Systems and Automation You Will Love

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Simple implementations to create big work & life impact

Before I launch into some favourite systems and automation that will change the way you work and live I need to preface with three key things you must do before you create any automation.

And I want to emphasize that systems, routines and processes are as powerful as automation.

Not everything needs to be automated - in fact, automation can wreak havoc if not thought through properly.

One

Define the outcome you are trying to achieve.

• Why do you need/want this system and automation?

• Do you need automation or will simply crafting a system, routine or process create your desired outcome?

Two

Create a system, routine or process before you automate anything.

• Having your coffee maker turn on in the morning is not an automation win if you don’t have a routine for making sure the filter, water and coffee have been added

Three

Test the bejeebers out of your system, routine or process before you automate anything.

• On yourself and on at least one guinea pig client

  • Our bedroom is not “smart” in any way - after the hydro goes out the system reboots with pings, pongs, voices and lights flickering - I learned this the hard way because I hadn’t tested the automation thoroughly

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On with my list you will love…

Online Scheduler

• Session booked by the client, Zoom link sent to them, marked off in my calendar, reminder sent

• I use Acuity but there are lots of great ones

• Check out my three key tech implementations

Text Expanders

• Peck in a few characters

• A full phrase appears

Automagically Emailed QBO Reports

• Backup report group automagically emailed to Dext

  • Dext real-time download to client-controlled storage folder (Dropbox/Dext)

• BCC’d to an email in my system, filtered to drop into client folder and marked as read

Client Communications Sent

• Financial Cents auto sends client task lists

• 17Hats templates with placeholders for reporting and nagging

A eCommerce Site

Here’s mine.

• Sales created in Squarespace by customers

• Templates sent to the customer

• Orders and payments entered in QBO

Chrome Startup Pages

You can set up Chrome Identities.

Mine each have 4 startup pages that open automatically when I fire up that Identity

• Productivity

  • Gmail, GDrive, my Quicklinks spreadsheet, GCalendar

• Accounting Work

  • QBO, Dext, 17Hats, Financial Cents

• Kellie’s Time Waster

  • Facebook, LinkedIn, Twitter, Instagram

Contacts Syncing Between Apps

• Zapier sends contact details between apps and into “source of truth” spreadsheets

• Some apps have direct integrations to share information

Cloud Data Security & Location Redundancy

• Rewind to auto back up QBO in real-time

• CloudHQ auto backs up an entire Google Workspace and Google Apps to Dropbox

• Client source documents (and your own) auto-syncing from Dext to a cloud storage site

Computer & Router Schedules

• Router and modem reboot Sundays can be auto-set to deploy (mine is at 3:00am Sundays)

• You can set up computer restarts

  • Mine is at 7:00pm, then goes to sleep and wakes up at 7:00am

iPhone Silenced

• 7pm to 7am for example

Smart Home Schedules

I have these set up for our cabin

• HVAC

• Lights

• Coffee maker

• Music

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I can’t emphasize enough

1. Define your outcome - do you need automation or will a non-automated system, routine or process create grand efficiency and calm?

2. Create a system, routine or process before you automate

3. Test, test, test before you automate

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Simply yours, Kellie :-}

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