Background
Like many small businesses, Swag Zone started out managing everything with Gmail, QuickBooks, and spreadsheets. It worked early on, but as demand grew, the day-to-day admin became overwhelming. Without a CRM or outbound system, they were spending valuable time on manual tasks instead of focusing on winning bigger clients - a challenge many growing businesses face.
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Result
With Totally Brand It, Swag Zone replaced spreadsheets and manual follow-ups with a fully automated CRM, streamlined workflows, and clear communication channels. The overwhelming daily admin is now handled by systems, freeing the team to focus on building relationships and landing bigger clients. What once took hours of manual work is now automated, giving the business both efficiency and scalability as they continue to grow.
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Process
CRM & Client Management
- Implemented a fully automated CRM to replace spreadsheets
- Built reminder systems and follow-ups to ensure no client is overlooked
Workflow Automation
- Streamlined repetitive admin tasks with custom automations
- Created reporting systems to save hours of manual tracking
Communication Systems
- Set up centralized team communication channels
- Synced updates across the team with automation to keep everyone aligned
Hiring & Onboarding
- Created SOPs to document workflows and standardize processes
- Simplified onboarding for new hires with clear training systems
- Freed leadership from repetitive task training so they could focus on growth
Outbound Growth Foundation
- Built scalable outbound processes to reduce reliance on paid ads
- Opened capacity for the team to focus on winning larger clients
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