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AutoPilot Your Business

Andrew McCauley
Why Automate?
•70% of small-medium businesses are still
processing most of their data manually, resulting
in hours of wasted time.
•Leverage your time
•Automation lowers cost
•Lets you reach more people.
•Allows you to work Smarter
•Eliminate Human Error
You need to Automate if…

•You keep a spreadsheet or a ‘box’ of clients business cards
You need to Automate if…

•You manually send out emails to your list of customers…
( or worse.. Don’t send out at all!!)
You need to Automate if…

•You only take payments over the phone or in person
You need to Automate if…

•You rely on customers choosing to give you feedback
You need to Automate if…

•You are sending invoices and chasing payments manually
You need to Automate if…

•You maintain a written diary to keep track of appointments
You need to Automate if…

•You spend way too much time on Social Media and hope its
working?
You need to Automate if…

•You have a ‘special’ shoe box for all of your receipts
You need to Automate if…

•You spend a lot of time preparing Proposals and not getting any
results
You need to Automate if…

•You currently enter sales data into your accounting program
Extra Time?
What would you do with Extra Time?

•2 hours a week
•5 hours a week
•10 hours a week
Overview
Marketing

Schedulin
g

Sales
Customer
Service

Financials
MARKETING
What can be Automated?
•Website content/ Blog Posts
•Newsletters
•Email Marketing
•Lead Generation
•Social Media
•Phone texting
MARKETING
What can be Automated?
•Website content/ Blog Posts
MARKETING
Tools and Resources
•Newsletters
•Email Marketing
•Lead Generation
MARKETING
Tools and Resources
•Social Media
MARKETING
Tools and Resources
•Phone texting
MARKETING
CASE STUDY
CLIENT: Lawyer with 3 staff
PROBLEM: Used outdated software to keep names and addresses.
Could not send emails to clients unless manually cut and paste names in emails.
Also had to manually enter names into database.
CHANGE: Switched to Mailchimp and added automatic name capture pages to his
website. Also segmented his lists to identify different types of customers. Added web
address to Email signatures, Business cards and all advertising.
RESULT: His prospect list has increased 4X, emails go out 10 times , automatically
after someone signs up, and his business has increased…. He spends no extra time for
these results.
MARKETING
CASE STUDY
CLIENT: Business and Life Coach
PROBLEM:Purchased a Booth at an Industry Expo and couldn’t get any leads for her
Business
CHANGE: Implemented an automated follow up system at the EXPO so customers
could enter their data for a chance to win a prize or receive a free gift. This meant that
the client didn’t have to hand write entry forms
RESULT: Was able to collect 75 high quality leads without spending time at or After
the expo filling in data entry forms. The leads were all contacted automatically for the
next 2 weeks, with various emails that gave the leads more insight into what the
Coach had to offer.
SALES
What can be Automated?
•Selling a Product
•Selling a Service
•Fulfillment
•Delivery &Distribution
•Sales Calls
•Customer Research before a call
SALES
Tools and Resources
•Selling a Product
•Selling a Service
SALES
Tools and Resources
•Fulfillment
•Delivery & Distribution
SALES
Tools and Resources
•Sales Calls
•Customer Research before a call
SALES
CASE STUDY
CLIENT: Mortgage Broker- Solo
PROBLEM: Was the main Person doing the sales calling and chasing up of clients to
book in appointments… this took at least 40-50% of her time
CHANGE: Used a Virtual Assistant to generate interest and send people to her sales
page to book an appt. Added a sales page that collected name and address, booked
the appointment time and took money for the call
RESULT: Her time was freed up to make more strategy calls and could concentrate on
giving current customers more of her time and to increase the number of weekly
customers that she could service
SCHEDULING
What can be Automated?
Booking Calls- 1 on 1
Reservations
Conference calls
Sales Calls
SCHEDULING
CASE STUDY
CLIENT: Business Coach
PROBLEM: Spent hours a week in back and forth email trying to make sure the clients
was booked in for his weekly calls
CHANGE: Started directing clients to his Timetrade page where they could see what
time was available for them to book. This meant no more human errors too.
RESULT: Never missed a clients booking and freed up 2 hours a week.
CUSTOMER SERVICE
Tools and Resources
Help Desk
Follow up emails
Calendar Popups/reminders
Customer satisfaction surveys
CUSTOMER SERVICE
CASE STUDY
CLIENT: Online Marketing Company
PROBLEM: Did not have the budget for a full time help desk person, but wanted to
offer more than just email support
CHANGE: Introduced Zendesk where all of our help desk tickets are handled and acted
upon by 1 person. She spends 20 minutes per day
RESULT: All enquiries are catalogued and kept in a way to easily find them.
Previously, using emails, we had to search for a ticket in our emails...this took forever.
FINANCIAL
What can be Automated?
Sales
Accounting
Bookkeeping
Receipts and Expenses
Quotes/Proposals
Time Tracking
FINANCIAL
Tools and Resources
Sales
FINANCIAL
Tools and Resources
Accounting
Bookkeeping
FINANCIAL
Tools and Resources
Receipts and Expenses
FINANCIAL
Tools and Resources
Quotes/Proposals
FINANCIAL
Tools and Resources
TimeTracking
FINANCIALS
CASE STUDY
CLIENT: Small Kitchen Appliance Firm
PROBLEM: Lots of transactions that were kept in a manual ledger, and a shoebox full
of receipts.
CHANGE: Introduced Shoeboxed to link to FreshBooks so that all transactions were
synced and kept in one place.
RESULT: Tax time was a breeze.. The accountant had all he needed and the owner did
not have to spend too much time for tax prep… unlike previous years
Staffing
Where to Get Staff
Staffing
What can get Outsourced?
•IT and Programming
•Sales and Marketing
•Admin and Clerical
•Design and Multimedia
•Writing and Translation
•Personal Assistants
Staffing
Where to Get Staff
Questions?
www.bit.ly/aybpilots

