Automating Your Business for Increased Productivity and Client Satisfaction

Hi there, wellness entrepreneur. Welcome back! 

Today, we’re going to talk about automation. First, we’re going to define what automation means to you, specifically as the wellness entrepreneur, and even some things that you don’t want to automate.

So we’re going to differentiate between automation if you haven’t hit six figures yet, and then automation past six figures, as well as creating systems and processes in your business.

What is Automation?

So automation isn’t always just setting one thing until you forget it, especially if you haven’t hit six figures yet. Because many times you actually want to get your hands in and learn the process and do things and tweak it and refine it, so it fits your business, your personality, your individuality.

If you automate things too early, meaning you do it once in a generic way, kind of a cookie cutter process, that is business in the box type approach, that someone just told you or you picked off of the internet, and you never touch it again, then it can create a generic business, and you’re really not going to stand out from all the noise.

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So, in the beginning, you might not be automating as much as you would like. However, it’ll set you up for faster success. And then when you’re hitting multiple, six figures, even seven figures, you can automate more. 

However, that does not mean that you’re always recreating the wheel. As soon as you start signing clients, marketing, selling, delivering to those clients, fulfilling the promise for which they paid you, and then signing clients, and client renewals, you want to start to create processes.

So today, it’s less about tech or software. In terms of automation, it’s more about creating processes in your business. However, I will mention some true to the definition of automation using tech and software that can help you save time.

And again, I’m also going to highlight some areas where people rely on that tech and software, possibly too much, and that is actually holding them back in their business. So you’ll get many different perspectives. And again, this is specific to the wellness entrepreneur. So if you’re a yoga teacher, massage therapist, bodywork, coach, house, coach, healer, practitioner of the arts, health care provider, whatever you are, spiritual mentor, whatever you may call yourself, this applies to you!

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#1: You Can Automate Using an E-mail Template

Number one place that you can actually automate and rely on tech is an e-mail template. Now, if you have an e-mail list, maybe of 20 people or least, you can manually enter them into GMail, for example, and BCC it so not everyone sees the rest of the contacts in the email, and manually send out an email to those people once a week, and start to develop that relationship and that community. Easy peasy and done.

Now if you start to have maybe over 20, maybe 50 people that you’re e-mailing consistently, you might want to invest in an e-mail software company. For example, I personally use Ontraport. I started with MailChimp for free. Then I went to Active Campaign, had a lower budget price option. Then when I was in the physical therapy world and had a physical therapy brick and mortar, Infusionsoft was used in that community, and so I could easily learn that technology. I joined Infusionsoft. Infusionsoft did not work for me after a period of time. And so I went to Ontraport, and I love Ontraport.

Now, you don’t have to switch so many times. I actually recommend, you can start with a company like ConvertKit or Active Campaign, and they have free and low-cost options, and you can stay with them to multiple six figures. It will actually save you a lot of time and when you get to instead of switching around like I did, which you then have to learn a whole new software platform, that can actually chew up your time.

So when you invest in that software company to host your e-mails, there are many different types of e-mail templates available. And if you’re jumping from e-mail template to e-mail template each week, if you want to send out weekly e-mails, for example, that can be a huge time suck.

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So personally, I have one e-mail template that I use. And I just keep the template the same, it’s automated each week, I just literally copy the e-mail from the week before. So I’m using the same exact template, I just swap the picture, I swap the copy, that is something that I take the time to think about. And my copy is always changed. My copy is not automated at all. And I will also change up the PS, my call to action in the offer, depending on what’s going on in my business for the week, if I’m promoting a consultation call or a webinar I might be doing.

But the actual structure or the design of the e-mail is automated. It stays the same for me. Very rarely will I change it once in a while, but it’s copy and paste. And that saves me a lot of time. And if you are on my e-mail list, you know I send out e-mails twice a week. I don’t think I’ve missed a week in a very long time.

#2: You Can Automate Your Workshop and Webinars

The other area where I do automate, it’s a combination of automation, meaning relying on my e-mail software systems such as Ontraport, where I schedule some e-mails ahead of time. And then when a client signs up for my workshop or webinar, they automatically get the e-mail reminders reminding them, have the day and time so they can show up at, has the link and then I also have automated follow-up e-mails highlighting the offer, which is typically to the Awaken Business Coaching Program.

