Automate Your Agency
Are you a founder dreaming of breaking free from the day-to-day grind?
Or perhaps you're looking to scale your company without burning out?
Welcome to Automate Your Agency with Alane Boyd and Micah Johnson, a podcast dedicated to helping you systemize and automate your business for more efficient, scalable operations that can run without you.
Join our hosts as they share battle-tested strategies and cutting-edge tools that take the guesswork out of systemizing your business. Drawing from their experience of growing their agency to 600+ active clients before their exit, Alane and Micah offer actionable insights on:
✅ Implementing effective software solutions
✅ Leveraging automation and AI to do more with less
✅ Creating workflows and systems that allow your business to run without you
✅ Preparing your company for a potential sale or exit
Each week, they take a deep dive into real-world operational challenges and showcase solutions they've implemented. Whether you want to double revenue without doubling headcount or build a business that runs smoothly in your absence, this podcast is your roadmap to success.
Subscribe to Automate Your Agency with Alane Boyd and Micah Johnson now on your favorite podcast platform and join other forward-thinking entrepreneurs as they transform their businesses into well-oiled machines that are primed for growth and ready for whatever the future holds!
For more game-changing strategies and resources, visit us at biggestgoal.ai!
To access exclusive content, training, workshops, and more, join our Your Biggest Goal Community!
Take advantage of our free tools:
Free Asana, ClickUp, or Monday.com Selector Tool
Get 25 Free Custom Automation Ideas for your Business
It's time to work smarter, not harder – let's automate your agency and unlock your business's potential!
Automate Your Agency
How AI Agents work with ClickUp, Asana, and Monday
If your AI agents and automations don't work with your project management system like ClickUp, Asana, or Monday, you're still operating in chaos. Alane and Micah break down the game-changing AI automations they've built that integrate seamlessly with ClickUp.
Key Topics Covered:
- 75% Workload Reduction: How they transformed podcast production from manual ChatGPT prompting to fully automated workflows
- Smart Error Monitoring: AI agents that intelligently update existing tasks and escalate issues when needed
- Email Triage Automation: Support emails automatically create tasks in the right client projects
- 10-Second Client Onboarding: Complete project setup that happens automatically when deals close in their CRM
The core insight: The difference between using AI tools and building AI systems is integration with your work management hub. This episode reveals how to stop treating your project management system like a glorified to-do list and start making it the center of your automated operations.
Disclosure: Some of the links above are affiliate links. This means that at no additional cost to you, we may earn a commission if you click through and make a purchase. Thank you for supporting the podcast!
For more information, visit our website at biggestgoal.ai.
Want more valuable content and helpful tips?
Explore our Courses/Programs:
- Complete our self-paced Process Mapping course
Enjoy our Free Tools:
- Free Asana, ClickUp, or Monday.com Selector Tool
- Get 25 Free Custom Automation Ideas for your Business
Connect with Us:
Alane Boyd (00:03)
If your AI agents and automations don't work with your project management system, like ClickUp, Asana, and Monday, then you don't have scalable systems and you might still be operating with some chaos happening. So on today's episode, Micah and I are gonna be talking about just
AI automations that we've built with our project management system ClickUp.
or any team member. mean, that's like one of the pain points that we hear, right? Is that things get lost in Slack or Teams or whatever. And even if you're using agents, which I hope you are, they still need to be working with your work management system or project management system, whatever you want to call it, because that is still your hub for where work is done. And we have so many that we've used that are absolutely some of my favorites and the ones that we're implementing with our clients.
love that one too. there's a lot of reasons. And one of the main reasons that we always implement agents is to help reduce tedious work that our team is doing. And it reduced 75 % of the work that we were doing with a podcast. And it all works within ClickUp. everything, you we're still having the human do things and that's where the hub of our system for the podcast is. But
This is the difference between using like ChatGPT where a human is still going in and prompting and writing things and having an agent reduce the workload because beforehand we were using ChatGPT to help us come up with episode topics or a description, but we reduced the time by 75 % by going from ChatGPT prompting to building an agent that built out the process.
Yes.
Create an asset builder and Dropbox. Like everything that you do for your podcast or what we did for our podcast got automated by a transcript getting finished from one of our podcasts. And it all goes into ClickUp.
Mm-hmm.
And find out.
Yeah.
Yes.
