If you're a business owner and you're interested in using
Zapier to save time, well, we've got some great tips here on
specific zaps, that you can use for remote teams. Now, if you're
working remotely right now, or you've got a flexible workforce,
these are some of the best that we've seen in working with many
business owners all over the world to get Zapier running nice
and swimmingly for their business.
Now, if you're new to the channel, my name is Pete
Moriarty, and I'm the founder of business called it genius. We
help businesses all over the world with Google workspace and
other technology tools to help you and your teams work
remotely, work productively, wherever you are. Now, we've
been in business for over 15 years. And we are the number one
partner for Google in Australia and New Zealand, which is pretty
cool. But we help businesses all over the world with their tech
and making sure that teams are productive. Now today, we're
talking about Zapier, and this is one of my favorite tools for
getting business technology connected and for helping you
and your processes run smoothly inside the business. We take
bits of data from one place and we put them in another place,
and have them all automated and running swimmingly together.
Now, if you're interested in some help, as well, our team can
actually help with that. We help small business owners in
integrating their tech and making sure that all of their
processes are matched by the technology in their business. So
if that's something you need help with, I've got some options
at the end of the video for professional help. So let's jump
into our first tip here. And this is moving emails to task
management. Now, you may be using a CRM system, you may be
using a task system like Asana or Trello. And some of those
actually have the ability to forward an email and create a
task. But what about systems that don't what about if you've
got a CRM customer management system or a database system or
website perhaps, and you're not able to email in? Well, there's
an amazing feature inside of Zapier called the email inbox
and you can actually have data grabbed from that email and
actually placed into a different system. So if that's creating a
task in your task management system, if that is actually
adding a new record to a database, if that is taking
something like an order from an order system, and automatically
creating a task inside of a task system, anything that's on
email, can go straight into Zapier via their Zapier mailbox
pick up now, one of the things I used to use this for is when we
had an ordering system that would spit out email orders, but
we didn't actually have a way of interfacing from that system
into our task management. And so we used to pick up those emails
and automatically create a task in Asana, meaning that anytime
an order came through automatically from the website,
a team would pick it up and process it and never miss
anything. Number two on my favorites apps is getting
notifications inside chat. Now, whether you're using slack,
still I don't know who is or you're using something like
Google Chat, well, you can actually set up for any third
party tools to actually place chat messages inside the chat
via a bot. Or you can actually do it just by the integrations
feature right inside of chat. Now, I'm really happy that
Google launched this when they launched Google Chat, because
this is one of the best features that you can use a public chat
room for. This is the kind of thing where if you make a sale
and your sales system, or maybe if a customer puts in negative
feedback using one of your customer satisfaction rating
tools, you can automatically have that go to the right person
inside your chat application. Now, how we use that is that
anytime a sale goes through from the sales team, we can all
celebrate and you don't give them a good cheer. But if an
escalation comes through, and a customer hasn't had a good
experience with our help desk, that goes automatically to the
leaders room inside of our chat. Now, of course, we want to
celebrate when we do a great job. And so anytime a customer
gives us a thumbs up on our support desk, that goes to the
whole team. And we can all give a high five to the person who
helped out that customer and encourage them to keep doing
great work. Number three is a basic one, but super useful if
you've not already set up. And that's sharing your blog posts
across to your social channels. Now, for many platforms, it
probably makes sense that you're posting native content, but with
the number of platforms that are out there, right now, if there's
a platform that is not particularly your primary
platform, like maybe Twitter is not the primary place for you to
create a blog, but you do at least want a notification to go
out that way. We're using Zapier to actually connect different
platforms from maybe your WordPress site or your LinkedIn
page or your Facebook to different platforms makes a lot
of sense. You can also do things similar to another tool called
If This Then That and actually grab content and grab posts as
they are created and create an archive out of them. Maybe you
want to take information and take data from your social
profiles, and automatically paste those into your Google
Drive for safekeeping or into a Google document. Well, they're
all options between your creation for your content, and
your social channels. Number four is collecting client
feedback, super important in a business. Now, there's a couple
of ways of doing that, whether you're grabbing it via a
customer satisfaction score in a tool such as Heiva, which is one
of the tools that we recommend for Google workspace. Or maybe
you're just connecting from a Google form. And you know,
people can just fill out a Google form at any time, but you
want to move that data into different apps. Some of the
examples of why you might want to do that is if you've got an E
commerce business, and a customer has created a feedback
response and I've shared some feedback in one of your
products, you might want to make sure that that customer is
automatically added to your mailing list, or you might want
to tag them in your customer database. So you know that this
is a customer that's provided feedback. If it's great
feedback, then you might want to add them to a sub list or a tag
list inside perhaps your active campaign or your other CRM
system. And maybe you want to send them special offers in the
future as a thank you. Or maybe you want to even fire off some
automation. Once someone has given that feedback, maybe you
want to check in in 14 days or in 30 days by firing off another
automated email using Zapier if you'd like to ask them, hey, was
this resolved properly for you. And so what that does is it
gives you the opportunity to architect the perfect customer
experience, and have that customer experience, completely
automated and completely managed for you. And not every business
system in the world integrates with the Google ecosystem, and
