6 Automated Processes You Can Implement This Weekend to Grow Your Business

We sometimes talk about and link to tools, sites, books, and fun stuff that we LOVE. And sometimes those companies will give us a little gift for sharing. We promise to be straightforward with you and to only share the very best things.

It wasn’t long ago that it was just me giving it my all to make She Can Coterie a success. And now here I am, the CEO, with a team of 23 and counting. It wasn’t something that happened overnight, and it certainly wasn’t easy. But along the way, I’ve found systems and processes that made it easier for both my team and our clients.

As a small business, time is everything and minutes wasted means money wasted.

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As a small business, time is everything and minutes wasted means money wasted. I knew that in order to save us headaches and time, and for us to work infinitely smarter - not harder - I needed to start implementing automation systems here at SCC. And today, I’m going to share with you just what those automation systems are.

Bonus - these systems are all so simple, easy, and (mostly!) free to set up, and you can get them up and running this weekend if your entrepreneur heart desires!


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Asana: The Beyoncé of Project Automation

If I were a poet or a symphony composer, I would work all day to create a work of art that expresses my love for Asana. I like to describe Asana as a robust to-do list. You can input every task and project, give them a due date, assign each task out (to yourself or someone else), upload the related files, collaborate with your team, and so much more. The options are truly endless!

One of our favorite ways to use Asana by creating templates for recurring tasks. When you have tasks that you complete over and over again, it’s SO important to have a template for it. When you get that task written down into steps, you’ve got yourself a system. And when you have a system, you are on your way to automating and delegating!

If you aren’t ready to automate or delegate, you have all the steps written down so that each time you complete the task, you have consistency. And consistency breeds legitimacy. Wanna be a legit biz? Get yourself some systems in place.

We’ve created several templates that we simply copy and paste for tasks that come up over and over again.

  • Onboarding new clients
  • Offboarding clients (an often overlooked step!)
  • Onboarding new team members
  • Editorial workflows
  • Content calendar + social media scheduling
  • PR promotion workflows
  • Podcast workflows

By doing this, we’re saving hours of time from having to recreate those large and multi-step tasks over and over again. A simple click of the “copy” button and bam!, the task is not only duplicated, but you can also copy over each step’s assignee. Brilliant!

Slack: All. Hail. Slack.

I noticed we were spending way too much time in our email inboxes, and with an ever-growing team and client list, it just wasn’t realistic to keep our day-to-day conversations in our emails. So, we moved to Slack, which is so much quicker and a whole lot more fun. Not to mention, it makes it so much easier to work from your phone when you’re on the go!

  • Team Channels - One for each client! Ask a question and get help in designated communication areas. So. Dang. Efficient.

  • Random Channels - We have a “random” channel that allows the entire team to chat about anything other than work. We can have fun, discuss favorite shows on Netflix, and since many of us our mamas, we’re often sharing lots of tips on motherhood with one another. It’s allowed us to not just grow as a team, but develop strong bonds and friendships as well.

  • Direct Messages - Need to talk to another team member privately? No problem!

  • Custom Notifications - What I love most about Slack is how much you can customize your notifications. I have it set so I’m notified when I’m mentioned or receive a direct message so I don’t get a notification for every single message. I also enjoy taking advantage of the reminder feature, where you can set a reminder on a certain message and it will notify you to read/respond to it later. This is especially helpful when you’re on the go or in the middle of a client call. Genius!

Zapier: Automation, baby!

Zapier is a third-party program that links applications together that may not necessarily integrate automatically. Long story short, you can create your own customized workflows that run in the background to make your life waaay easier.

Virtually every business-related software, website, or app can be integrated with Zapier for free (although there are a handful that require a premium subscription).

Here are two examples of our favorite Zaps:

  • Integrate PayPal with your email marketing platform (Convertkit, MailChimp, etc.) if you are selling an email course. A Zap can automatically add users to an email sequence for you once they have paid through PayPal.

  • Zapier can create a Zoom meeting when you have a potential client schedule a discovery call, which includes adding a link for the call to the Google Calendar event so you don’t have to send it yourself.

We’re all about working smarter, not harder, and Zapier is the perfect tool to make that happen.

Buffer: Automate Your Social Scheduling

We use Buffer to schedule posts for multiple accounts. It’s easy as pie and, most importantly, super quick. Here’s some of the social media platforms that we are able to use Buffer for scheduling:

  • Instagram
  • Facebook
  • Twitter
  • LinkedIn

Remember those days when you had to manually post to each of your social media platforms? A part of owning your own biz is publishing content consistently, so without a scheduling tool that can take up some real time. This is why Buffer is essential for our business and our clients’!

