How Automation and AI Can Transform Your Business: Insights from Aaron Watkins
Automation and AI are no longer buzzwords—they’re essential tools for businesses to streamline operations, save time, and drive efficiency. Aaron Watkins, founder of Can It Be Automated, shared his expertise during a recent webinar, offering practical insights and inspiring stories about the power of automation and AI. Here's a summary of key takeaways from his discussion.
From Entrepreneurial Journey to Automation Pioneer
Aaron Watkins began his career as a serial entrepreneur, starting with a marketing agency that supported app developers during the app market boom. Over the years, he encountered challenges like market saturation and the operational inefficiencies that plague businesses. His solution? Leverage automation tools to reduce manual tasks, eventually founding Can It Be Automated in 2021 to help businesses achieve the same.
What Is Automation?
Automation involves using tools like Zapier, Make, and others to connect different systems, enabling them to work seamlessly. For instance:
Zapier acts as the "duct tape of the internet," connecting systems like websites, CRMs, and invoicing tools.
Automation reduces repetitive tasks, such as transferring website leads to a CRM, generating invoices, or sending follow-up emails.
These tools allow businesses to focus on high-value tasks while minimizing human error.
No-Code Programming: Building Without Coding
Aaron explained the concept of "no-code programming," where workflows are created using drag-and-drop interfaces rather than traditional coding. This approach empowers non-technical users to build custom solutions for their business needs.
Using simple logic-based structures—like those reminiscent of BASIC programming—users can create systems that automatically:
Respond to leads.
Process invoices.
Send reminders or notifications.
Automation in Action: The Christmas Magic Project
One standout example from Aaron’s talk was a project to save Christmas for children during the pandemic. Partnering with a client, his team created an automated system that:
Allowed parents to fill out forms with details about their children.
Used AI (ChatGPT) to draft personalized letters from Santa.
Sent these letters to a robotic handwriting service that produced beautifully written notes, mailed directly to children.
The project earned Aaron's company the Zapier AI Innovators of the Year Award, demonstrating the creative potential of automation combined with AI.
How AI Enhances Automation
AI brings a new layer of intelligence to automation. Instead of static workflows, AI can:
Interpret data and make decisions based on it.
Personalize outputs, like writing emails or generating marketing copy.
Perform tasks like data analysis or sentiment analysis.
Aaron emphasized how tools like OpenAI’s ChatGPT have transformed automation by enabling businesses to customize and humanize their interactions.
Practical Applications Across Industries
Automation isn’t just for tech companies. Aaron highlighted applications in industries such as:
Law Firms: Automating client intake, document storage, and case follow-ups while ensuring privacy and compliance.
Medical Practices: HIPAA-compliant systems for securely managing patient data and streamlining workflows.
Service Providers: CRM systems for scheduling, billing, and follow-ups in businesses like plumbing or dryer vent cleaning.
The Business Model of Automation
Aaron’s business model is flexible, catering to both one-off projects and long-term partnerships. Clients can choose between:
Custom solutions they fully own, with no ongoing fees.
Subscription models where tools and workflows are managed by Can It Be Automated, ensuring regular updates and support.
This flexibility allows businesses to scale their automation efforts based on their unique needs.
Tips for Getting Started
Aaron offered these tips for businesses considering automation:
Start Small: Identify repetitive tasks in your business and consider how they could be automated.
Leverage Free Tools: Platforms like Zapier and Google Sheets provide affordable entry points for small businesses.
Think Long-Term: While initial automation efforts may require an upfront investment, the time and cost savings over time make it worthwhile.
Final Thoughts
Aaron’s journey highlights the incredible potential of automation and AI to simplify complex workflows, save time, and reduce costs. Whether you're a small business owner or part of a larger enterprise, these tools can help you focus on what matters most: growing your business.
For businesses ready to explore automation, Can It Be Automated offers free consultations to help you identify opportunities for streamlining your operations. As Aaron succinctly put it, “You do what you’re good at, and we’ll handle the rest.”
About Aaron Watkins
Aaron Watkins is a Sacramento Area serial entrepreneur whose startups have included Appency (PR and Marketing for mobile apps), STEMtrunk (subscription STEM toy service) and Can It Be Automated? (Automation consulting, design and implementation).
He is an award winning marketer who has been recognized as a Sacramento Top 40 Under 40 and has been named Zapier's AI Innovator of the Year. In his free time he is involved in the local community theater scene where he acts (sometimes) directs (even less) and builds sets (quite a lot!) with his family.
