a task or answering their question. It’s been a game changer! I save so much time recording a quick video to answer questions than I do typing out a response and adding screenshots.  Plus, whoever is watching the video can see the task in action, which is usually more beneficial.

Asana

I have used several project managers, but I always go back to Asana. I love the layout, functionality, and let’s be honest – who doesn’t love the occasionally happy unicorn flying across your screen when you complete several tasks in a row.

We use Asana for all tasks within the team. I love that I can add recurring tasks, notes, and communicate within my team in a way other than email (things seem to get lost in there!)  It has definitely helped streamline how we work together.

I also have a few clients that we work with on Asana as well. They are able to see the progress of our tasks and assign us projects in a very seamless way.

You can learn more about how I use Asana in my “Systems Rock Course”.  

Calendly

As a business owner, I have a lot of meetings. Most business owners do.  But that also means a lot of back and forth selecting a time that will work for everyone involved. {The pain! The agony and inefficiency!} Calendly takes the guess work out of that. I send a link and the receiver can view my calendar (not the details, just what openings I have) and select a time that works for them. I can designate specific time blocks and days that I am available for calls.

I love that I can ask a few questions before they schedule the call too – this is especially helpful if it’s a sales call so I have an idea before our call what they are looking for help with.

Rev

The angels were singing when we found this handy tool!  My team transcribes A LOT of content. It’s one of our main services we offer.  I love Rev because it’s quick and requires very little editing. I upload the content that I need transcribed, then one of their freelancers, sends me the transcribed file within 24 hours. It’s magical.

I would love to hear.  What are your favorite automation tools?

Leave a Reply

Your email address will not be published. Required fields are marked *