What if you gained back 25% of the time you poured into your business every week?

Most entrepreneurs struggle to have enough manpower to run their businesses. If you work 60 hours a week, how much better would it be to have an extra 15+ hours to scale your business faster or spend more time with family?

The key is having an automated CRM (Customer Relationship Management) system. 

It streamlines communication, tracks leads, automates follow-ups, and ensures you never let opportunities slip through the cracks. Pairing a good CRM with the best coworking spot Tulsa has gives you all the advantages of a professional office without the overhead.

Less time, fewer costs, and more money and time for you.

As an entrepreneur who specializes in CRM software, here’s exactly how to set up and optimize your CRM to run your business efficiently from the best coworking spot Tulsa has (Catalyst Coworking).

Step 1: Set Up Your CRM and Business Branding at the Best Coworking Spot Tulsa

Before automating anything, you need to set up your CRM with all your business details.

Whenever a new client joins my Catalyst Business Solutions CRM, I make sure their business name, branding, color palette, and tax identification details are up to date. This makes it easier to integrate everything across their CRM, emails, invoices, and even their website.

If you don’t have a website, a good CRM (like Catalyst Business Solutions) includes a built-in website builder and we guide you through every step. Connect your domain, set up your basic information, and now you have a legitimate online presence, which is essential for credibility and lead conversion. 

Plus, through ours, you can even get a business phone number for $5 (rather than paying $150 a month separately for a company phone).

Here’s a checklist to go through: 

• Add your company name, address, and tax ID.
• Upload your logo and set up your brand’s color palette.
• Set up a simple website (we have templates) and connect your domain.
• Secure a business phone number through your CRM instead of paying for a separate phone line.

Doing this right from the start makes all future automation seamless.

Step 2: Map Out Your Customer Journey

To see everywhere you can automate, you need to draw out the series of steps a lead takes from first contact to final purchase (and beyond).

Think about your business and actually draw this out on paper and go through the following:

• Identify Entry Points:
  • How do potential clients discover your business?
  • Common sources: social media, ads, referrals, email inquiries.
• List Each Step a Lead Takes Before Buying:
  • Inquiry via website, social media, or phone call.
  • Booking a consultation or demo.
  • Receiving follow-up emails, texts, or reminders.
  • Making a purchase.
• Find Drop-Off Points:
  • Where do most leads stop engaging?
  • If you notice many leads inquire but don’t book calls, your booking process needs automation.
• Set Up Automation to Address Each Step:
  • Automatically send a welcome text, email, and voicemail drop when a lead inquires.
  • Provide a booking link for easy scheduling.
  • Set up automated reminders for calls or meetings.

For follow-ups, I recommend something that nurtures them too, like educational emails on why your product/service will solve their problem (and why they need to solve it).

Step 3: Segment Your Contacts for Targeted Messaging

Your leads aren’t all the same, so why send them the same messages?

With a CRM, you can segment your contacts into meaningful groups like this:

• New Leads – People who just inquired about your business.
• Cold Leads – Leads who haven’t bought yet and it’s been a while since you reached out.
• Current Customers – People who have already purchased/are active clients.
• Former Customers – Literally anyone who has done business with you but is no longer.
• VIP Clients – High-spending or repeat customers.

From there, you should send targeted messages to each segment like this:

• New Leads → Send an introductory offer or booking link.
• Cold Leads → Send a “We Miss You” offer to re-engage them, and nurturing content.
• Current Customers → Send updates and promotions, continue to nurture.
• Former Customers → Offer a discount to bring them back.

Then, automate all of it. Set up drip email and text campaigns in your CRM, and use automation to send follow-ups at key times.

Again, if you suck at segmenting and everything CRM related, I coach my CRM clients through all of it here at the best coworking spot Tulsa has.

Step 4: Automate Lead Outreach and Booking

I promise you most businesses don’t reach out to their leads enough.

There’s simply not a lot of time as a business owner. But a CRM allows you to automate follow-ups so you can reach every lead multiple times without lifting a finger. 

Here are three you should immediately create to save you time and money:

• New Lead Workflow – When someone fills out a form, they get a welcome email, a text, and a voicemail drop within 5 minutes with a link to schedule a call or tour.
• Missed Appointment Recovery – If someone misses a scheduled call, the system follows up to reschedule them.
• Nurture Sequences – Leads who don’t book or buy right away get educational emails and texts over time to build trust.

At my Hotworx studio, automation helped us double our membership sign-ups just by following up more consistently. Instead of relying solely on our team and paying $360 a month for one team member to do it, the CRM booked tours through texts, emails, and reminders about the tours automatically, ensuring no lead was forgotten.

The result? We signed up 25 new members so far in February alone—double what we did the previous year. And my CRM only costs $157 a month. 

Plus, a CRM automates billing, invoicing, and contracts after you link it with Stripe or Square, reducing manual admin work and paper, along with keeping everything organized digitally.

The math on how much money you save and make with a CRM becomes stupid good once you realize you can have a CRM do ALL the lead follow-up for a low-capped price. This beats paying hundreds, if not thousands of dollars a month for an employee to do it for you less efficiently. 

It will also enhance what your staff are already doing with outreach, making them more money too. 

Automation and CRM benefits everyone, especially if you do it at the best coworking spot Tulsa has here at Catalyst Coworking.

(p.s., if you want to 10x your business, check out our proven CRM system here)