Automate Service Business: AI Guide for Femmeprenistas & Mums
- (Admin) The Thrivology Company
- Oct 22, 2024
- 10 min read
Automate THIS, Not THAT: A CEO & Mum of Four’s Guide to Smart Systems & AI for Service-Based Femmeprenistas
Okay, let’s have a real chat, shall we? If your inbox & social feeds look anything like mine, they’re absolutely buzzing with talk of AI, automation, & a gazillion new tools promising to revolutionise your business overnight. It’s exciting, for sure. But if you’re also a mum, running a service-based business, & trying to, you know, occasionally shower in peace or string a coherent sentence together by 8 PM, it can also feel utterly overwhelming. Like, where do you even start? & more importantly, how do you make these shiny new toys actually work for you, without losing the very soul of your business – that incredible human connection you have with your clients?
As a fellow CEO, a mum to four wonderfully chaotic children (from a teenager navigating exam season to a baby who views my strategic plans as excellent teething material), & someone deep in PhD research, I get it. My life is a testament to the beautiful juggle. I’ve learned – often the hard way, sometimes with one eyeliner on because the toddler decided my makeup bag was a treasure chest – that true efficiency isn’t about doing more, faster. It’s about doing the right things, smarter. And that’s precisely where strategic automation, including the clever use of AI, comes in. It's about reclaiming precious time, not to become a robot, but to be even more human where it counts. The market size of automation technology is expected to reach nearly $97 billion in 2024 (https://www.statista.com/statistics/978538/automation-market-size-worldwide/), proof positive that everyone is talking about it!
The Real Reason Smart Systems Are Your Secret Weapon (Especially for Mums)
For us service-based female entrepreneurs, particularly those of us juggling motherhood, our time isn’t just money; it’s sanity, it’s presence with our families, it’s the very fuel that keeps our businesses & ourselves thriving. The idea of clawing back even a few hours a week feels less like a luxury & more like a lifeline. This is where embracing a holistic approach to our businesses, understanding how all the pieces fit together, becomes so vital. The Business Flourish Framework is a great place to start if you want to explore that broader philosophy we champion here at Femmeprenista.
But here's the crucial bit: automation's true power, especially in a service business, isn’t about replacing you. Oh goodness, no! Your clients come to you for you – your expertise, your empathy, your unique way of solving their problems. That human touch is irreplaceable. Instead, smart automation is about amplifying you. It’s about creating streamlined, efficient workflows that handle the repetitive, time-sucking tasks, freeing you up to pour your energy into what truly matters: high-value client interactions, strategic growth, & yes, even enjoying a hot cup of tea without interruption (a mum can dream, right?).
Think of it like this: if your business operations are a well-tended garden, automation tools are the smart irrigation system. They don't replace the gardener (that's you!), but they ensure the essential watering gets done consistently, allowing you to focus on the pruning, the planting of new exciting things, & enjoying the blooms.
Automate THIS, Not THAT: The Femmeprenista Framework for Intelligent Systemisation
The key is strategic selectivity. Not every task is a candidate for automation, & frankly, trying to automate everything is a fast track to tech overwhelm & a disconnected client experience. I’ve seen so many brilliant entrepreneurs get bogged down here. So, let’s break it down with a simple "Automate This, Not That" approach.
What to Automate (The 'THIS' List – Your Time Reclaimers!)
These are typically the tasks that are repetitive, time-consuming, don’t require your unique genius, but are essential for keeping the wheels turning. Automating these can be a game-changer for your mental load & your schedule.
Appointment Scheduling & Reminders: Seriously, if you’re still going back & forth via email to book calls, this is your first win. Tools like Calendly, Acuity Scheduling, or even features within your CRM can handle this seamlessly, sending reminders to reduce no-shows. Imagine the hours freed up!
Basic Email Follow-ups & Nurturing: Think welcome sequences for new subscribers, pre-call information for new clients, or gentle nudges for abandoned carts (if you have digital products). These can be personalised with merge tags but run automatically.
Invoicing & Payment Reminders: Chasing payments is nobody's favourite pastime. Accounting software or CRM systems can automate invoice generation & send polite reminders for overdue payments, improving your cash flow without awkward conversations.
Social Media Scheduling (with a caveat!): Tools can help you batch content & post consistently, but engagement should always, always be human & authentic. More on that later.
Client Onboarding Paperwork & Info Gathering: Digital forms, automated welcome packets, & systems to collect necessary client information before you even start working together can make the onboarding process smooth & professional.