So this is one of your more standard automations or funnels, not needed if you’re teaching your first workshop or webinar, because truthfully, it can be quite overwhelming. All you need to do if you want to just teach your first workshop or webinar is send out some invitations through social media and your e-mail to your e-mail list if you have one. And then a reminder e-mail for the day and the time and maybe a 30-minute reminder with the link so they can show up, if it’s online or the address if it’s in person. And then maybe a follow-up e-mail or two.

So you don’t need a more elaborate funnel like I have. I have built this funnel over the years. I help my clients to build their first funnels. In the Awaken Business Coaching Program, I help my clients teach their first workshops, first classes, first free webinars, paid webinars, and develop this whole system. And that’s really what I want to talk about, is creating a system and process for yourself that is repeatable.

So sometimes, in business, this is called an SOP or Standard Operating Procedure. And if you write down this process, if you start to do webinars, for example, one time a month or once a quarter, if you have a standard process or system, then over time, when you hire someone, they can just repeat the same process, or for you, before you hire someone, if you write down the process, then each time you do it, you can refine it and make it better. 

But if you’re always winging it and changing it up, then you never know what’s working and what’s not working and what to refine and make it better. So do it once. Write down the process of what you did. From everything. From creating copy for the registration page. How did you create the registration page, your invite e-mails, if you did any follow-up e-mails, write down your whole process of that. How did you create the slides? If you did slides. How did you create the value and content portion of the webinar? How did you come up with your pitch or your clothes for the webinar? Write down your whole process.

And then when you have the process, after you teach it, you can evaluate, and again, I work through with my clients on how to evaluate using the evaluation for refinement for the future, not to beat yourself up or judge yourself, especially if you didn’t hit your numbers, or it didn’t go as planned because that happens for every entrepreneur along the way. But using that data to inform the system for the future.

So that’s why this is not completely automated, meaning you said it once and just forget about it, is because your webinars and your workshop opt the e-mails. The value portion, it’ll all be refined over time, depending on the result that you get from that. Meaning, do people sign-up for consultations following the webinar? Do people sign-up for your program following the webinar? Are the follow-up e-mails converting people as well? Did the invite e-mails get people to sign-up for the webinar? Did it get them to show up to the webinar? All of this can be areas of refinement, and it is a lot.

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So you don’t want to take it all on and change multiple things at one time. You want to have a process, where it’s like a lab experiment where you can dial up or change one area, one variable of the science experiment, and then see the results and effects of that. You can even make hypotheses if you wanted. So this area can get quite complex. But keep it simple for yourself. Write a thought, download, or get out of your head. How could automating and creating a system for yourself to teach your workshops? How could it be simple and streamlined to you where it feels in alignment to you and what works for you.

#3: You Can Automate By Creating A Process To Create Content

Number three is you might want a process to create content. So that means, any e-mails that you write, social media posts, reels, YouTube, any platform that you might be on, you might want to process where you’re creating that content, and then repurposing and reusing that content.

So for me, for example, one process or system that I have in my business is each week, I publish a podcast episode. And then, I use the episode that’s releasing for the theme of the week in which I’m creating content on my social media platform. So I don’t plan too far ahead with my content. I do have some reels and posts that I have in my drafts on my phone. However, for me, I’ve learned that I can create posts quickly. And I like to keep people somewhat in the moment of what’s happening in my life and my business, so I don’t create too far ahead.

But I do have posts in the draft for those days where maybe I’m not feeling inspired, or I run short on time. And it’s nice to have something ready to go. And I publish those manually to Instagram and Facebook. And then, I repurpose them to other platforms where I’m not as engaged. This is one area where I think sometimes people rely too much on automation.

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So, for example, I might make a post and put it into a third-party software like HubSpot. And HubSpot will push the post out to multiple platforms, which is great, it does save you time. However, if you’re under six figures, and you’re really looking to build a community, build an audience, grow your list, sign your first few clients, fill your classes, fill your workshops, you actually want to be engaging with people. That’s how you get more followers. It’s how you have more people liking your posts, it’s how people get to know you when you don’t have that established authority or experience, or engagement on your platforms yet.

