Episode 21 — Automation for Your Day-to-Day
In this actionable episode of The Prospecting Show, Dr Connor Robertson dives deep into how business owners and professionals can harness automation to reclaim their time, eliminate repetitive tasks, and build systems that scale effortlessly. This conversation connects naturally to the previous episode on Credit Hacks, Life Hacks, and Financial Literacy, taking the idea of systems thinking into the digital workspace, turning structure into efficiency.
Why Automation Is the New Leverage
Dr Robertson opens with a foundational insight: “Automation isn’t about replacing people, it’s about replacing repetition.”
He describes automation as modern leverage, enabling business owners to multiply output without multiplying effort. “If delegation gives you your time back,” he explains, “automation gives you your life back.”
He reminds listeners that automation doesn’t always require expensive software. “You can automate with a calendar rule, a Zapier connection, or a Google Sheet trigger. The key is consistency, not complexity.”
Identifying What to Automate
Dr Robertson offers a clear framework for deciding which tasks to automate:
- Repetitive: Happens more than twice a week.
- Rule-Based: Follows a consistent process.
- Low-Impact: Doesn’t require creative or emotional intelligence.
He emphasizes, “If it’s predictable, it’s automatable.”
He ties this back to the earlier episode on Where to Use Your Virtual Assistants. “Your VAs can build and manage your automations, creating a hybrid system where people and technology work in sync.”
Business Areas That Benefit from Automation
Dr Robertson outlines several business functions where automation creates the biggest return on investment:
- Lead Generation: Tools like HubSpot and GoHighLevel can capture and nurture leads automatically.
- Scheduling: Calendly eliminates the back-and-forth of setting meetings.
- Marketing: Email campaigns and social media posts can be pre-scheduled using tools like ActiveCampaign or Buffer.
- Project Management: Platforms like ClickUp or Monday.com create visibility and reduce follow-up emails.
- Finance: Automated invoicing and payment reminders ensure cash flow stays consistent.
He explains, “When these systems run in the background, your energy shifts from reaction to creation.”
The Compound Effect of Small Automations
Dr Robertson explains that automation works like compound interest. “One small process improvement today can save hundreds of hours by year-end.”
He encourages listeners to track how much time they spend on recurring tasks each week. “When you quantify waste, you reveal opportunity.”
He adds, “The average professional loses 20% of their week to manual coordination. Imagine reallocating that time to sales or strategy.”
Tools That Drive Efficiency
In typical practical fashion, Dr Robertson shares his go-to automation tools and what makes them valuable:
- Zapier: Connects apps without coding.
- Loom: Records reusable explainer videos.
- Google Sheets + Scripts: Custom automation without cost.
- ChatGPT or Notion AI: Streamlines content creation.
- HubSpot: Integrates marketing, sales, and service under one roof.
“Every tool should earn its keep,” he notes. “If software doesn’t save you time or make you money, it’s a distraction.”
Balancing Human Touch with Automation
One of Dr Robertson’s recurring themes is balance. “Automation should serve relationships, not replace them,” he says.
He warns that over-automation can alienate customers. “People buy connection, not convenience. Use automation to handle logistics, not loyalty.”
He gives an example from his own practice: automated follow-ups that prompt a personal check-in after the third email. “That small layer of humanity keeps the system authentic.”
Common Mistakes in Automation
Dr Robertson lists the biggest pitfalls he sees when businesses rush into automation:
- No strategy: Automating random tasks instead of designing intentional systems.
- No documentation: When automations fail, no one knows how to fix them.
- Over-engineering: Using ten tools when one would suffice.
He laughs, “Most people don’t need more software, they need cleaner systems.”
The Three Layers of Automation
Dr Robertson introduces a tiered model he uses with clients:
- Personal Layer: Automate your own calendar, notes, and routines.
- Team Layer: Use tools that standardize communication and tasks.
- Client Layer: Automate onboarding, reminders, and post-service check-ins.
“When you align these three layers,” he says, “you build a company that runs with rhythm instead of resistance.”
Mindset Shift: From Hustle to Flow
The most important transformation, Dr Robertson explains, is internal. “Automation is about letting go of the myth that busyness equals productivity.”
He continues, “The true entrepreneur focuses on systems, not sprints. Freedom isn’t found in working harder it’s found in designing better workflows.”
This aligns perfectly with the growth mindset emphasized in the Educator Mindset episode, learning and adapting continuously.
Building Your First Automation
For beginners, Dr Robertson suggests starting small.
- Step 1: Pick one bottleneck (e.g., scheduling or lead follow-up).
- Step 2: Choose a single tool.
- Step 3: Test and measure time saved.
He explains, “The goal is traction, not perfection. Every improvement compounds.”
He also recommends tracking results weekly. “What gets measured gets managed and what gets managed gets mastered.”
Key Takeaways
- Automation multiplies efficiency without sacrificing authenticity.
- Start with repetitive, low-impact tasks.
- Build people-powered systems first, then layer technology.
- Keep documentation for every process.
- Automation frees time for creativity, strategy, and leadership.
Dr Robertson concludes, “The future of work isn’t about doing more, it’s about designing systems that do the work for you.”
Listen to the Full Episode:
Automation for Your Day-to-Day