Yeah. And so if nobody else listens to this whole episode or knows what to do next, the most valuable piece that we just said is we were already using AI for our process. We changed and use an agent and it reduced the workload by 75%. And that's not a made up number that is looking at the hours month after month that we were using after a year of production of our podcast compared to the last six months of using the agent. And that is the time difference. So amazing.
Mm-hmm.
Yes.
Yeah. And then get it into ClickUp. And so that our team could look at whatever that issue was, know, a timeout, an error, data incorrect, whatever it might be, it needed to go into ClickUp. So our team could take care of it because again, that is where work is happening. We are not using email and forwarding emails to each other to solve problems that goes into our project management system, but we eliminated the manual work. if multiple, like I remember this one time, Micah, where we were getting multiple notifications from
like make.com or something for a specific workflow that was down. And it kept finding the same task. It didn't create a new task. It just found the issue in ClickUp and it would comment. Like it really is like a person working on your team that it's intelligent enough to go, I don't need a new task for this. already one exists. And I'm going to comment on it. And it got more urgent with its notifications to us in that.
Yes. Yes. And so this, this is part of that email triage that we do for ourselves, obviously in this example, but we also do for our clients where if you have a support email where agents can be watching it, find that client in your project management system and then create an item based off of that email. Really important. We can get into some nuance on a different podcast about email triage, but
Having a central location where this information is coming in is really important. And the second piece of this is that your project management system needs to have that client in there as well. So really, good data means good outputs.
Mm-hmm.
Mm-hmm
Mm-hmm.
Mm-hmm.
So I'll say one thing on that, Micah, real quick. We do have notifications happening in some instances in both places. Our notifications in Slack, like I'm in that channel. That is like, hey, team, we're seeing some things happen. Account managers are in that loop, but we don't need to be a part of the conversation happening and ClickUp on the resolution until it's resolved if we need to let the client know.
So that's why there's this instance where yes, we do use Slack, but that is more of, hey guys, like there's some stuff happening just to loop you in without needing to be on the discussion in ClickUp where the team is solving them.
Mm-hmm.
Yeah, it gets very overwhelming very quickly. Yes. So they can always go and find it in ClickUp where they need it in case a client has a question, but they don't need to be looped in on the commenting and everything. Okay, Micah, you said that you had a third example.
Mm.
I mean, I love this one because we looked at the amount of time it was taking to onboard a new client and it was two to four hours. And that is just so like grueling tedious things to create these folders, save it in the client hub and ClickUp for like all of those things. And now it all happens within less than one minute. It happens in like 10 seconds. And it's integrated with our CRM pipe drive.
This was my very first automation I created in 2016, Micah, before we had agents, before it could be this cool. But this was the one that was like, we're building automation for ourselves. And this was before we had this company. That was our previous company, GoFanbase. So, you know, never know where your ideas are going to come from. But this one was a huge time saver then and now.
Mm-hmm.
Mm-hmm.
Mm-hmm.
Yeah. mean, that's part that some of those examples are part of our client onboarding process. And Micah I'm going to, I'm going to deter us one way. I'm going to flip this around for just a second, because one of my favorite things that we use ClickUp for as well to, we have a project for our agents that we have so that we can have easy access. Cause some of them are chat bots. Some of them we can chat with.
And so we have a place where all of ours go because there's no way you can remember all of your agents that you have access to. You know, our team is busy. We're busy. So we can always go, okay, let me go to my agent project. Let me find where this agent was. The other thing that we do is we am using ClickUp's embed feature on a project of view. We embed a view of some of
the agents that we have. So that is such a time saver because it's right there in the project. So an example of this is my PR manager and I, we have a chat bot that creates podcast topics for when I'm a guest on a podcast. Well, that is a view in our PR channel. So I don't have to go hunt that down and her and I have easy access to.
Mm-hmm.
Mm-hmm.
I know Micah, you and I used ClickUp as the example project management system a lot in these, but these same things that we talked about can also be done with Asana and Monday with their API and using it for automation. So very seamless experience if you're using those project management systems as well. And Micah, you are on your second AI agent cohort where you're teaching people how to build AI agents. We finished our first one at the end of last year.
We've got a new one starting on January 12th this year, 2026, and we'll be continuing to do these how to build agent cohorts. So if you're interested, please reach out to us.