So two things happen. Typically, when I find people rely too much on automation for their social media, the posts get very generic. They use mostly stock pictures and stock photos. And there’s nothing wrong with that. However, if 90% of your content is stock pictures, people can’t get a sense of who you are. There’s nothing to distinguish you from the other person using the same exact stock pictures, stock photos, and generic stocks. How are they going to differentiate you from anyone else in the online world, or even if you’re a brick-and-mortar, from you and the person across the street?

So you don’t want to rely on an automate so much using that generic images and generic copy, especially now that we have chatbots and AI. You won’t stand out from the crowd, no one will be able to differentiate you from anyone else. 

And also, if you’re relying too much on automation to do the posting for you, you won’t get that engagement, which means you’re not going to get as many eyeballs on your content as you would like. And then what happens when I see it with a lot of entrepreneurs is they feel that social media is a waste of time and it’s not possible to sign clients from social media. And that’s not true. I’ve helped, myself included, I’ve helped a lot of my clients sign clients from social media. If that is a strategy that they desire to use.

But again, you have to create a specific strategy that you can’t rely on the automation to post and then essentially ghost, and you’re not engaging with people. People don’t want to engage with bots, people don’t want to engage with robots, they want to engage with a real-life human, they want to feel seen, they want to feel heard, you’re going to create safety and comfort for someone to take that next step to sign up for a consultation call, or purchase a low ticket item from you, from social media, they want to feel safe, they want to make sure that they’re in the right place.

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And all of this is, of course, you want to create that experience for them. Think about your own buying processes. Social media will never be a waste of your time if you have a strategy, and you are engaging. And I’m not saying that you have to manually do it 100% of the time. For me, I will manually post to the platforms like Instagram, for example, and my personal Facebook page that I’m most engaged on. And because I’m most engaged on these platforms, I have an engaged audience. On both of those platforms, however, I will use the software available to me, like Instagram automatically post to my business. My Facebook business page, I don’t have as an engaged audience there, I’m always pushing it from Instagram direct, meaning that is automated. I am relying on the software, and on occasion, some people see those posts, and I do have an audience there. It’s just not as engaged, it’d be more engaged if I manually did it, and I engage with the audience there.

So know that when you’re relying on the third-party automations to post for you, your engagement won’t be quite as hot. If that’s not your strategy for how you’re getting clients, then that’s fine. But if you want social media to be the strategy of how you’re getting your clients, then you want to personally do that, especially if you haven’t hit six figures yet.

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Now, if you’re in the multiple six figures, then this is a different conversation. And the marketing strategy will be slightly different, again, and I help a lot of my clients really differentiate and decide what’s the best marketing strategy for them based upon the time and do they have staff. Again, what’s the outcome that they want to receive. I help both people start and launch their wellness business and get to six figures, as well as I coach multiple six-figure earners with staff. So the strategies are different. But you can have a system and a process in which you create content.

You might, on Mondays, for example, think about your week and create a few reels or posts for the week based on a certain theme. Some people create content for the whole entire month, and then they batch it out. Again, you can create your content ahead of time, but decide where you’re manually going to show up, and what audience you are going to engage with. That is how you will build the relationships, and the time that you spend there will be well rewarded, as long as you have a strategy to see it through.

And if you want help with that, then make sure you sign up for a consultation. This is really where I help people excel here.

#4: You Can Automate When People Sign-Up For Consultation Calls or Discovery Visits

Okay, number four, rely on the software and actually automate when people sign-up for consultation calls or discovery visits. So for me, for example, I always have calls to action from my e-mails, from my social media posts, from this blog. 

For someone to sign-up for a consultation call, they can hop on my website, and they get direct access to my Acuity link, where they fill out a form, it’s very simple, and then they can schedule the call at a convenient time for them. I will just show up to the call.

Also, associated with when they schedule that consultation call, I have automated Acuity for me, which talks to Ontraport through a software called Zapier. So meaning, when someone signs up for my consultation call with me, they fill out the form. Zapier then zaps that client information over to Ontraport, and then they’re in my consultation, welcome onboarding sequence, which I have automated, meaning I wrote the e-mails ahead of time and I have them sent out where I think they receive a fee a couple on that first day just to introduce myself to them, give them access to some of my free content and resources, so they know what’s available to them.

