How to Determine if You Need an Automation Makeover

Do your Current Systems Still Fit your Business?

Nancy Gaines Business Productivity Expert

Automation is the ability to use systems and processes to simplify repeatable tasks. It frees up time so you and your staff can work on the important tasks that grow your business. Automation also helps ensure consistency and reduce mistakes that can occur when structure is missing.

If you are looking to sharpen your business execution, it may be time for an automation makeover. Here are a few practical ways to determine where to update or add systems and automation in your company.

Makeover Tip #1 – Tally Your Activity

Anything you do more than twice needs a system. Anything you do more than three times should be automated. Start tracking what activities you are doing on a repetitive basis as these are strong candidates for optimization. Review the list and identify what can be replaced with a tool, technology, or person.

Makeover Tip #2 – Create Checklists to Automate

A simple, free, and non-technical efficiency tool that is often overlooked is the checklist. This is one of the most basic systems that will save you time and money while providing more consistent results. Checklists are ideal for duplicating yourself because they allow someone else to do the work exactly as you desire. This makes delegation smoother so you are free to work on activities that are the highest and best use of your time. Here's an example from Hubspot for a 90 Day Framework for Content Teams.

Makeover Tip #3 – Identify Outdated Systems

You may have formal systems in place, but notice that your team ignores some of the steps. This is an indicator that the process may be outdated or in need of a tune up. Most likely, your team has found a more efficient or easier way of doing something that achieves the same results. Sometimes, what worked initially with a process no longer applies or the environment morphs. Periodically, you should perform a systems review to determine if any changes are required. Don’t be so attached to the original system that it becomes a liability instead of an asset. Be open to change

Makeover Tip #4 – Level up Your Consistency

There’s always room for improvement in every company. Candidly assess your business in the five system areas – Sales, Marketing, Team, Operations, and Finances – and tweak anything that needs more consistency with systems or automation. The goal is to improve accuracy while gaining more free time to focus on growing the company. Little improvements in a few areas can have a substantial impact on your bottom line.

I encourage business leaders to do an automation makeover every 6 months. This will keep your company running in an optimized manner so it generates higher profitability. When you have automation, you just set it and forget it.


Need a more in-depth assessment of your systems and automation? At Gain Advantages, we are excellent at observation and can quickly determine strategies to guide your company to the next level. We evaluate your systems for lead generation, sales conversions, customer care, product development, pricing, follow-up, and more. Click for your free guide.

Nancy Gaines

Nancy Gaines is CEO/Founder of Gain Advantages Inc. and has been advising small businesses and Fortune 100 companies how to increase revenues through proven systems for almost two decades. She is a best-selling author and international keynote speaker. Nancy has been named in the Top 100 Productivity Experts to follow on Twitter and has a global podcast downloaded in over 95 countries. Her main focus is creating business processes with actionable steps so her clients achieve more consistency, ease, and ultimate success.