In the fast-paced Australian business landscape, time is quite literally money. If you find yourself bogged down by repetitive admin tasks or manual data entry, your business isn't running as efficiently as it could be, which ultimately stunts your growth and eats into your profit margins.
Optimising your workflows isn't just about working harder; it’s about working smarter by using modern tools and logical processes to free up your headspace for high-value tasks like strategy and client relationships. This guide will walk you through the exact process we use at Local Marketing Group to help our clients reclaim hours of their week.
Prerequisites: What You’ll Need
Before you begin, ensure you have the following ready:- A clear list of your current daily tasks: Everything from answering emails to invoicing.
- Access to your software stack: Logins for your CRM, email, accounting software (like Xero or MYOB), and project management tools.
- A 'Process Mindset': Be prepared to question why you do things a certain way.
- A mapping tool: This can be as simple as a whiteboard, post-it notes, or digital tools like Lucidchart or Miro.
---
Step 1: Audit Your Current Daily Activities
You can't fix what you haven't measured. For the next three business days, log every single task you perform and how long it takes. Don't leave anything out—even that "quick five-minute check" of Facebook comments counts. What you should see: A spreadsheet or list that reveals where your time is actually going. Most Australian business owners are surprised to find they spend up to 40% of their time on low-value admin.Step 2: Identify the 'Friction Points'
Look at your list and highlight tasks that feel like a chore, take too long, or involve moving data from one place to another (e.g., copying lead details from a website contact form into a spreadsheet). These are your primary candidates for optimisation.Step 3: Map the 'As-Is' Process
Choose one specific workflow (like 'New Client Onboarding'). Draw a flowchart of every single step that happens from the moment a lead says "Yes" to the moment they receive their first service. Screenshot Description: Imagine a flowchart starting with an email, leading to a manual invoice creation in Xero, followed by a manual calendar invite, and ending with a hand-typed welcome email.Step 4: Apply the 'Eliminate, Delegate, Automate' Framework
Review every step in your map and ask:- Eliminate: Do we actually need this step? (Example: Sending a manual 'thank you for your payment' email if Xero already does it automatically).
- Delegate: Can someone else do this? (Example: Using a virtual assistant for data entry).
- Automate: Can a software tool do this? (Example: Using Zapier to connect your website form to your CRM).
Step 5: Standardise Your Communications
One of the biggest time-wasters is writing the same emails over and over. Create a library of 'Canned Responses' or templates for common enquiries, quotes, and follow-ups. Ensure they use your brand voice but leave placeholders for personalisation (e.g., [Client Name]).Step 6: Centralise Your Data
If your customer information is spread across post-it notes, Excel files, and your phone contacts, you are losing efficiency. Choose a central 'Source of Truth'. For most Australian service businesses, this should be a CRM (Customer Relationship Management) tool like HubSpot, Pipedrive, or Monday.com.Step 7: Choose Your Automation Glue
To make different softwares talk to each other, you need a bridge. Tools like Zapier or Make.com are industry standards. They allow you to say: "When this happens in my Gmail, do that in my Project Management tool."Step 8: Build Your First 'Quick Win' Automation
Don't try to automate your whole business at once. Start with a simple 'Lead Capture' automation.- Trigger: New submission on your website contact form.
- Action: Automatically create a 'Deal' in your CRM and send an internal notification to your mobile.
Step 9: Optimise Your Financial Workflow
Ensure your bank feeds are connected to your accounting software (Xero or MYOB are the local favourites). Set up 'Bank Rules' so that recurring expenses are matched automatically. This can save hours of manual reconciliation at the end of the month.Step 10: Implement a Project Management Tool
Stop managing projects via your inbox. Move tasks into a tool like Asana, Trello, or ClickUp. This allows you to see the status of every job at a glance without having to dig through email threads.Step 11: Create Standard Operating Procedures (SOPs)
For the tasks that must be done manually, write down a step-by-step guide or record a quick video using Loom. This ensures that if you hire a new staff member or a contractor, they can perform the task exactly how you want it done without you needing to supervise.Step 12: Test and Refine
Run your new workflow for a week. Ask your team for feedback. Is the new system actually faster? Are there any bugs? It’s common for an automation to need a slight 'tweak' after the first few runs.---
Pro Tips for Efficiency
- Batch Your Tasks: Instead of answering emails as they arrive, set two 30-minute blocks per day to clear your inbox. This prevents 'context switching' which kills productivity.
- Use Australian-Friendly Tools: When choosing software, ensure they support Australian date formats (DD/MM/YYYY) and GST requirements to save headaches during tax season.
- The 2-Minute Rule: If a task takes less than two minutes, do it immediately. If it takes longer, schedule it or automate it.
Common Mistakes to Avoid
- Automating a Broken Process: If your manual process is messy, automating it will just make the mess happen faster. Fix the logic first, then automate.
- Over-complicating: Don't use ten tools when two will do. Keep your 'Tech Stack' as lean as possible.
- Forgetting the Human Touch: Automation is for admin; humans are for relationships. Never automate a task where a personal touch adds significant value to the customer experience.
Troubleshooting Common Issues
- The automation didn't trigger: Check your 'API connections' in Zapier. Often, a password change in one app will disconnect the link.
- Data is missing in the CRM: Ensure your form fields are 'mapped' correctly. For example, make sure the 'Phone Number' field on your website is sending to the 'Phone Number' field in your database, not the 'Notes' section.
Next Steps
Now that you've mapped and started optimising your workflows, the next step is to look at your digital presence. Efficiency behind the scenes is great, but you need a steady stream of leads to feed those new systems!If you need help setting up advanced automations or integrating your marketing with your CRM, the team at Local Marketing Group is here to help. Contact us today for a workflow audit.