And then a couple of other e-mails highlighting them on the process of what will happen during the consultation, what to expect, what they will want to, how to get the most out of the consultation. I have a few days for e-mails in that sequence, to help them maximize their time, since they are in the consultation. It’s free, but they are investing their time to show up to the call. And I want them to make the best use of the time.

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So I have an e-mail funnel that is automated, the whole process of scheduling, that consultation is automated, where I personally only just have to show up for the call.

What is also automated for this consultation process is the reminders. So the reminders are sent through Acuity, my scheduling system. And in the beginning, when I first started signing my very first clients in my brick-and-mortar Physical Therapy Clinic, all of that was manual. I would meet someone at the end of a yoga class or in a workshop, and I would just manually put them into my calendar, I would manually send them a text reminding them of their discovery visit and with the address.

So just know, again, it does not have to be as complex as me. I’m six years into my business, and that consultation automation process has developed over time. 

Now some brick-and-mortar physical therapy clinics, for example, use an admin or front office staff or customer support staff to help with the discovery visit and the scheduling of the discovery visit that might be needed. Again, it depends on the strategy behind that I’ve found that for my business, since I’m all online, I don’t need a person helping me to schedule anymore. 

But depending on what’s going on in your business, and the nuances and the customer journey, again, another thing I teach in the Awaken Business Coaching Program, is what is it like? What is that client experience when a client first hears of your name or hears of your business, hears about what you do, and they’re intrigued as to how you could possibly help them. And so maybe they come into your world through a free opt-in or just follow you on social media. What is that experience, every step of the journey, and that is the customer journey.

And in the beginning, most of that process might be manual, you might be doing that over time, you start to one thing at a time, add in automation, where appropriate. But again, it’s not just setting this automation and forgetting about it, you want to think of the client experience. For me, when I change things in my business, or maybe I changed my offer slightly, or I upgrade my price or make minor subtle pivots in my business, I might find that that consultation funnel isn’t working quite as well. How do I know? Maybe people aren’t scheduling as many consultations, and I’ll have to revisit the form, maybe the form is too much, it scares people off. Or if they are scheduling the consultations but then not showing up to the consultations, then something might be off in the e-mail sequence where it’s off-putting or they’re not seeing the value, so they don’t schedule it properly and they forget about it, then I’ll go back and refine and adjust those.

So you want to keep an eye on the data as well in terms of your automations or you could be, “leaving money on the table” because people are falling off in holes in your automation and your funnels. So that whole consultation call process could be one giant funnel for yourself from the moment they schedule, to the reminder emails, to the follow-up e-mail for that consultation process.

That can be true as well for how people can reschedule sessions with you, schedule their first sessions with you, and cancel sessions can all be automated through calendar scheduling by Calendly, or Acuity.

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#5: You Can Automate Schedules, Re-schedules, and Cancellations

And I know this leads to number five. Your schedule is sometimes the fear of allowing people to schedule consultation calls, reschedule sessions, and such is that there’ll be scheduling not at the right time, or you will feel like your schedule is outside of your control.

Now this does take some practice and some nuancing in terms of knowing your schedule and blocking off your schedule, utilizing that scheduling system. For example for me, I scheduled two to three people at a time, and then I have a break. I have it blocked off in my Acuity scheduler that I will only have so many consultations a week. I’ve had weeks where I’ve had seven, eight consultations in one week, and that’s too much, so I have it blocked off at four, and in fact, this week is at four, and so if anyone else wanted to schedule a consultation this week, it would have to be for the following weeks. You can block off the time that someone can cancel, meaning that they can’t cancel if it’s within 24 hours of their session. Same with the rescheduling. So you can rely on the software with scheduling systems.

These days are so good that there are many ways you can be in charge of your schedule and really work with different types of sessions that you offer, like a consultation versus a session. I also have what’s known as peer coaching sessions, because I am in Masterminds and my coaching certification that I finished up with, but when I was doing those certifications and in the Mastermind, I peer coach with other coaches in both those programs, and those people can automatically schedule their sessions as well. And I had that limited to one time a week.

So depending on what type of session you’re offering in the world, you can put limits on the type of sessions, you can put limits on the amount of sessions that you do in a row, you just block off time. I have it connected with Google, where if for example, if I wanted to pick my daughter up from school early on a Friday and go on an adventure, I can block it off in Google, and it syncs with Acuity, so then it automatically blocks off that day in time and Acuity.