specifically with Google Calendar. So one thing that
we've seen customers do quite often is whether using a job
management, or a task management system or something in the way
of workflow automation that doesn't yet integrate with the
Google world is using Zapier and the API of that system to
actually talk to Google Calendar. And what that might
look like is if you have a job management system, and you want
to make sure that any job that is approved or created
automatically gets plugged into the calendar of you or your team
members who are actually delivering that job, connecting
the two via Zapier might be the way to do that. And I love doing
this. Because when you have one single source of information,
makes your whole life a whole lot easier. And so for your team
members, just having one calendar where they can see all
of their internal meetings, but also external jobs, if it's
something that they're needing to do outside the business,
having them all in one place makes it nice and simple. And
also, they've got access on their mobile phone as well. Next
up is a great one for anyone who works in the design industry,
whether you're an architect, graphic designer, or someone
who's working with large and important files that are coming
through into your email inbox. And that is to automatically
save your email attachments into your Google Drive, or
potentially into a different system. One of the things that
customers often find working in these industries is that
attachment management can turn into a little bit of a
nightmare. And if so if you have one Dropbox, where attachments
are placed into, and then someone's job to move those
files into the right folders and into the right project files, it
means that everyone on your team working in Google Drive, or
using Google File Stream on their computer can much easily
access anything rather than having to dig through each
other's inboxes or forward emails constantly between your
different team members. One of the biggest requests that we get
from customers is recording data into Google Sheets. And this
could be any kind of data. But the important thing to
understand is making sure that you have the right data for you
to be able to actually gain insights from there. Now this
may be something as simple as getting leads from your website
and automatically having them entered into a Google Sheet. It
might be tracking things that happen online, like maybe on
your LinkedIn, or maybe invoices going out in your Xero or even
records happening in your CRM system. Now the reason why we
might be using Zapier for that, instead of doing that manually,
is I'm always a fan of using automated data controls. Rather
than doing things manually, it removes the issue of human
error. And it makes sure that your data set is going to be
cleaner when it comes time for analysis. Now, for example, you
might want to dump every single invoice that goes out on a
particular week or a particular month, and have that
automatically going into a sheet on a batch file. And that would
be the kind of thing where you could run graphs or reports or
create charts from. But when you know that that's happening on an
automated basis, and no one has to spend the labor time doing it
manually, you're not only going to have accuracy, but you're
going to have much more efficiency as well. And so if
you think about the way that Google work as a business, and
as an organization and us working very closely with
Google, this is how we know that they work, they collect a lot of
data, more data usually than is needed. And that data then has
the opportunity to gain insights from and that's when the AI and
machine learning features start to really come to life. When you
have large data sets of lots of data. And you let Google's
automated tools start to look for insights from that data. You
can check out one of our other videos, we recorded recently on
the best tools of Google's AI features, and their machine
learning features right inside Google spreadsheets to get a
feel for that. My final tip. And tip number eight is helping to
automate the onboarding of new team members. Or it might even
be automating the onboarding of a new client. Now, we would
trigger this with something like a task inside of a sauna. Or
maybe we even send an email to a particular email address to
trigger this task. But this is the kind of thing where you have
a complex task or a complex set of tasks, and you want them to
all happen in sequence, you might be creating a folder
inside of Google Drive, and simultaneously creating a new
task inside of a salary or other task management system. You
might create a record somewhere in your customer database, and
if all of these things need to happen in sequence and together
at the same time, and maybe you want to make sure that all the
data is entered correctly across your different systems. Well,
this is a great way for you to automate it using Zapier.
because there'll be a can have multi step processes and even
you know, filters and conditional logic and some of
the steps as well. That means that once you set this up once,
each time you onboard a new customer, a whole lot of the
manual work can be done automatically. And it saves
someone having to go through a manual checklist to make those
things happen when it's automated. I hope you enjoy
these tips. And I'd love to know, what are your favorites.
And also, if you have any suggestions of a killer tip for
using Zapier in a business that we didn't cover in this video,
drop them in the comments below. And if you have any questions,
we'll do our best to answer them. If you're already a
customer who's using Google workspace, we might be
interested in our transfer in offer doesn't cost you anything
extra. But it does give you access to amazing training
videos, some light professional support from our team, and the
opportunity to become a concierge member for even more
benefits. If you're interested in getting more from the Google
workspace ecosystem. I thoroughly recommend you check
out our transfer in offer job on the link below. There's nothing
that you need to do to pay more or for it to be any extra effort
on your past. Pay the same only a couple of minutes to get set
up and our team will be able to help you and your team get more
out of your investment and Google workspace. Now if you'd
like some help getting Zapier set up for your business, or
implementing any of the recommendations that I've shared
here in this video, you might be interested in considering
becoming a part of our concierge membership. Our team will help
create and craft these apps for you. They'll implement them so
you don't spend your time doing that as a business owner. If
you're interested in getting access to a professional team to
implement these for you, we can make it much easier than you
spending hours of your time getting this done. And we do it
all for one fixed yearly fee and your membership. If you're
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