Internal Tools for Lead and Life Management

How We Used Technology to Spin Many Threads Into a Powerful Pipeline for GPS Leadership

Sep 17, 2024

Case Study

on

Business Automation

Click here to access the PDF version of this case study.

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

  1. Calendly: To automate meeting scheduling with leads and podcast guests.

  2. Airtable: To safely store all data.

  3. Google Contacts: To keep contact information always at hands (he uses his phone a lot to be productive on the go).

  4. MailerLite: To run email marketing campaigns.

  5. Notion: To set up a custom-tailor CRM and podcast database.

  6. Google Forms: To podcast guests an easy way to provide the necessary information.

  7. 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.

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If you want to learn more about how we work and what we can do for you, a quick intro call is a great place to start.

For business owners looking for specific answers to their questions and seeking to implement on their own, the Automation & AI Consulting Session is a perfect solution. Start with an hour of hands-on work to get your project started.

If you know what you need for your business, begin with our Discovery Package - a comprehensive evaluation of your business needs and opportunities. The investment in this initial assessment is fully credited toward your implementation package. It includes:

  • Consultation to understand business objectives

  • Documentation of business processes

  • Analysis of current technology stack

  • Identification of key automation opportunities

  • ROI analysis

  • Creation of implementation roadmap with prioritization

  • Integration feasibility assessment

  • Technology stack recommendations

Learn about the different Discovery Packages on each service's page.

Quick Intro Call - 30 Minutes

Ask all the questions you may have about our solutions, process, and pricing and make an informed decision.

Automation & AI Consulting Session

Ready to get to work? Start with 60 minutes of consulting to design and implement powerful digital solutions for your business.

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Start Your Digital Business Journey Today

If you want to learn more about how we work and what we can do for you, a quick intro call is a great place to start.

For business owners looking for specific answers to their questions and seeking to implement on their own, the Automation & AI Consulting Session is a perfect solution. Start with an hour of hands-on work to get your project started.

If you know what you need for your business, begin with our Discovery Package - a comprehensive evaluation of your business needs and opportunities. The investment in this initial assessment is fully credited toward your implementation package. It includes:

  • Consultation to understand business objectives

  • Documentation of business processes

  • Analysis of current technology stack

  • Identification of key automation opportunities

  • ROI analysis

  • Creation of implementation roadmap with prioritization

  • Integration feasibility assessment

  • Technology stack recommendations

Learn about the different Discovery Packages on each service's page.

Quick Intro Call - 30 Minutes

Ask all the questions you may have about our solutions, process, and pricing and make an informed decision.

Automation & AI Consulting Session

Ready to get to work? Start with 60 minutes of consulting to design and implement powerful digital solutions for your business.

Start Your Digital Business Journey Today

If you want to learn more about how we work and what we can do for you, a quick intro call is a great place to start.

For business owners looking for specific answers to their questions and seeking to implement on their own, the Automation & AI Consulting Session is a perfect solution. Start with an hour of hands-on work to get your project started.

If you know what you need for your business, begin with our Discovery Package - a comprehensive evaluation of your business needs and opportunities. The investment in this initial assessment is fully credited toward your implementation package. It includes:

  • Consultation to understand business objectives

  • Documentation of business processes

  • Analysis of current technology stack

  • Identification of key automation opportunities

  • ROI analysis

  • Creation of implementation roadmap with prioritization

  • Integration feasibility assessment

  • Technology stack recommendations

Learn about the different Discovery Packages on each service's page.

Quick Intro Call - 30 Minutes

Ask all the questions you may have about our solutions, process, and pricing and make an informed decision.

Automation & AI Consulting Session

Ready to get to work? Start with 60 minutes of consulting to design and implement powerful digital solutions for your business.

Schedule

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Wake Forest, Raleigh, North Carolina, USA

Copyright 2024 © STOA Digital Solutions LLC

Member of

Logo of the Wake Forest Chamber of Commerce.

Wake Forest, Raleigh, North Carolina, USA

Copyright 2024 © STOA Digital Solutions LLC

Member of

Logo of the Wake Forest Chamber of Commerce.