8 Automation Tools For Effective Business Operations – Expert Opinions

In a quest to uncover the most effective automation tools used in the business world, we asked eight professionals, including founders and Marketing Heads, to share their go-to tools. From Zapier for automating tasks across platforms to Calendly with automating the scheduling process, discover the nine tools these leaders swear by and how they're using them to streamline their operations.

• Zapier: Automating Tasks Across Platforms

• TextExpander: Templated Text for Efficiency

• Slack: Streamlining Communication and Tracking

• Trello: User-Friendly Project Management

• Descript: Streamlining Podcast Production

• HubSpot's Sequences: Efficient Proposal Management

• Monday.com: Maintaining Active Sales Pipeline

• Calendly: Automating Scheduling Process

Zapier: Automating Tasks Across Platforms

With Zapier, you can set up "Zaps" that automate specific tasks between various software platforms. For instance, you can connect your CRM to your email marketing tool so that new leads are automatically added to a nurture campaign. Or, you can link your social media management tools to your analytics software to easily track engagement metrics.

In more advanced use-cases, you can use multi-step Zaps to perform several automated actions in sequence. For example, when a prospect fills out a web form, Zapier can add their details to your CRM, enroll them in an email sequence, notify your sales team on Slack, and even schedule a follow-up task.

John Cammidge, Google Advertising Expert, John Cammidge Consultants

TextExpander: Templated Text for Efficiency

I am a huge fan of TextExpander. It's very simple, but it provides templated text snippets that can be placed into any location on your computer. This means that you can store templates, as well as quick content you may throw into other communication. I have a full catalog of my most common responses, besides all my various Calendly links.

Trevor Ewen, COO, QBench

Slack: Streamlining Communication and Tracking

One of the most powerful automation tools I've used is Slack, and it's for two reasons. First, it allows me to easily communicate with my team without having to create a new email chain every time. Second, it allows me to keep track of everything that's happening in my business at any given moment.

I use Slack as an extension of my email inbox—I can use it to send messages to my team members and make sure they're getting things done. It's also great for keeping tabs on what everyone else is working on—if someone has questions about a project, I can check their status right away without having to wait for an email back from them or go hunting through their files.

Zoltan Fagyal, CEO, Not Just Laptops

Trello: User-Friendly Project Management

An automation tool I personally swear by in my business life is Trello. Through my experience as a project manager, I've harnessed its capabilities to enhance our workflow significantly. I use it to efficiently manage projects, delegate tasks, set deadlines, and closely monitor progress. Trello's user-friendly features, such as boards, cards, and automation, enable our team to collaborate seamlessly, making it an integral part of our daily operations.

Tiffany Payne, Head of Content, PharmacyOnline.co.uk

Descript: Streamlining Podcast Production

At our agency, Descript has streamlined our podcast production process, and it's one tool I swear by. 

Descript automates the transcription process, opening multiple avenues for our content (like publishing them as keyword-rich blogs), while saving considerable time in the process. It also empowers collaboration, allowing users to leave comments and make edits directly on the text transcript, saving hours of back-and-forth communication. 

Plus, its automatic noise removal and multi-track editing are game-changers for audio quality. Descript has become a crucial facet of our podcasting success, allowing us to consistently deliver outstanding episodes.

Harry Morton, Founder, Lower Street

HubSpot's Sequences: Efficient Proposal Management

In our digital marketing business, efficiency is critical. Over the years, many tools have promised to streamline operations, but HubSpot's Sequences has truly delivered on this promise. This automation tool has become an integral part of our agency's workflow, particularly for proposal management.

The standout feature for us has been the automatic follow-up mechanism within Sequences. When we send out proposals, it's crucial to maintain momentum and ensure timely communication. 

With HubSpot, we've set up tailored follow-up emails that trigger if there's no response to our initial proposal. This not only saves us a significant amount of time but also eliminates the risk of oversight. Every proposal is answered, ensuring consistent engagement with potential clients and optimizing our conversion opportunities.

Shane McEvoy, MD, Flycast Media

Monday.com: Maintaining Active Sales Pipeline

When keeping an active sales pipeline, it's important to maintain contact with potential customers and develop relationships with existing customers. This can be tricky, even with a directory. The sheer amount of information is overwhelming and requires a system to ensure regular contact without being too intrusive. 

To help us keep an active pipeline, we built our directory on Monday.com and used the built-in automation features to create a system that does the hard work for us. Each contact is listed in the directory, and the automation feature reminds me every six months to get in contact with them. The automation email itself is populated with handy information, including their contact details and the status of the last contact with them, plus any relevant conversation points to help warm up the outreach. 

This automation system has proved instrumental in keeping us connected to potential and existing customers, winning new work, and building on relationships for the future.

Ryan Stone, Founder and Creative Director, Lambda Films

Calendly: Automating Scheduling Process

I love using Calendly as an automation tool in my business life. It helps me save a lot of time by automating the scheduling process for meetings, calls, and interviews. 

With Calendly, I can set up my availability and share my scheduling link with others. They can then choose a time that works for them, and the meeting is automatically added to both of our calendars. Calendly's effectiveness doesn't stop at time savings. Its user-friendly interface and seamless integration with various calendar platforms make it a stress-free choice for both me and my team. It not only optimizes our scheduling but also enhances our overall productivity. 

This tool has been a game-changer for me, as it eliminates the back-and-forth emails and saves me a ton of time. I highly recommend giving Calendly a try if you're looking for a scheduling automation tool.

Luciano Colos, Founder and CEO, PitchGrade