Or last week, I had my consultation, so I blocked off the day for that. And as I mentioned, in Instagram stories, I blocked off half the day on Thursday prior. 

So there’s a lot that you can do to be in control of your schedule, but then not spend so much time back and forth rescheduling, canceling people, trying to fit someone in. It really saves you a ton of time if you can automate and block your schedule and create a system and process for that for yourself and your people. It makes it such a more pleasant experience.

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#6: You Can Automate The Client Onboarding Process

Okay, number six, the client onboarding process. You can automate everything from the moment that they pay, then they receive and welcome e-mail for me, I will send out a Kajabi link to a new client, they will pay, and they get automatic access to the portal. And then it flags me so I know to mail out their workbooks. And they will receive the onboarding sequence, which also automates another area with getting them to share their story with me.

So I have a process of welcoming them to my community, then gathering testimonials as they embark on their journey and receive success, and then actually having them on the podcast. That whole sequence is in my onboarding sequence to help them get the best use of working with me. So the first few e-mails explain some housekeeping tips, how to access the scheduling, so they can reschedule and cancel on their own to save them time and give them independence in the program working with me, and how to access the portal.

I also give suggestions on how to make the best use of the portal and the workbooks. I give a few different suggestions in my onboarding sequence with videos. Again, it’s all automated. When someone pays, they receive it automatically. 

In the beginning, though, all of this was not one big onboarding process. When someone paid, I would manually send them a welcome e-mail, I would manually let them into any videos that I might have. So again, all of this can be done manually. Over time, you can start to automate one area and then add in another area, and then you keep building upon that process. So then you eventually have yourself a Client Onboarding Sequence and Process.

Of course, the same is true if you have a free opt-in, or a free guide, or anything that is a list-building technique that you’re giving a potential client a free experience of. You can automate the follow-up e-mails for that. You can even, for example, with the Get Clients Blueprint, what I have is a free opt-in, it’s a five-day training. So it is automated, and it boasts videos and e-mails and a PDF, and it’s all automated, meaning you could go to the website right now and I highly recommend doing it because by the end of the five days, you could have signed a new client and you’ll receive the five-day training. All of that is just automated and out. I will just receive an e-mail telling me that someone came into my world.

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#7: You Can Automate Data Entry

You can also automate data entry so you can connect your QuickBooks to your bank account, for example, where it’s automatically inputting expenses and revenue coming in. I don’t recommend you rely on that heavily, especially if you’re in the beginning phases of your business and you’re learning how to manage your finances, only because you want to be aware of what’s coming into your business and what’s going out.

So personally, I still manually do that, however, I’m getting to the point where that is taking up too much of my time. And I will either hire a bookkeeper or automate that process for myself. 

But in the beginning, it is a great way to get more intimate with your numbers. It’s a great way to notice maybe what scarcity mindset thoughts you have come up as you do your numbers and your finances monthly, or a couple of times a month, whatever you may do. If it causes you to freeze, then maybe you do want to automate it and work with a coach till you can work through your mindset with whatever is going on, whatever blocks you may have, or money stories you may have.

So there are pros and cons to certain data entry, especially in regards to finances, but it can save you time. And if you’ve worked through the mindset portion, you know what’s coming in, you know what’s going out, then it is a great way to save time in your business.

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#8: You Can Automate Payments and Subscriptions

And same is true with payments. You can have payments and subscriptions on automation. So you don’t have to be chasing down people each month. If you have, for example, a monthly payment plan, you can just automate a payment plan. 

There are so many ways to do that. Kajabi automates it, Acuity can automate it, PayPal can automate it, Square Reader can automate it, so many different ways to automate monthly subscriptions and payments. So you don’t have to chase people down.

#9: You Can Automate Your Renewal Process

Same, you can also automate your renewal process. So I have it automated where people, as they are coming into the last month of working with me, they’re going to receive some e-mails to highlight and evaluate their time working with me. So then they can make the best decision for themselves if they want to renew and continue on their work with me and set new goals and re-up, as it’s called, for another six sessions. So you can automate that process as well through e-mails.

