The busywork, handled
Follow-up, reminders, review requests and admin that get done even when you're flat out.
What you receive
- 01A workflow built around how your business actually runs.Mapped with you first, then built to match.
- 02A clear view of what has gone out and what is still waiting.In the tools you already use wherever they can do the job, and anything new named upfront.
- 03Human approval kept wherever judgment matters.You approve every message before it goes live, and anything needing judgment waits for you.
- 04A plain explanation of what runs when, so it is never a black box.Including what to do if a step ever stops running.
The same jobs stall every week because somebody has to remember every next step.
- Enquiries sit in an inbox until someone has a spare minute.
- Quotes go out and nobody follows them up.
- You know you should ask for reviews, and it keeps not happening.
- Invoices, reminders and handovers depend on you remembering, and you are flat out.
The busywork rarely gets dropped because nobody cares.
It gets dropped because somebody has to remember.
Replying to an enquiry, chasing a quote, asking for a review, reminding someone an invoice is due: each one takes a minute, and each one waits for the day you have a minute. Moving them to a workflow doesn't make them less personal. It means they happen on the day you're on the tools, the same as the day you're not.
I start with enquiry follow-up because that is where a slow reply costs the most, then look at whatever else keeps landing on your desk. If a job hasn't come up at least a handful of times, I'd rather leave it manual than automate it.
What I actually do.
- Map how the job runs now, including the parts that only live in your head.
- Build the workflow: replies, reminders, review requests, and the admin that goes with them.
- Connect it to the website, CRM and email you already use, and tell you upfront if anything new is needed.
- Watch it for the first two weeks and adjust it to what really happens.
See what you actually get.
An example of the kind of workflow I'd build, starting with enquiry follow-up.
- What starts it, and what goes out at each step.
- Where your yes is needed before anything reaches a customer.
- Written up afterwards as a one-page "what runs when", so it is never a black box.
An enquiry lands
The first reply goes out
Automatic, from your address, in your words.
A few days on
The nudge follows
No answer yet? A short follow-up goes out on its own.
A week on
The last check-in
Still quiet? One more short note, then it stops.
You, throughout
You stay the gate
You approve the wording of every message first, and anything needing judgment waits for your OK.
An illustrative workflow. Yours is custom-built around how your business runs.
Answers before we talk.
Will this send things to my customers without me seeing them?
Not unless you decide it should. You approve the wording of every message in writing before it goes live, and for each kind of message you choose whether it waits as a draft for you to send or goes on its own.
Is it only for enquiries and follow-up?
No. Follow-up is usually the first job because a slow reply costs the most, but the same approach works for quote and invoice reminders, review requests, handovers and other admin that repeats every week.
Do I need a particular CRM?
No. I build around what you already use, and if you have none we can start with something simple. It runs on your own accounts wherever possible, so it stays yours whether or not I keep looking after it.
What happens if something breaks?
I build these to fail visibly rather than quietly, so a broken step raises an alert instead of silently dropping work. On a care plan, or inside any retainer, I am the one watching those alerts. Without one, they come to you, with a plain note on what to check.
Want my honest take?
Send your website and what's bothering you. I'll tell you what I'd fix first.