Buffer integrates with the basic social platforms like Instagram, Facebook, Twitter, and LinkedIn plus many others! It’s so simple to use. You just create your content, including graphics and copy, and copy and paste them into Buffer. You can schedule a custom publishing time for each platform or use the suggested times given by Buffer.

Bottom line: if your business is offering social media management, your business should also be using Buffer.

Gmail: The Best Email in All the Land

Gmail is so user friendly and setting up automations is an absolute breeze. Here’s some of the ways I’ve set up my Gmail account to make things easier for myself and our clients.

  • Canned Responses - I have several scripted emails for the email inquiries that I get all the time. And bonus! Anyone on my team can pop into my inbox and reply to inquiries exactly as I would.

  • Auto-Responder - I set up an auto-reply that’s on all the time. It basically let’s my clients know that I might not be quickest to respond, but to email SCC’s Operations Manager if it’s super important. This makes me feel more at ease and like I don’t constantly have to be in my inbox.

  • Labeling and Filtering Emails - This is life-changing! Every email has a home and some emails are automatically sent to a folder if I need it organized but I don’t need to actually see it.

Freshbooks: Financial Workflows and Bookkeeping

It may not be free, but trust me, there’s a whole lot it has to offer that make it worth it. I mean, who really wants to use a silly spreadsheet to keep track of all this anyway?

  • Invoicing - Because how else are you going to get paid? Freshbooks has professional-looking invoices that are sent FROM Freshbooks, AND they will send reminders for you. Need to get paid? Freshbooks can help with that!

  • Bookkeeping and Expense Reporting - Set up your accounts to import to Freshbooks and they will help you keep track of what’s coming in and what’s going out.

  • Time Tracking - Do you need to know exactly how much time you’re spending on your client work/projects? Freshbooks can help with that!

  • Reports - Want to know how much time you’re spending on certain tasks? Want to know what offerings are actually profitable? Want to see how quickly your clients are paying you? Freshbooks has great reporting features built right in!


I get it... growing your business can be overwhelming, but it doesn’t have to be. The sooner you start utilizing systems and processes like these, the quicker and easier it will be to stay on top of things. Not only that, but you’ll have more time to be the entrepreneur you’re meant to be and you can focus on your business’ growth!

Are you feeling overwhelmed trying to make #allthethings in your biz happen?

We can help. Here are all the ways we can make your life a little easier.

5 Steps to Determine Your Priorities and Streamline Your To-Do List

5 steps to determine your priorities and streamline your to-do list

For goal-getting entrepreneurs, the hundreds of little tasks that must get done each and every day can pile up and spark a spiral of overwhelm and frustration. And for those bootstrapping entrepreneurs planning and implementing without the support system of a team, the to-dos can be particularly daunting!

It’s so easy for business leaders to get caught in the weeds, since we are the ones DIY-ing everything and working to make every part of the engine run.

But here’s the thing: when we focus on tasks first, it’s impossible to prioritize.

This is because tasks themselves have equal value and weight. Yes, some might have a more pressing deadline than others, but these day-to-day tasks (like posting to social media, scheduling a brand photoshoot, writing the blog, etc.) are equal in importance at the task-level.

When we focus on tasks first, it's impossible to prioritize.

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The key to making our business goals come to life is this: before making a list of what tasks must get done, we have to determine our big-picture priorities and goals.

Our job as CEO is to be the visionary in our business. We must see the future, know what changes need to be brought to life to get there, then break those changes down into goals, projects, and tasks.

But ho et prioritie usines he verythin eem mportant? o o w e nythin on he n rojec us mportan the next?

Here are 5 simple steps you can take today to help determine your priorities and streamline your to-do list:

1. Envision the future

As visionary and CEO, it’s your responsibility to see the future of your business in order to map out an action plan for growth.

Ask yourself, where do you want your business, and yourself, to be in one year

Make a detailed list of what that future looks like for you and your business. What is your income? How many clients are you working with? Has your team grown at all?

2. Make a list of the most important things that need to change in order to make that vision reality

What are the differences between then and now? How many clients will you need to take on? Will you need to launch a new product, package or service offering? Will you need to hire in-house or outsource to a virtual assistant or business management agency?

Be detailed!

3. Create SMART goals

Take those changes and turn them into SMART goals - specific, measurable, actionable, realistic, and time-bound.

For example, if your desired change is to be more profitable and increase your monthly income, a SMART goal might be to increase profits (specific) by 15% (measurable, actionable) within the next calendar year (realistic and timebound).

Create a SMART goal for each major change you want to bring about in your business, but don’t get too carried away. Focus on 2-3 SMART goals per quarter to keep things actionable and realistic!

4. Develop projects

Break down each SMART goal into a series of projects that needs to be done to support that goal.

For example, you might need to launch a new product, develop an launch funnel, etc. in order to make your income goals happen. Make a list of these projects under the corresponding SMART goal they support.

