“The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency. The second is that automation applied to an inefficient operation will magnify the inefficiency.” – Bill Gates
In the world of the small businesses hustle, time is your most valuable asset. Entrepreneurs and businesses are always seeking smarter ways to manage their operations without getting bogged down by mundane tasks. In this blog post, we’ll walk you through six seriously effective methods to automate your intake and follow-up processes, so that you can focus on the bigger picture and drive actual growth. At the end, there’s a checklist that will help you know exactly what steps you need to take to get started.
With that said, here are 6 ways you can start using automation and AI in your business today! 👊
1. Automated Email and Text Responses
Imagine having a reliable process to respond to customer emails and texts instantly, even while you’re out at the gym (or hitting the snooze button). Automated email and text responses are your secret weapon here. Set up tailored messages triggered by specific actions, such as subscription sign-ups or inquiries. Tools like Mailchimp, Constant Contact, or even simple email autoresponders can save you a shit ton of time and ensure that no lead goes unnoticed.
2. Online Appointment Scheduling
Remember the days of back-and-forth emails or phone tag just to find a good time for a client to come in? Every extra step is an opportunity for a lead to lose interest or an appointment setter to commit a human error. Services like Calendly, Acuity Scheduling, or Bookafy allow clients to see your availability and book appointments at their convenience. It’s like handing them your schedule while you sit back and watch the open slots fill up.
3. WebChat for Instant Customer Support
Have you ever tried to call a business and they didn’t answer? Or email them and wait days for a reply? Yeah, it sucks. Customers and leads today expect quick answers. Having a website chat feature, powered by chatbots like Tawk.to, Drift, or Intercom, can instantly address common questions and guide visitors through your offerings. Think of it as your 24/7 customer support line, always ready to help without needing to take a lunch or use the bathroom (chatbots don’t complain about IBS).
4. Customer Relationship Management (CRM)
Managing customer relationships can get seriously frustrating, especially as your business expands. 91% of businesses with over 11 employees now use a CRM, compared to 50% of those with 10 employees or less. Customer Relationship Management (CRM) systems like HubSpot or Salesforce are one of the easiest things you can implement into your business to get on a path towards actual growth. These softwares organize your customer interactions, automate follow up, and improve customer satisfaction as well as your reputation.
5. Automated Social Media Posting
Consistent social media presence is key to connecting with your audience and driving organic traffic as well as conversions. But let’s be honest, if you could constantly brainstorm, create, edit, and post content every day, you would have done it by now. Or maybe you are doing it, but it’s literally consuming all your time. Services like Loomly or Hootsuite let you schedule posts in advance, ensuring your online presence is maintained. Set aside a bit of time to schedule posts or delegate, and watch your engagement soar.
Pro Tip: if you would like to learn how to make lots of quality content fast, book a call with us and let us coach you for free.
6. AI Appointment Setters
This is the newest and most innovative item on this list. Imagine leads being able to schedule appointments with your business, and AI takes care of it all. From “hello, my name is ___, how can I help you today?” to ” Thank you! Your appointment is set for ___”. AI appointment setters do just that. They interact with leads, understand their preferences, and coordinate with your calendar to find the perfect time. It’s like having a personal assistant working around the clock, ensuring no opportunity slips through the cracks. Also it’s insanely cheap to get started. Like for real.
Automation beginner checklist:
Here is a quick checklist to get you started with your intake and follow-up automation process. Remember, automation will only magnify your efficiency or inefficiency. So if you want to make sure you are ready for these steps, reach out and schedule a free marketing evaluation with us so we can tell you exactly which steps you should take or what you need to do before you move forward.
Also, if you want an all-in-one solution for the six steps above, check out our Chatly client relationship management software. It has everything you need and costs 1/10th of what you’d pay for all the separate tools mentioned above. Or don’t. Up to you.
- Identify repetitive tasks in your intake and follow-up procedures that can be automated
- Research and select a text and email marketing platform that works for your business
- Start simple with one automated response based on one common trigger. Ex: Someone calls and you don’t answer, auto message goes out saying “___ here, saw we missed your call. How can I help you?”
- Add an appointment scheduling widget to your website or landing page and customize your availability with your days and hours of operation
- Set up a CRM to manage customer interactions
- Connect all communication channels (DM’s, text number, email) to a universal inbox in your CRM
- Set up an automation to request a review any time someone completes the sales process in your CRM
- Research and select a social media scheduling tool that works with your chosen platforms
- Set aside some time to schedule out some social media posts. Dedicate yourself to at least an hour each week to get this done.
- Choose an AI chatbot platform that aligns with your customer support needs and install it on your website or landing page
- Train the AI with relevant information and responses to ensure accurate interactions.
- Analyze data insights and adjust your automation strategies to improve efficiency and customer satisfaction.
- Keep learning. Watch youtube tutorials on how to improve automations, stay up to date on the newest softwares and strategies, or, give us a call anytime and let us guide you.