Ways to Automate My Business and Increase Efficiency

By using the right systems, you can maximize efficiency and profit.

Most of the time, repetition, waste and unnecessary bureaucracy slow down your work. Now I will tell you about the systems you can use to keep your business running smoothly like Swiss time.

1. Artificial intelligence applications and machine learning

Today, it is now possible to convert your measurements at work into data and upload this data to an AI device. These devices with artificial intelligence can optimize prices or your digital marketing expenses by using the data you enter. Dealing with artificial intelligence and machine learning has now become a must in the business world.

Get Google Cloud or Microsoft Azure for your company. Google Cloud has many automation tools. So you can automatically have the latest updates. Microsoft Azure has similar features as well as the price is quite affordable. You can achieve maximum efficiency with the right machine learning tools.

2. Build both the sales cycle and the business cycle.

The sales cycle starts with the customer showing interest and ends with the purchase of the product. In the business cycle, you market your product or service and try to lead people. Most people don't have enough money to start a business to create an economic cycle. Big companies use the economic cycle. To automate your business, you must establish a business cycle that will increase interest in your business.

3. Identify repetitive processes

Gather your team and talk about what you're doing over and over again so you can seize the automation opportunities you missed. Then look for an automated solution that can do the same or better, while also making sure that the solution you come up with offers a great service. For example, you can automate very simple but time-consuming tasks such as replying to and editing emails. Such small but significant changes will greatly improve your customer service quality.

4. Make your system simple and repeatable

You don't have to complete automation to get effective results. A complex system requires more maintenance and is prone to breakdown. Every day, many people apply to our consulting program and set up an appointment with one of our business experts. Our automation system matches applications with appointments, so phone calls with our business experts are more evenly distributed and appointments can be easily set.

5. Have flexible freelancers in addition to your core team

Sam Walton, founder of Walmart, says: “The best management style isn't to direct everything down to the last detail or to let things go completely; is to keep an eye on the process when everything is running automatically.”

No one can do everything perfectly. So for jobs like social media, email marketing, and copywriting, work with people who specialize in these topics. In the meantime, you can occasionally check to see if things are working out while your full-time team manages things. Automation is being able to gather a team around you to get things done in the most efficient way. You can also reduce costs by assigning certain tasks to expert freelancers.

6. Just 20 minutes a day can be enough for your job

I've completely automated my e-commerce business, so I only need 20 minutes a day to work. At first I was in charge of everything, then I left my place to others. My biggest obstacle was being able to rely on others to do my job. However, when you invest time and money in others, they usually do a much better job than you do.

It is necessary to train new people and create standard operating procedures so that your team knows how to solve problems. For my first customer support representative, I had all of our email subjects in one document. Thus, he could answer any question a customer might ask.

7. Work on your job, not on your own

When establishing a business, you cannot escape the work that will arise during the establishment phase. Attention, effort, sleepless nights… However, after establishing your business, you should distance yourself from daily operational tasks. Don't work in your own business, work on your business, how you can improve it.

Ask yourself how valuable your time is. Delegate all tasks below your pay grade—anything that can be done cheaper, faster, or better. Create a weekly reporting system and check the system at least three times a week to audit your team. This will save you much more time to grow your business.

8. Empower, train, outsource

Having a team that will act like the owner of your business is the best thing you can do for your business. Set clear policies and procedures and get your team to contribute. Train your team with supportive leadership while measuring knowledge using the Socratic method (focusing on asking questions rather than answers). Then find outside experts to meet your needs in areas such as marketing, sales, accounting. This will ensure that your business can operate without your intervention.

9. Streamline task management and communication

Use these tools to define well-defined roles. So a virtual assistant can direct tasks to the appropriate team member. Tools like ScheduleOne automate appointments. When I try to set up systems for employees, I follow a two-step process: I shoot an explanation video for the new project with a tool like Loom, then I divide what I explained in the video into step-by-step parts and create a to-do list.

10. Stick to this 5-step plan

One, learn everything yourself. Learn the pros, cons, and the most critical business points so someone else can take your place. Two, don't waste company money. Give yourself a salary and just spend it. Three, be aware of your weaknesses. Hire people who will cover your weaknesses. For example, hiring an operations manager was the smartest investment we made. It has made our weakness and one of the strongest aspects of our organization. Four, identify the mental traits that are important to each position and recruit accordingly. Five, let it flow! There are people who will be much more successful than you in a certain position in your business. Trust them to do their job.

11. Be patient, don't forget the human factor

Unless your new business is a phone app, like most businesses, it will need personal attention and a 'human touch'. You can't automate a business all at once. Be patient. Make sure your business is running smoothly and keep your own personal, human touch as it continues to grow. Automate areas that will not affect the customer's quality service over time. You don't want to lose your first customer in a company you just started because you didn't involve yourself in the process.

12. Dedicate yourself to customer satisfaction

“Systematize the predictable. Humanize the extraordinary.”

As a mentor, I ask all entrepreneurs the same question: “How do you create something once and keep it satisfied?” High achievers feel as if they need to personally establish a close and intimate relationship with the customer at every opportunity to ensure satisfaction.

This is a very common mistake and can be frustrating in the way the company operates.

Email automation is one of the easiest ways to automate in a 'humane' way. By using platforms such as Sumo, Emma and ConvertKit, you can send mass e-mails to your followers that have not lost their originality and will satisfy the customer.