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#114 · $350K/M AI Automation Expert Answers Questions For 80Mins

youtube ↗Agency Operations

When you first started creating automations, how did you stay organized?

I was not organized at all—probably the least organized person, and I probably still am. I operated entirely using my Gmail as my to‑do list and project manager, using labels. I cared more about just getting up and running than making it perfect. My disorganization was kind of my strength because it let me go to market really fast and start selling. Later, when I had enough money, I could pump the brakes, look at the $20,000 I made last month, and spend a week just organizing everything. It’s much easier to spend that time organizing when you’re in a position of strength (i.e., you have revenue) than when you have no money.

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youtube ↗Agency Operations

How do you stay organized and keep up with daily tasks?

I’m not naturally organized and often let tasks slip through the cracks—I’ll forget things for weeks and have to reshuffle my to‑do list constantly. Even with more money and the ability to delegate, I still struggle to stay on top of daily work. I try to improve my systems, but at the end of the day I’m just figuring it out like anyone else.

organizationproductivitytodo list
youtube ↗Agency Operations

What software do you use to keep everything organized?

I use a platform called Godspeed as a simple to‑do list and project manager, and ClickUp for agency work. I try to keep the number of platforms low to reduce complexity and avoid getting screwed over by too many tools.

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youtube ↗Agency Operations

How do you manage to keep track of all the things you want to improve about your business? Is it just in your head or do you have a complex system? How many things do you manage week to week (Google Sheets, notes, etc.)?

Managing everything can get chaotic. I don’t have a fancy CRM; I’m pretty disorganized. My Google Drive is filled with countless files with little naming conventions. I’m good at taking ideas from conception to a minimum viable product quickly, but after that it often becomes a mess. For example, a couple of hours ago I responded to 92 DMs for Maker School without any system—I just opened the DMs tab and worked through them top‑to‑bottom, which I do every few days. Most people at my level would have a proper CRM, support tickets, a refund person, etc., but I don’t. Realistically I probably have around 50 Google Sheets and 100 notes. To keep track, I use a note‑taking app called Godspeed. I write a line like “respond to school DMs,” and it creates a giant to‑do list that I see each morning. You can use any tool you like—Apple Notes, Google Docs, etc.

task managementgoogle sheetsautomation
youtube ↗Niches

Most automation discussions focus on agents, email marketing, and content creation. Do you think there's a big opportunity in optimizing internal processes instead — like a CRM automation streamlining a Google Drive/Workspace setup for a contractor or PM? How does that space compare to those other trends?

There's a ton of opportunity here — you could build a fully successful business just optimizing internal processes; that was most of what Left Click did in its first year working with my old business partner. I later shifted primarily to growth systems because they make more money, but that doesn't mean internal-process optimization isn't also lucrative — think of it as top-line versus bottom-line. If a company makes some amount of revenue at the top, they only keep a subset of that as profit. Growth work adds to the top line; internal-process optimization mostly improves margin on what's already coming in (though it's not purely margin — faster internal processes also improve throughput, meaning you can push more customers through the same system, which does affect the top line too).

internal process automationmargin vs growthpositioning