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This Automation and Internal Tools project was a the outcome of a collaboration between STOA Agency and POKR Consulting, our Digital Business Development partner based in Phoenix, AZ.
Completed in Early 2024
Before STOA
Alex , CEO of GPS Leadership Solutions, had many different threads in his business:
a separate personal and business brand
a podcast with guests; a book for sale
coaching, consulting, and speaking services
Each was acting independently with neither clear organization and processes nor a way to tie them together.
The Challenge
Alex had a classic problem of excellent services and products with great lead magnets (his podcast and educational resources) but no way to nurture the leads toward buying his offers, and was losing a lot of time trying to manage it all toward a common goal.
After STOA
Alex has a:
Customized CRM (Client Relationship Manager) that automatically populates with new leads
Contacts and Email lists that update automatically
Podcasts processes and databases that are automatically organized.
A system for managing all of the different tasks toward a common goal.
The Solution
Streamline Alex’s different threads in such a way that they feed into each other and update automatically. Set up a task management system that helps keep it all running smoothly.
How We Did It
Tools We Used
Calendly: To automate meeting scheduling with leads and podcast guests.
Airtable: To safely store all data.
Google Contacts: To keep contact information always at hands (he uses his phone a lot to be productive on the go).
MailerLite: To run email marketing campaigns.
Notion: To set up a custom-tailor CRM and podcast database.
Google Forms: To podcast guests an easy way to provide the necessary information.
Todoist: To manage his company’s tasks and receive handy reminders.
Workflows Created
Automated CRM: Every first conversation with a business lead and potential podcast guest that is scheduled via Calendly sends all their information to the CRM to be ready to use in the future. All the information first gets stored accordingly in an Airtable database that works as the main repository.
Automated Contact Management: After a contact is automatically created on Airtable’s main repository, this information is sent as a contact to Google Contacts (for Alex to always have up-to-date contact information on his phone), CRM on Notion, and GPS’ MailerLite account (where the contacts are always ready for email marketing campaigns).
Automated Podcast Guest Database: Using Google Forms, we collect podcast guest’s information that is necessary for the recording prep. Because Google Forms is not good in showing answers from users, we automated sending this information to a dedicated database on Notion, on which the GPS team can quickly go and obtain any guest’s information easily at any time.
Task Manager Implementation and Training: We implemented Todoist for the GPS team to use on a daily basis to easily manage their projects and received timely notifications (specially needed in Alex’s case) on tasks that required their attention.
Results
By setting up a few core tools and workflows for them to work together, Alex now has a pipeline he can effectively manage and has not only saved time and stress, but also booked more podcast guests, clients, and speaking engagements.
