Three roles. One rule each.
Most automations fail because one piece tries to do everything. Mine is split into three kinds of worker, and none of them is allowed to do another's job.
Watchers notice.
They sit on the CRM, the inbox, the phone line, the socials and the calendar. A watcher never acts. It sees something change and hands it on.
- A new enquiry lands in Rex
- Someone comments or sends a DM
- A vendor signs an agency agreement
- A contract reaches a milestone
Doers act.
Each doer has one job and does it properly: reply to the lead, draft the contract, build the brochure, post the video, update the CRM.
- Drafts and sends the first reply
- Builds the signboard, brochure and drop
- Publishes content, then checks it went live
- Writes every step back into the CRM
The gate protects.
Nothing leaves without passing the gate. Duplicates are stopped, late-night messages wait for morning, and anything uncertain is held for me.
- 8,760 duplicate texts stopped
- No client is ever texted at midnight
- Unsure? It's held for a human
- Only Stirling is allowed to text me
The work that used to eat my evenings.
All of it real, all of it running today in my own business. I approve. I don't produce.
Lead response in minutes
A daytime enquiry typically hears back in about ten minutes. A website form gets a phone call back within five, 9am to 8pm, Monday to Saturday. Late-night enquiries are answered first thing next morning, never at midnight.
Every comment and DM answered
Georgie, my SI assistant, answers every Facebook and Instagram comment and DM, and signs as Georgie. Comment a keyword like CLONE and the guide arrives by DM, and the details go straight into my CRM.
The content machine
Videos, carousels, market updates and the weekly newsletter, scripted, designed and scheduled. I record and I approve. It does the rest.
Listings launched from one signed agreement
When a vendor signs, the listing pipeline builds the signboard, the brochure and the letterbox drop, and stages them for my approval.
Contracts drafted
Contracts are drafted for me to check, and every milestone is watched on a schedule, so the paperwork is ready when the buyer is.
CRM kept current
Every call, text, enquiry and appointment is written back into Rex, my CRM, without anyone touching a spreadsheet.
What runs while I'm out with clients.
- 8:15 amMorning digest: what matters today
- 10:00 amFirst round of outbound calls
- Every 15 minNew enquiries picked up and answered
- Every 20 minListing pipeline: boards, brochures, copy
- Every 30 minContracts and milestones checked
- 4:00 pmSecond round of calls
- All daySocial posts published and verified
- OvernightHealth checks. Replies held until morning.
Speaking, training, or a system of your own.
The quickest way is twenty minutes on a call. Tell me what you're running and I'll tell you honestly what's worth automating.