Data Entry & Basic Reporting: Many tasks involving moving data from one place to another or generating simple reports can often be automated, freeing you from spreadsheet drudgery.
Automating these kinds of tasks isn't just about saving time; it's about creating breathing room for your brain. It reduces that operational drag, that constant hum of "must-dos" in the background, allowing you to bring your best, most focused self to the work that truly lights you up.
What NOT to Automate (The 'NOT THAT' List – Protect Your Personal Touch!)
These are the areas where your human insight, empathy, & personalised approach are paramount. Automating these can damage trust, dilute your brand, & make your clients feel like just another number.
Core Client Service & Delivery: The actual coaching, consulting, design work, therapy session – whatever your core service is – that’s your magic. While systems can support delivery (like shared client portals), the core interaction must be you.
Strategic Relationship Building & Networking: Genuine connection can’t be faked by a bot. Personalised outreach, thoughtful follow-ups after networking events, & nurturing key relationships require your authentic voice & presence.
Complex Problem-Solving & Customised Advice: When a client has a unique challenge or needs tailored strategic advice, that requires your brain, your experience, & your ability to think critically & creatively.
Handling Sensitive Client Communications or Complaints: Empathy & nuanced understanding are crucial here. A pre-written script won’t cut it when a client is upset or needs delicate handling.
High-Level Strategic Planning for Your Business: While AI can provide data & insights, the vision, values, & ultimate decisions about your business direction must come from you.
Meaningful Social Media Engagement: Yes, schedule posts, but responding to comments & DMs, engaging in relevant conversations, & building community? That needs your authentic, human touch. People connect with people.
The goal here is to leverage technology to enhance your ability to be human, not to replace it. I learned this the hard way when I tried to automate all of my social media engagement. I set up this elaborate system to auto-reply to comments & even generate "personalized" DMs, thinking I was being super efficient. But what I actually noticed was a sharp drop in genuine engagement – comments dried up, DMs went unanswered, & my follower count stagnated. It felt so impersonal, like I'd sucked the soul out of my brand. That’s a mistake I only made once! It made me realize those authentic, real conversations were the reason people were following me, not just some generic posts.
Beyond the Bots: How Automation Fuels Your Unique Genius & Client Love
When you strategically automate the right things, something magical happens. It’s not just about efficiency; it’s about creating the capacity for brilliance. This is where we see the interconnected pillars of a truly flourishing business come alive – what we at Femmeprenista call the The Business Flourish Framework.
By implementing smart systems, perhaps even integrating intelligent AI tools to really streamline your processes, you create smoother, more efficient workflows. This allows you to get out of the weeds of daily operations & frees up your mental & actual capacity. Suddenly, you have more space to focus on your unique genius – that special something only you can bring to your clients. You can invest more time in deepening those client relationships, offering that extra touch of brilliance, & providing truly transformative experiences.
And let’s not forget the impact on you. Reducing operational drag & feeling more in control of your business significantly boosts your well-being. It means less stress, more energy, & the ability to build a business that truly energises rather than drains you. This is crucial for long-term sustainability & frankly, for enjoying the journey!
Getting Practical: Smart Automation for Your Business Stage
The "how" of automation looks different depending on where you are in your entrepreneurial journey.
For You Foundation Builders: Starting Strong & Simple
If you’re in the early stages – perhaps validating your idea, just launching, or getting those first precious clients – the thought of complex systems can be terrifying. Don’t worry! The key here is to start with simple, high-impact automations.
Focus on One Key Timesaver: Pick the one repetitive task that drains you the most. Is it scheduling? Start with a free or low-cost scheduling tool. Is it sending the same welcome email over & over? Set up a simple autoresponder in your email marketing platform.
Embrace Free & Freemium Tools: There are so many fantastic tools out there that offer free plans for beginners. Don’t feel pressured to invest heavily straight away.
Standardise First, Automate Second: Before you can automate a process, you need to have a clear process! Map out simple workflows for things like client intake or follow-up, then look for tools to support them.
Actionable Tip: Choose ONE area this week. Maybe it's setting up a simple online scheduler. The relief you’ll feel from automating just one thing can be immense & build momentum.
If you're a Foundation Builder looking to get clear on these foundational elements & create a solid action plan, our Spark Program Page is designed to help you do just that, guiding you to establish those essential first systems.
For You Scaling Leaders: Optimising & Elevating Your Systems
If you’re an established entrepreneur with consistent clients & you’re looking to grow sustainably, your focus will be on optimising existing systems & potentially integrating more sophisticated solutions.
