Apr 28, 2025
Automation of business workflows:
Do you know the feeling of running in a hamster wheel all the time? You work 60 hours a week, have a thousand to-dos in your head, and still feel like you're not making real progress? While other coaches calmly increase their revenues, you struggle with chaos in scheduling, forgotten follow-ups, and the eternal madness of administration.
Here’s the hard truth: You’re not working too much because your business demands it. You’re working too much because your processes demand it. The difference? Huge.
Imagine your appointments are scheduled automatically, your offers are sent out without your input, and your clients go through a professional onboarding – while you focus on what your clients really book you for: your expertise.
In this article, I will show you why automating business processes is the key to more time, less stress, and higher revenues – and how you can finally break free from the cycle of overwork.
Why so many coaches & consultants are stuck in the process trap
The 3 biggest time-wasters in your business
Manual appointment scheduling: You write back and forth, check calendars, send confirmations, and remind people of appointments. What should take 2 minutes turns into a 20-minute marathon of emails and coordination.
Chaos in onboarding and offboarding: New clients receive their documents by email, you explain the same processes for the hundredth time, and regularly forget important steps. The result? Confused clients and an unprofessional impression.
Recurring tasks without a system: Writing invoices, sending follow-up emails, maintaining customer data – all manual, all time-consuming, all prone to errors. You spend more time on administration than on what you really excel at.
Why "more hustle" is not the solution
Many coaches think: "I just need to work harder, then it will be fine." This is the biggest misconception in business. Scaling does not mean more work – scaling means smarter work.
The hamster wheel problem does not arise from insufficient effort, but from a lack of clarity and systems. As long as you handle every process manually, you will always hit your personal time limits. No matter how motivated you are.
The role of clarity and systems is crucial: Only when you understand which processes really eat up your time can you tackle them specifically. And this is where automating business processes comes into play.
What does "automating business processes" actually mean?
A simple definition
Automating business processes means: Recurring tasks are taken over by software, allowing you to focus on strategic and creative activities. It’s not about robots taking over your business – it’s about technology handling the boring, time-consuming tasks for you.
We differentiate between simple automation (a tool performs a task) and intelligent automation (various tools work together and even make simple decisions).
Examples of automatable business processes (practical!)
Appointment scheduling with Calendly + automated follow-up email: Your client books an appointment themselves, automatically receives a confirmation with all important information, and is reminded the day before. You do: nothing.
Automated quotation and invoicing: After a consultation, an individual quotation is automatically generated and sent. Upon acceptance, the invoice is automatically created, and the client is entered into the CRM.
CRM automation: New contacts automatically receive tags based on their origin, are entered into email series, and go through a defined pipeline. All relevant team members are automatically informed.
The 4 biggest benefits for coaches & consultants – when you automate correctly
1. You immediately regain time
The most obvious advantage: What used to take hours is now done in minutes or runs completely in the background. Our clients typically regain 8-15 hours per week – time they can use for client acquisition, product development, or just taking a break.
2. You reduce errors and forget nothing
Manually performed tasks are prone to errors. Sometimes you forget a follow-up email, sometimes you send a quote to the wrong address. Automated processes are consistent and reliable – they don’t have bad days.
3. You appear more professional & organized
Clients notice immediately if you have your processes under control. Automatic confirmations, timely reminders, and well-thought-out onboarding sequences convey competence and trust. You stand out from the crowd that still relies on manual processes.
4. You can scale more easily – without working more
The game-changer: With automated processes, you can take care of more clients without investing more time. Your systems grow with your business – you do not necessarily have to increase your working hours.
Success story: A client of Claviso regained 12 hours per week through 3 targeted automations – and finally got some space to think. Instead of constantly drowning in administration, he can focus again on what he enjoys: coaching his clients.
How to find the processes you should really automate
The 80/20 rule for your business
Not every process needs to be automated. Focus on the 20% of tasks that consume 80% of your time. These are usually repetitive, manual, and low-value activities – perfect candidates for automation.
Ask yourself: What tasks do you perform the same way at least 3 times a week? What activities could you theoretically explain to an intern? Those are your automation candidates.
Claviso Method: The 3 types of processes
Administrative processes: Invoicing, appointment scheduling, document management, customer data maintenance. These processes do not directly generate revenue but must be done.
Marketing/Sales processes: Lead nurturing, follow-up sequences, creating offers, pipeline management. Here, you can not only save time by automating but also increase your conversion rate.
Client processes: Onboarding, regular check-ins, gathering feedback, offboarding. Automated client processes improve the customer experience and reduce your support efforts.
Quick check for your business (mini self-test)
Repetition test: What task do you perform at least 3 times a week the same way?
Time-waster test: What do you spend time on daily without providing direct client value?
Error source test: In which tasks do you frequently make small mistakes or forgetfulness?
Scaling test: Which tasks would disproportionately cost more time with more clients?
Delegation test: What activities could you theoretically explain to an assistant?
If you answer "yes" to at least 3 questions about one task, it’s a perfect candidate for automation.
Tools & technologies we use at Claviso
Make.com: The heart of our automations. Make connects various tools and creates complex workflows. From simple email forwarding to intelligent customer segmentation – Make makes it possible.
GPT integration: Artificial intelligence for intelligent text and decision automation. Automatic quote generation, personalized emails, or even handling simple customer inquiries – GPT makes your automations really smart.
Zapier & n8n: Depending on the use case, we also rely on these platforms. Zapier for simple automations, n8n when more flexibility is needed.
Complementary tools: GoHighLevel for CRM and marketing, Airtable for data management, Notion for documentation – depending on your specific needs.
The nice thing is: You don’t have to master all the tools. We find the right combination for your business and set everything up so it simply works.
[This is how we specifically support you at Claviso →]
Why you shouldn't do everything on your own (anymore)
You are not too slow – your system is overloaded. Many coaches think they are just not efficient enough. But the problem isn’t you, it’s your processes. Even the fastest sprinter loses to a car – not because he is too slow, but because he is using the wrong mode of transportation.
What a bad process really costs you: A manual invoice takes 15 minutes, an automated one takes 0 minutes. With 20 invoices per month, you save 5 hours – that’s 60 hours a year. At an hourly rate of €100, you are wasting €6,000 annually. Just for invoices.
The most dangerous illusion: "I’ll do it myself quickly": This thought not only costs you time but also hinders your growth. Every minute you spend on administration is one less minute for client acquisition, product development, or strategic planning.
The truth is: Professional automation is not an investment in convenience – it’s an investment in your business growth.
Do you want to know which processes you can automate immediately – without stress, without tech overload?
Book our automation check for free
We analyze your current workflows and show you live where you waste time and money. In 30 minutes you get:
✅ An analysis of your biggest time-wasters
✅ 3 concrete automation opportunities for your business
✅ A roadmap on how to implement your first automations
✅ Clarity on which tools truly fit you
No sales event – just valuable feedback for your business.
[Book your free automation check now →]
Time is your most valuable asset. Don’t waste it on tasks that a system can handle for you.
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