What do Tony Stark’s Iron Man suit, the assembly line at Ford, and 2023 Jordan Ostroff have in common? They all rely on systems, technology, and automation to solve problems and save time. As much as we’d like to believe people can handle every task, sometimes it’s better to step back and empower our staff to do what they need to do and do it correctly while they don’t get bogged down in other things.
Tony Stark might have built the Iron Man suit, but even he knew the power of letting tech handle the heavy lifting so he could focus on the big-picture threats. In real life, Henry Ford revolutionized manufacturing by introducing the assembly line, which didn’t just speed up production but made it more efficient and reliable. And for me? Well, I’ve learned that tech and automation can solve problems I thought only people could handle.
Last week, we talked about how you can delegate, train, hire, and outsource to solve your business problems. This week, we’re tackling the solutions that don’t involve people. It’s time to look at the other side—automating, tech-ing up, and, my personal favorite, just cutting things altogether.
Let’s dive in.
1. Systematize (Create a Repeatable Process)
Pop Culture Example: Doc Brown didn’t just build a time machine and wing it. He created a system—set the time, set the destination, and hit 88 mph. Consistency is key when you’re messing with the space-time continuum.
Real Example: McDonald’s didn’t become a global giant because they had the best burgers; it’s because they created a system that anyone could replicate, anywhere in the world. The fries taste the same in Orlando as they do in Tokyo because their systematized process leaves little room for error.
Your Example: In my firm, we systematized our intake process and added my intake person. We created a step-by-step guide to follow for every new client, making sure nothing falls through the cracks, no matter who’s running intake. This consistency gives us peace of mind while freeing up brainpower to focus on strategy.
The Fix: If you’re constantly reinventing the wheel on tasks you do regularly, it’s time to build a system. Create a detailed process that’s easy to follow, so anyone can jump in and get it done the same way every time. This saves time and ensures quality across the board bonus points if you find steps where you can remove people from having to do it (see below options).
2. Tech Up (Leverage the Right Tools)
Pop Culture Example: Iron Man’s suit doesn’t just fly and shoot repulsor beams—it’s a tech marvel that helps Tony Stark gather data, plan attacks, and defend himself. Without it, he’s just a genius in a bad situation. With it? He’s a one-man army.
Real Example: Think of Amazon—its success isn’t just in its products but in the technology behind its logistics, warehouse systems, and customer experience. They use algorithms, drones, and tech that lets them deliver products within hours…oh AND tells them what else you would love to buy. Seriously, if Amazon had a subscription where random stuff just showed up to my house, I would assume I needed it and just didn’t know it yet.
Your Example: As above, in my firm, we upgraded our client communication with a CRM tool (Lawmatics) that automates follow-ups, reminders, and case updates. Instead of manually sending out emails, our system handles it, saving us tons of time while keeping clients in the loop.
The Fix: Find tech that does the heavy lifting for you. Whether it’s a new project management tool, automated email sequences, or CRM software, let technology free up your time to focus on higher-level work. Then let your people focus on the human side of all of this.
3. Automate (Set It and Forget It)
Pop Culture Example: Imagine R2-D2 handling all the boring details of spaceship navigation. You don’t have to think about it—just plug in the coordinates, and off you go. Automation lets you focus on the bigger mission.
Real Example: Zapier (or Make) is a fantastic real-world tool that connects various software programs to automatically carry out tasks. For instance, you could automate lead follow-up emails the moment someone fills out a contact form, no human intervention needed. Check out Dan Schnurbusch’s facebook for a ton more on automation!
Your Example: At my firm, I automated appointment booking for clients. No more back-and-forth emails trying to find the right time—it’s all done automatically through a scheduling tool, which syncs directly to our calendars. This cut down on a TON of admin work. It also automates the follow-ups for the meeting and reminders afterwards.
The Fix: If you find yourself doing repetitive tasks, chances are they can be automated. Look into software that automates things like scheduling, email responses, client follow-ups, and even document generation. You’ll save hours each week and get more consistent results.
4. Just Stop Doing It (Cut It Out and See What Happens)
Pop Culture Example: Marty McFly tries to fix his future by constantly tinkering with his past, but sometimes the best fix is to stop meddling. What happens when you stop over-complicating things? Often, nothing breaks, and life moves on just fine.
Real Example: Tim Ferriss, author of The 4-Hour Workweek, famously talks about cutting meetings from his schedule to focus on deep work. The result? Fewer meetings didn’t lead to fewer results—instead, he found that many meetings were unnecessary and cutting them improved his focus.
Your Example: In my firm, I used to spend 15-30 minutes every week creating Google Drive folders and adding documents to it for new clients. Okay, okay…my assistant did it. Then one day, we stopped… and nothing happened. No one cared, and it didn’t affect the client experience at all. It was a complete waste of our time, and cutting it gave her a few hours a month back…or about a FULL day each year.
The Fix: Identify tasks you’re doing just because “you’ve always done them.” Experiment with cutting them out and see if anyone notices. If not, congratulations—you just saved yourself some time! If they do notice, you can always bring them back.
Conclusion: You Don’t Need People to Solve Everything
While hiring, delegating, and training your team are great ways to solve problems (as we covered last week), sometimes the best solutions don’t involve more people. By systematizing, using the right tech, automating tasks, or just cutting things altogether, you can create massive efficiencies in your firm. And ultimately, that frees you all up to focus on the things that really matter.
Until then, keep your cape ready and your systems running smoothly!