How to Automate Your Business Admin
(My Real 2026 Setup)
My phone makes a ch-ching sound every time I make a sale. Could be while I'm making supper. Could be while I'm sitting with my daughter. Could be while I'm doing absolutely nothing work-related.
And every single time, whatever just sold — it was already delivered, the email already went out, and that customer is already inside their product. I didn't do a thing.
That is not magic. That is just what happens when your systems are set up right.
I'm Samantha — a systems and operations strategist. I've been running my online business since 2020, and in this post I'm walking you through the actual tools I use to keep things moving even when I'm not. There are three categories I think about when it comes to automation and business admin: content, delivery, and operations.
Either keep reading or watch the video below:
1. Content: Where I've Gained Back the Most Hours
The part of running a business that takes up the most time isn't doing the work — it's all the stuff around the work. Recording, editing, repurposing, documenting. That's where I've clawed back the most hours.
For video, I use Tella. I record everything in Tella — YouTube, course content, client walkthroughs, all of it. The AI editing features changed things for me. It can cut filler words, clean up pacing, and handle a lot of the time-consuming editing work that used to keep me at my desk way longer than I wanted to be.
For documentation, I use my SOP Writer tool. You describe a process, it formats it into a clean, usable SOP in seconds. If you've been putting off documenting your processes because it sounds like the most boring afternoon of your life — this helps with that. It does the heavy lifting for you.
SOP Writer is $27 and you get instant access. If you've been meaning to document your processes but never actually sit down to do it, this removes most of the friction. Check it out here.
2. Delivery: How Sales Happen Without Me
When someone buys one of my products, I don't do anything. Literally nothing in the moment.
The payment processes, the product gets delivered automatically, and MailerLite fires off a welcome email — all without me. I set that up once and it just runs.
But MailerLite does more than send a welcome email. I have automations set up for my whole welcome sequence — so when someone joins my list, they get a series of emails introducing who I am and what I do, over time, without me scheduling a single one. New subscribers are getting to know me while I'm cooking supper or hanging with my daughter.
The thing about delivery automation is it feels complicated until you set it up once. Then you forget it's even happening — until your phone ch-chings and you get to celebrate in the moment.
3. Operations: Where Asana Automation Does the Heavy Lifting
This is where Asana does a lot of the work, and honestly this is the category that holds everything else together.
I use Asana rules and automations to move tasks through my workflow without me manually updating anything. When a task hits a certain stage, it moves. When a recurring task is due, it shows up. I'm not sitting down every Monday recreating my week from scratch — it's already there waiting for me.
I also use templates constantly. Every repeatable process I have lives as a template in Asana. New video? Template. New product launch? Template. The goal is that I never have to think about what the steps are — I just work through what's already laid out.
And then there's Zapier, which I use for exactly one thing. Every time a sale comes in, Zapier sends a ch-ching sound to my phone. That's it. That's my whole Zapier setup.
I'm sharing this because I think people hear "automation" and picture some incredibly complex tech web that takes weeks to build. Mine took about four minutes to set up and it makes me happy every single time.
You don't have to automate everything at once. You don't have to have a perfect stack. You just need a few things running reliably in the background — and over time, those things add up to a business that doesn't require you to be present for every single moving part.
Ready to Get Your Asana Set Up Properly?
None of this works as well without a solid Asana foundation underneath it. If you've been using Asana but you know you're not using it anywhere close to its full potential, Asana Made Simple is the course I built for exactly that. It's self-paced, and most people are set up and running within a couple of hours.
