Automation Tools That Save My Agency 10+ Hours Weekly

Running a studio or agency is no small feat. Between managing clients, team tasks, and deliverables, the to-do list can feel endless. Early on at 5Four Digital, I was burning the candle at both ends—until I discovered the power of automation. Implementing the right tools didn’t just save me time; it gave me back my life.

Today, I want to share the automation tools I rely on to save 10+ hours every week. These tools streamline operations, enhance productivity, and let me focus on growing the business instead of being stuck in the grind.

1. Slack + Loom: Communication Without Interruptions

Slack keeps our team connected across time zones, while Loom adds a layer of clarity with quick video updates. Instead of hopping on constant calls, I record Loom videos for project feedback, process walkthroughs, or client updates.

At 5Four, we use Slack channels for specific departments (design, development, leadership) and async Loom recordings to explain complex updates. The result? Fewer meetings, clearer communication, and more focused work time.

Time Saved: 4-5 hours weekly by reducing meetings and streamlining communication.

2. Zapier: Automate the Mundane

Zapier is the secret weapon that connects all the tools you use. For instance, when a client fills out a form on our website, Zapier automatically creates a task in ClickUp, sends a Slack notification, and updates our Notion database.

It’s like having a personal assistant handle the busy work so you can focus on strategy.

Time Saved: 2-3 hours weekly on manual data entry and follow-ups.

3. ClickUp: Project Management That Keeps Us Aligned

ClickUp is the heartbeat of our project management. Every task, deadline, and deliverable is tracked here. The key is automation: we create task templates for recurring workflows, like website launches or content production.

For instance, our "Website Launch Checklist" in ClickUp includes every task, from domain setup to QA testing. These automated workflows ensure nothing falls through the cracks.

Time Saved: 3+ hours weekly by reducing repetitive project setup time.

4. HubSpot: Simplified Client Relationship Management (CRM)

Managing leads, follow-ups, and client interactions can eat up hours if done manually. HubSpot’s CRM automates the process, tracking everything from lead status to email follow-ups.

With automation sequences, I can nurture leads without sending individual emails. For example, new inquiries receive an automated email series that guides them through our services, while I focus on current projects.

Time Saved: 2+ hours weekly by automating client outreach and follow-ups.

5. Google Workspace: Automation Meets Simplicity

Tools like Google Drive, Calendar, and Docs are essentials for collaboration. We take it a step further by automating file organization and meeting schedules. For example, client files are auto-sorted into shared folders via Zapier integrations.

Google Calendar reminders and scheduling tools ensure meetings are efficient and prep time is minimized.

Time Saved: 1-2 hours weekly by automating file management and meeting prep.

The Big Picture

Automation isn’t about replacing people—it’s about freeing your team to focus on the creative and strategic work that drives growth. By implementing these tools, you can reclaim hours every week, reduce burnout, and create a business that works for you, not the other way around.

Want to start automating your agency? My book, Borderless, dives deep into automation and team-building strategies that helped me scale 5Four Digital to seven figures. Grab your copy today!

Here’s to working smarter!