Contact Me
Andrew@AutoPilotYourBusiness.com

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Putting Your Business on Autopilot

  • 2. Why Automate? •70% of small-medium businesses are still processing most of their data manually, resulting in hours of wasted time. •Leverage your time •Automation lowers cost •Lets you reach more people. •Allows you to work Smarter •Eliminate Human Error
  • 3. You need to Automate if… •You keep a spreadsheet or a ‘box’ of clients business cards
  • 4. You need to Automate if… •You manually send out emails to your list of customers… ( or worse.. Don’t send out at all!!)
  • 5. You need to Automate if… •You only take payments over the phone or in person
  • 6. You need to Automate if… •You rely on customers choosing to give you feedback
  • 7. You need to Automate if… •You are sending invoices and chasing payments manually
  • 8. You need to Automate if… •You maintain a written diary to keep track of appointments
  • 9. You need to Automate if… •You spend way too much time on Social Media and hope its working?
  • 10. You need to Automate if… •You have a ‘special’ shoe box for all of your receipts
  • 11. You need to Automate if… •You spend a lot of time preparing Proposals and not getting any results
  • 12. You need to Automate if… •You currently enter sales data into your accounting program
  • 13. Extra Time? What would you do with Extra Time? •2 hours a week •5 hours a week •10 hours a week
  • 15. MARKETING What can be Automated? •Website content/ Blog Posts •Newsletters •Email Marketing •Lead Generation •Social Media •Phone texting
  • 16. MARKETING What can be Automated? •Website content/ Blog Posts
  • 20. MARKETING CASE STUDY CLIENT: Lawyer with 3 staff PROBLEM: Used outdated software to keep names and addresses. Could not send emails to clients unless manually cut and paste names in emails. Also had to manually enter names into database. CHANGE: Switched to Mailchimp and added automatic name capture pages to his website. Also segmented his lists to identify different types of customers. Added web address to Email signatures, Business cards and all advertising. RESULT: His prospect list has increased 4X, emails go out 10 times , automatically after someone signs up, and his business has increased…. He spends no extra time for these results.
  • 21. MARKETING CASE STUDY CLIENT: Business and Life Coach PROBLEM:Purchased a Booth at an Industry Expo and couldn’t get any leads for her Business CHANGE: Implemented an automated follow up system at the EXPO so customers could enter their data for a chance to win a prize or receive a free gift. This meant that the client didn’t have to hand write entry forms RESULT: Was able to collect 75 high quality leads without spending time at or After the expo filling in data entry forms. The leads were all contacted automatically for the next 2 weeks, with various emails that gave the leads more insight into what the Coach had to offer.
  • 22. SALES What can be Automated? •Selling a Product •Selling a Service •Fulfillment •Delivery &Distribution •Sales Calls •Customer Research before a call
  • 23. SALES Tools and Resources •Selling a Product •Selling a Service
  • 25. SALES Tools and Resources •Sales Calls •Customer Research before a call
  • 26. SALES CASE STUDY CLIENT: Mortgage Broker- Solo PROBLEM: Was the main Person doing the sales calling and chasing up of clients to book in appointments… this took at least 40-50% of her time CHANGE: Used a Virtual Assistant to generate interest and send people to her sales page to book an appt. Added a sales page that collected name and address, booked the appointment time and took money for the call RESULT: Her time was freed up to make more strategy calls and could concentrate on giving current customers more of her time and to increase the number of weekly customers that she could service
  • 27. SCHEDULING What can be Automated? Booking Calls- 1 on 1 Reservations Conference calls Sales Calls
  • 28. SCHEDULING CASE STUDY CLIENT: Business Coach PROBLEM: Spent hours a week in back and forth email trying to make sure the clients was booked in for his weekly calls CHANGE: Started directing clients to his Timetrade page where they could see what time was available for them to book. This meant no more human errors too. RESULT: Never missed a clients booking and freed up 2 hours a week.
  • 29. CUSTOMER SERVICE Tools and Resources Help Desk Follow up emails Calendar Popups/reminders Customer satisfaction surveys
  • 30. CUSTOMER SERVICE CASE STUDY CLIENT: Online Marketing Company PROBLEM: Did not have the budget for a full time help desk person, but wanted to offer more than just email support CHANGE: Introduced Zendesk where all of our help desk tickets are handled and acted upon by 1 person. She spends 20 minutes per day RESULT: All enquiries are catalogued and kept in a way to easily find them. Previously, using emails, we had to search for a ticket in our emails...this took forever.
  • 31. FINANCIAL What can be Automated? Sales Accounting Bookkeeping Receipts and Expenses Quotes/Proposals Time Tracking
  • 37. FINANCIALS CASE STUDY CLIENT: Small Kitchen Appliance Firm PROBLEM: Lots of transactions that were kept in a manual ledger, and a shoebox full of receipts. CHANGE: Introduced Shoeboxed to link to FreshBooks so that all transactions were synced and kept in one place. RESULT: Tax time was a breeze.. The accountant had all he needed and the owner did not have to spend too much time for tax prep… unlike previous years
  • 39. Staffing What can get Outsourced? •IT and Programming •Sales and Marketing •Admin and Clerical •Design and Multimedia •Writing and Translation •Personal Assistants
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