And I also do it personally. I talk with the people, have a conversation, I will even offer a consultation if someone might want to do that. But at least I know it’s automated in my e-mail sequence, so it helps me to keep track of where they are in their business.

#10: You Can Automate Tracking Of Client Results

I also automate how I keep track of client results, meaning I send out a Google form each month that my clients fill out so I can measure their success and their progress, or notice where they might be stuck or plateaued so that I can bring all of those up in the calls since I’m working one to one with people right now. Having it automated does ensure that I don’t forget because I’m human, and I have a human brain.

And all of this can be a lot to keep track of in your business. So when you do automate some things, make sure that people and things like testimonials and that renewal conversation don’t fall through the cracks, and you’re maximizing both the time for your clients and for you and your business.

So there you have it. A lot of ways you can automate in your business.

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You Might Not Want to Automate DMing People

I did highlight some areas that you might not want to automate and why.

Another area I did not mention that you might not want to automate is DMing people. People are hypersensitive for good reason right now to bot chat, unless it’s a welcome. There’s pros again to that having a bot just welcome someone that has entered into your Facebook group or your Instagram profile. You have to try it out for your business and see.

But most people do not like bot chats. Personally, I engage with a lot of people on both Facebook and Instagram where I’m personally messaging them and asking them questions. So I’m not a big fan of automating that area of my business personally. But you got to try it out for yourself, see what it feels like for you and your experience. I personally really don’t like when I get automated responses and bots or people friend requesting me and then sending me automatic messages. That doesn’t apply to me at all. It just does not feel good.

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You Might Not Want to Automate Direct Chat

Another area that you might not want to automate is direct chat using the chat bots and AI to directly create content pieces. Because again, I mentioned this before, it is very generic now. You can use them, however, to get your brain flowing, get the juices flowing.

For example, in Canva, I’ve been learning a bit more about Canva in the last six months or so in my business. And it has so many wonderful tools where you can jump on Canva and hit a doc and the little plus sign, and there’s magic AI, and you can write right in there ten ways to automate your business, and some ideas will come up, and it can get the juices flowing.

But if you notice, if you compare what comes up there and then this whole episode, I go into much more detail, and I personalize it to you, the wellness entrepreneur. And also, I personalize it to where you might be in your revenue on your way to six figures or multiple six figures.

So you don’t want to take whatever a direct chat bot gives you or AI gives you and stop there. Take it to the next level and really personalize it for your people. It’ll really maximize your time.


So I will summarize now the areas ways you can automate in your business. Number one, the email template itself. Number two, your workshop webinar, can be a repeatable process as well as you can automate parts of that webinar sequence for yourself. You can have a process to create content.

You can automate how people schedule consultation calls. You can automate how people reschedule, schedule, and cancel sessions. You can have a process of how you create blocks in your schedule and connect that to your Acuity scheduler so it is automated, but you still have control over that.

You can automate your client onboarding process. You can automate your opt-in and follow-up e-mails.

You can automate how to gather testimonials, which can be part of your client onboarding process.

You can automate one area we didn’t talk too much about, but you can begin to automate your hiring process and create processes, the standard operating process, which is why I didn’t highlight it and talk about it too much in this blog because really, that is its blog. But you can begin to write SOPs, you can begin to systemize that hiring process, and eventually automate some of that.

For example, some clients I have automated the hiring process where they use it to screen people because they have certain tasks someone needs to complete before they’re offered an interview, for example. 

You can automate your data entry, you can automate your payments and subscriptions, and you can automate your renewal process.

So, lots of ways to save time in your business. Don’t allow this blog to overwhelm you or use it against yourself while it causes you to freeze and be like, “Oh my gosh, I have to do all of this stuff. I don’t have any of this automated in my business currently.” Remember, I’m six years into my business. I brought in each of these automations one at a time.

So if you would like to automate one thing, pick one thing, and what’s the simplest, next best step for yourself this week that you can take to implement that automation and then maybe next week do another, or next month do another. All of these I personally did manually for a long period of time.

And then that’s how I did it. I brought in one automation, one automation at a time.

Okay, I will see you next week, and I hope this saves you a whole bunch of time. Bye for now!

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Alison McLean

"I help the Entrepreneur reduce stress and live a more fulfilled and balanced life."