DOORBELLS
ROUTINES
Like a doorbell, it starts when something happens and needs a response.
LEAGUE 3 OF 5 · PROFESSIONAL LEAGUE
AI Automations
An AI automation is something you set up once and it runs on its own, based on the steps you've defined for it. To do this reliably it needs high context, meaning it knows quite a bit about you and your company, and it has more freedom to run and reach the goal.
ContextHow much the AI knows
AgencyHow much it can do
WHO DOES WHAT IN THIS LEAGUE
You
Define the trigger, the steps and the rules, and handle the exceptions it hands back.
The AI
Runs the steps on its own every time the trigger fires, using what it knows about your business.
What it looks like in practice.
Four everyday examples from different parts of a business.
SALES
Every lead, handled in minutes
A new inquiry arrives. It is enriched with company data, scored against your ideal client profile and routed to the right person with a drafted first reply.
FINANCE
Invoices that book themselves
Supplier invoices arriving by email are read, matched to the purchase order and prepared for booking. Anything that doesn't match goes to a person.
DELIVERY
After every client call
The call is transcribed and summarised, the CRM is updated, follow-up tasks are created and a recap email is drafted for review.
MANAGEMENT
The Monday report, without Monday work
Figures are pulled from three systems, assembled into your KPI report and sent at 8:00 every Monday.
Two forms of automation.
The best workflows shouldn't depend on someone remembering to run them.
ALARM CLOCKS
SCHEDULED TASKS
Like an alarm clock, it starts automatically at a set time or on a recurring schedule.
Routines · When something happens
- Lead follow-ups
- Review responses
- Missed-call workflow
- Invoice reminders
- Cancellation win-backs
- Inquiry routing
- Customer onboarding
- Escalation summaries
- Cart recovery
- Churn saves
Scheduled tasks · On a schedule
- Morning briefing
- Weekly product brief
- Competitor watch
- Weekly planning prep
- Inbox triage
- Appointment reminders
- CRM updates
- Market pulse
- System health check
- Weekly metrics pull
You know you're here when…
- Work happens without anyone opening a chat
- Each automation has a clear trigger and defined steps
- You can see a log of everything that ran
- Exceptions land with a named person
Watch out for
- Automating a process that was broken to begin with
- Silent failures when an input changes
- Nobody watching the logs
What it takes to play here reliably
You're in a league when your systems run reliably there, not when you've tried it once. And higher isn't automatically better: the right league is the one that fits the work.
- A documented process
- Connections to the systems involved
- Monitoring and a clear exception path
- A human review step until it's proven
WHERE WE'D START WITH YOU