As a COO, I think a lot about how to systemize and automate various processes. I've done it in every functional area of our business, and here are the main things I've learned:
1️⃣ Marketing, lead generation, and sales processes.
Easily the most valuable systems to create, hence why they are so important in scaling your company.
Those are the things that move the needle on getting money in the door. Systems that help create new opportunities will pay for themselves so quickly and make a huge difference to your bottom line. In general, the thoughts behind creating these systems usually revolve around getting and maintaining
- Consistent outreach
- Quality content
- Getting people to a yes or a no in sales as fast as possible
- Integrating new clients easily and quickly in all our other systems
Want an example? The image creation for this blog post was automated so we don't need our designers to spend their valuable time on it. Watch how here.
2️⃣ Time-saving activities.
This is how you get more time back in your day to focus on other items that will actually contribute to organizational growth. If it can be automated and takes more than 30 minutes a week, have a robot do it, use your brain for creative and thoughtful tasks, not tedious ones.
Here's an example: Have a standardized task assignment system (utilizing technology like Airtable, Asana, Slack, Monday, etc.) triggered by billing status. No tasks are assigned until you get paid.
3️⃣ Documentation & communication.
Automation of documentation & communication not only contributes as a time-saving activity but also makes sure that everyone on your team is on the same page and that the details don't get missed.
Documentation helps in reporting, data collecting, progress monitoring - and you can automate the visibility and communication of those pieces, so no one misses a beat. Here's an example: Pull all your prospect's contact information into a database automatically when they engage with your content so that your sales team has all their contact information ready to go for their sales call.
Ultimately, this 'process thinking' is what makes our agency scale while others can't. It means we are getting new clients, we have time to manage them, and they know exactly where we're at in their projects.