Automate Everything? Not Quite – Here’s What to Systemize First
Learn an automation strategy for coaches that simplifies your systems, saves time, and enhances your client experience, without automating everything.
YOU DON’T NEED TO AUTOMATE EVERYTHING—JUST THE RIGHT THINGS
You’ve seen the headlines:
- “Automate your whole business in a weekend!”
- “Replace yourself with AI!”
- “Make money in your sleep!”
But then you try setting up an automation strategy for coaches… and it feels like more work.
Aloha, friend. Automation is only powerful when it’s strategic.
This post will walk you through the first five systems of an automation strategy for coaches so you can free up time, reduce overwhelm, and stay focused on what only you can do.
Let’s simplify, not complicate.
WHY AUTOMATION FAILS FOR MOST ENTREPRENEURS
Common reasons:
- Trying to automate everything all at once
- Automating broken or unclear processes
- Using too many disconnected tools
- Prioritizing convenience over client experience
Automation should reduce friction—not add confusion.
Start small. Start with strategy. Scale once the core is working.
WHAT TO SYSTEMIZE FIRST (AND WHY IT MATTERS)
Here are the 5 core systems to automate first using tools like Birdie CRM, ChatGPT, and your favorite project management software.
SYSTEM #1: LEAD CAPTURE + NURTURE
The Goal: Make your content work while you rest.
Automate:
- Lead magnet delivery
- Welcome email sequence
- Segmentation tags based on interest or source
Tool Stack: Birdie CRM + Google Forms or Typeform
Why It Matters: Warm leads are more likely to buy when they’re nurtured right away, without manual follow-up.
SYSTEM #2: CLIENT ONBOARDING
The Goal: Create a white-glove client experience without being glued to your inbox.
Automate:
- Contract + payment collection
- Welcome email with access links
- Calendar scheduling
- Prep form or video
Tool Stack: Birdie + Stripe + Calendly + Notion + Zapier
Why It Matters: A smooth onboarding experience sets the tone for strong retention.
SYSTEM #3: CALENDAR + APPOINTMENT FLOW
The Goal: Make booking frictionless and eliminate back-and-forth.
Automate:
- Availability syncing
- Buffer times
- Automated confirmations + reminders
- Reschedule/cancel options
Tool Stack: Calendly + Google Calendar + Birdie
Why It Matters: Saves 5+ hours/month and keeps your schedule clean.
SYSTEM #4: PAYMENT + RECURRING BILLING
The Goal: Get paid on time, every time.
Automate:
- Payment links and checkout pages
- Payment plan tracking
- Failed payment reminders
- Access lockout if necessary
Tool Stack: Stripe + Birdie + ThriveCart
Why It Matters: Money stress disappears when billing is structured, timely, and transparent.
SYSTEM #5: CONTENT REPURPOSING
The Goal: Turn one powerful idea into a month of content.
Automate:
- Transcribe long-form video (e.g., training)
- Pull quotes and snippets
- Draft posts and email copy using AI
Tool Stack: Descript + ChatGPT + The Pillar Content Formula
Why It Matters: Saves hours of creative time and keeps your message consistent.
COMMON AUTOMATION MISTAKES TO AVOID
1. Overengineering Simple Workflows: Sometimes, a spreadsheet is all you need. Keep it lean.
2. Using Tools You Don’t Understand: If you can’t troubleshoot it, it will break. Choose tools with support.
3. Automating Before Validating: Test your process manually first. Don’t automate something that doesn’t convert.
THE “AUTOMATE-FIRST” CHECKLIST
Before automating, ask:
- Have I done this process manually more than 3 times?
- Is the process clearly mapped out?
- Will this automation improve the client experience?
- Do I have the tools I need to make it run smoothly?
If yes? Automate it. If no? Refine it first.
CLOSING: LESS MANUAL, MORE MAGICAL
The goal isn’t to replace yourself. It’s to protect your time so you can:
- Coach more powerfully
- Create with more ease
- Lead with more presence
Start with what matters most. Systemize it with simplicity. And watch your business feel lighter than ever.
Want help setting it up?
- Join the 5-in-5 Automation Sprint for guided installs.
- Or explore Collective Wisdom to get the whole tech stack done with you.
Aloha to smart systems, light workdays, and a business that runs even when you rest.
If you’d like to take the first step in future-proofing your business, get my AI Advantage Blueprint now, and uncover what you should do first to incorporate AI into your business.