Again, don’t overwhelm yourself with too many projects and too many goals! A good rule of thumb is 2-3 projects to support each quarterly goal.

5. Assign tasks

Now for the nitty gritty details!

Take each project and map them out in your project management system (our fave is Asana!) by placing them on a timeline and developing tasks. Get detailed and specific. Make a task for even the smallest of details - you don’t want to miss anything!

Assign yourself to each task and provide dates for yourself to get them done. Now you have a daily plan of action to make your goals come to life!

By breaking down your big business vision into goals, projects and tasks, you’re now able to tackle your daily to-do list, confidently knowing that each time you check off a task you’re one step closer to making your goals reality.


And there you have it! Five simple steps that can take your biz to the next level.

Are you feeling caught in the weeds?

Overwhelmed with trying to make all the things in your biz happen? We can help with that. Head over here to see just some of the many things that our team of experts can take off your plate so you can get back to doing what you really love.

How to Build a Quiz with Interact

We sometimes talk about and link to tools, sites, books, and fun stuff that we LOVE. And sometimes those companies will give us a little gift for sharing. We promise to be straightforward with you and to only share the very best things.
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Surprising:

You just found out that according to a Facebook quiz, your bestie is a Slytherin (when you've sooo pegged her for a Hufflepuff). 

Not surprising:

Building your OWN quiz can be super beneficial to your business AND ridiculously easy to do!

In our last post, we shared how one of the best ways to find your ideal clients and welcome them through the door is by building a quiz.

We talked about how quizzes are great incentives for people to join your email list and can help you learn SO much about the audience you're currently reaching (as well as give you great insight for how you can adjust your marketing strategy).

If you haven't already written your quiz, head here to get the low-down. Once you have it, come back and let's get to building!

Or if you like to skip ahead, you can get your quiz builder worksheet right here:

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Ready to set up your quiz?

We're so excited to introduce you to our absolute FAVORITE quiz software, Interact. These guys are the real deal. The software is super simple to set up, customize, connect with ConvertKit, embed, and share on your site! It does everything you need it to do and they have amazing customer service!

1. Set Up Your Account and Log In

Interact makes it super simple to create an account and test out their quiz platform for FREE.

2. Create Your Quiz from Scratch or From a Template

Click the Create New Quiz button. You can start from scratch or use a pre-made template. You will already have a framework to start filling in the blanks.

Choose your industry and your desired quiz type. The types you have to choose from are:

  • Assessment - each questions has a right or wrong answer
  • Personality - like a Buzzfeed quiz and probably the most popular
  • Scored - If you want to score each answer

Then choose the template that you want to start with.

3. Edit the Title Page

Add a title, upload a cover image, fill in the quiz description, and update the start button with something compelling that relates to your quiz description, like "Let's find out!" or "Show me my character!"

4. Add in Your Results

Update your result titles, switch out the result images, add in the result description (we recommend keeping it short and sweet - a few sentences or a short paragraph will do), and update the button to link to some valuable content you have created for them. If you don't want to link to anything, you can hide the call to action button.

5. Add in Your Questions and Answers

Next, click to each question. Update the question and answers. You can even add images if you want! You can also reorder the questions and answers.

6. Edit Your Result Correlations

Navigate through each question to make sure the answers point to the right result so Interact knows where to point quiz-takers at the end.

7. Update the Branding + Styles

Add in your logo, fonts, and colors to ensure your quiz visuals are consistent with your branding.

8. Enable Lead Capture and Data Collection

Select the contact fields you want to enable, edit what the form says, and then connect it to your email provider.

9. Save, Publish, Share + Embed

Interact will now give you the option to use your quiz as a pop-up, an announcement bar, a Facebook ad, embedded in your site, in a direct link, or in a social post.

10. Grow Your Email List with Your New BFFs!

Set up your quiz and announce it to your followers online. When people take the quiz, they'll be able to share their results on their social media pages, which will bring in more quiz-takers! Everyone who wants to view their results will be added to your email list. See? Interact makes list building SO easy.


Even though your quiz is beautiful and shareable, the most important part of the process comes next!

Make sure you write a nurture email sequence for those who opt into your email list because they took your quiz. This is so important! You should have at least one nurture sequence, but you could also write a sequence for each test result if you'd like to segment your list.

We will be sharing how to set this nurture sequence up and connect it to Interact next week, so make sure to stay tuned!


how to write a quiz to find your ideal clients

If you're ready to write a quiz to grow your email list and your business, but you’re still a little intimidated by the process, you can download our quiz builder template below.

This will help you lay out how you want your quiz to work and keep yourself organized throughout the process.

Next week, we'll walk you through setting up and connecting your email funnels so you can turn your new subscribers into warm leads! See you soon!