Audit Your Current Processes: Where are the bottlenecks? What’s still too manual? Where can AI offer genuine leverage, not just novelty?
Integrate Your Tools: Look for ways to make your different software "talk" to each other (e.g., using Zapier or native integrations) to create seamless workflows from lead capture to client delivery & beyond.
Explore CRM Capabilities: A robust Customer Relationship Management (CRM) system can become the central hub for your client interactions, marketing, & sales processes, with powerful automation features.
Consider AI for Insights & Personalisation (Smartly!): AI tools can help analyse client data for better insights, assist with drafting initial content (which you then personalise!), or even help manage customer service inquiries at a basic level, freeing your team for complex issues. For instance, use AI to analyze customer service inquiries to identify common pain points & improve your onboarding process.
Example of AI for Scaling Leaders: Imagine you're using AI to analyze customer feedback on a service. AI identifies that a key challenge clients have with one of your onboarding processes is uploading documents from their phones. From this insight, you can create a simple Loom video on "How to Upload Documents Easily from Your Phone." This not only provides a quick fix, it also boosts trust from existing clients & shows potential clients that you are thinking of new ways to improve your service.
Example of AI for Personalisation: Perhaps you are running a paid ad to a list. AI is able to read your clients' history for each of those users, including surveys, emails, and past interactions on the platform. You are then able to create hyper-personalised email sequences based on client interests, as identified by their actions & responses. The key is practical AI that enhances, not replaces.
Actionable Tip: Identify one process that feels clunky or inefficient. Could a CRM or an integration tool smooth it out? Could a specific AI application genuinely save you or your team significant time without sacrificing quality?
For Scaling Leaders ready to implement these more advanced strategies, build truly smart systems, & leverage AI effectively to create more freedom & impact, our Momentum Coaching Page offers dedicated, high-touch 1:1 support to help you tailor & implement these systems for sustainable growth.
It’s Your System, Own It: Choosing Tools That Truly Serve You
One of the most empowering things I’ve realised, both as a CEO & from my MBA studies, is the profound importance of personal responsibility in every aspect of business & that absolutely includes your systems. It’s tempting to jump on the bandwagon of the latest AI tool everyone’s raving about, or to implement a system because someone else said you "should."
But here’s the thing: the best system for your business is the one that aligns with your values, your way of working, & your clients' needs. It’s the one you understand, can manage (or can effectively delegate the management of), & that genuinely makes your life easier & your business better.
Don’t be afraid to:
Start Small & Iterate: You don’t need the all-singing, all-dancing solution from day one. Test tools, see what works, & refine as you go.
Ask "Why?": Before implementing any new automation or AI, ask yourself: Why do I need this? What specific problem will it solve? How will it tangibly improve my business or my client experience?
Prioritise Simplicity & User-Friendliness: Especially if you’re not a tech whiz ( & most of us aren’t!), choose tools that are intuitive & easy to use. Complexity is the enemy of consistency.
Remember Your Humanity: No matter how sophisticated your systems become, never let them overshadow the personal, human connection that is the hallmark of a successful service-based business.
I often think back to my own journey, from selling sweets in the playground to navigating complex corporate structures at places like Apple, & now leading Femmeprenista while pursuing my PhD. Each stage has taught me the value of questioning the status quo ("Is this really the best way of doing things?") & taking ownership of finding solutions. Your systems are no different. I often think of the core belief of Steve Peters from The Chimp Paradox: “Don’t be disheartened if you have setbacks; instead learn from them & always celebrate any successes. Remember: you always have a choice.”
The Femmeprenista Way: More Time, More Impact, More You
Ultimately, embracing smart automation & AI isn't about chasing trends. It's about strategically designing a business that supports the life you want to live. It’s about moving beyond the generic hype to find practical, impactful applications that free you up to do your best work, connect deeply with your clients, & still have energy left for your family & yourself.
It's about creating more efficiency and more personal connection. More flow, & more flair. More focus, & more fuel. That’s the intelligent way to automate. That’s the Femmeprenista way.
So, what’s one small, smart step you can take this week to automate a task & reclaim a little bit of that precious time? I’d love to hear in the comments below! What's one system you're grateful for?
Carlene Nisbett
Founder & CEO, Femmeprenista (Coach, Mentor, Speaker)
Wife, Mother of four, Business Owner, PhD Researcher, Pet mom, Plant mom, 5'0" tall Passionate Multitasker & Wine Lover, You get the drift
P.S. This workbook is just the beginning!
If you're looking for a supportive community of like-minded female entrepreneurs who get it, why not pop over and say hello?
We'd love to welcome you!
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