Stop automating your DMs (for now)
The 4-step system that makes ManyChat, Kondo, and Zapier actually work
The sous chef at your favorite Michelin-star restaurant doesn’t use recipes.
Twelve years of repetition. Every night the same prep.
Onions brunoise. Stock reduction. Sauces mounted.
He could do it blindfolded.
One night, the head chef installs a new kitchen management system.
→ Timers
→ Alerts
→ Digital screens above every station
→ Step-by-step instructions scrolling in real-time.
Three weeks later, they rip it out.
The system was flawless... but the kitchen was chaos.
Because nobody had written down the actual process before they tried to automate it.
The system automated what they thought they did… not what they actually did.
The sous chef knew his process so well he could do it blindfolded.
But “blindfolded” doesn’t translate to the machine.
You have your own version of this.
→ You know which leads feel warm
→ You know who probably needs follow-up
→ You have a sense of who’s ready to book and who’s just browsing.
But if I asked you to write it down… the exact rules, the specific triggers, the moment someone moves from “interested” to “call-ready”… you’d freeze.
That’s not a tools problem. That’s a process problem.
You’re staring at your DM inbox right now.
→ Maybe you’ve bought ManyChat
→ Maybe you’ve set up a Zapier account
→ Maybe you have a CRM with pipelines and tags collecting dust
You keep hearing that automation will save you.
Sequences. Triggers. Logic.
But every time you try to set it up, you freeze…
→ Where do the leads go first?
→ What triggers the follow-up?
→ When does a lead move from “warm” to “ready”?
You can’t answer those questions because you’ve never worked the system manually long enough to know the answers.
You skipped the middle.
We talked yesterday about the difference between a filing cabinet and a conveyor belt...
CRMs organize. Automation responds.
But there’s a step between them nobody mentions.
Before you can build the conveyor belt, you need to know what goes where.
You need a sorting rhythm you’ve done by hand enough times that you could do it blindfolded.
Today, I’m sharing the 4-step middle ground that turns your scattered conversations into an organized weekly system… one you’ll eventually hand to automation, but only after you’ve proven it works, including:
→ Why automating too early wastes money and creates worse chaos
→ The exact weekly rhythm that becomes your automation logic later
→ How to go from “I should follow up” to knowing exactly who, in what order, every Monday
Let’s find your middle ground...
4 Steps to Build the Middle Ground (Before You Automate Anything)
Most coaches live at one of two extremes.
🅰️ Either they’re drowning in mental reminders and scattered notes
🅱️ Or they’ve bought automation software that sits unused because they don’t know what to tell it to do
The middle ground isn’t a tool. It’s a rhythm.
1️⃣ Step 1: The Weekly Response Sort (5 minutes)
Before you build any automation, you need to know what you’re prioritizing.
You’re sitting down on Monday morning, inbox open.
LinkedIn, SMS, wherever your conversations live.
You see 23 threads.
Some from yesterday. Some from last week. Some you don’t even remember starting.
Right now, you’re picking who to message based on who you notice first.
That’s not a system, that’s attention roulette.
Automation can’t fix what you haven’t defined.
Before any tool can prioritize for you, you need to know your priority logic.
❌ Before: “I’ll respond to whoever I see first and hope I don’t forget anyone important.”
✅ After: “Every Monday, I sort conversations into three buckets: responded in 48 hours, deep conversation waiting, went quiet after engagement.”
Here’s how to build your sorting muscle:
1️⃣ Hot bucket first: Who responded to you in the last 48 hours?
These people are actively thinking about you. Responding within 5 minutes maintains 80-90% engagement. Waiting 24+ hours drops you to 25-35%.
2️⃣ Depth bucket second: Who has shared their actual challenge, goal, or struggle?
These conversations are 3-5x more likely to book calls than surface-level “hey, what do you do?” exchanges.
3️⃣ Ghost bucket third: Who went quiet after real engagement?
These aren’t lost… they’re waiting for a value-based re-entry.
This is your sorting logic.
You’re going to do it manually for a few weeks.
Then you’ll realize: this is exactly what your automation will do later:
→ The hot bucket becomes your “responded in 48 hours” trigger
→ The depth bucket becomes your “challenge identified” tag
→ The ghost bucket becomes your reactivation sequence.
You’re not just organizing. You’re building the rules your automation will follow.
2️⃣ Step 2: The Conversation Stage Tracker (5 minutes to set up, 1 minute to update)
Now you need somewhere to track what you just sorted.
You’ve tried CRMs. You’ve tried spreadsheets.
They collect dust because updating them takes longer than just responding to people.
Here’s the middle ground… a simple tracker that takes 30 seconds to update after every meaningful conversation.
You don’t need 47 fields. You need 3:
Name
Stage (New / Challenge Identified / Call Ready / Went Quiet)
Last Action Date
That’s it.
❌ Before: “I’ll remember where each conversation is.”
✅ After: “Every time a conversation moves, I update one field. Takes 10 seconds.”
Here’s how to make this automation-ready:
1️⃣ Use dropdown stages, not free text. “Challenge Identified” not “they mentioned their problem.”
Automations need consistent language. Your human brain can interpret variations. ManyChat can’t.
2️⃣ Date format matters. When you eventually connect this to your automation tool, it needs to read dates.
“Last Tuesday” won’t work. “12/03/25” will.
3️⃣ Update immediately, not later. The conversation just happened. You know exactly where they are.
In two hours, you won’t. Thirty seconds now saves 15 minutes of reconstruction later.
This tracker isn’t just for you.
It’s for the automation you’ll build next quarter.
Every field you add now is a trigger you can use later.
“If Stage = Call Ready AND Last Action > 3 days → send booking reminder.”
You’re not just tracking. You’re writing your automation logic in human language first.
3️⃣ Step 3: The Weekly Ghost Review (3 minutes)
Most coaches treat silence as rejection.
Someone was engaged. They shared their struggle. They seemed interested.
Then... nothing.
You assume they moved on.
You don’t follow up because you don’t want to seem pushy.
But you have data now.
Your tracker shows they reached “Challenge Identified” before going quiet.
❌ Before: “If they wanted to talk, they’d respond. I’m not going to chase people.”
✅ After: “Silence after engagement is different from silence after nothing. Depth before silence = recovery opportunity.”
Here’s how to build your reactivation rhythm:
1️⃣ Weekly review: Every Monday, filter your tracker for “Went Quiet” + “Last Action > 10 days.”
These are your reactivation candidates.
2️⃣ Value, not ask: Your first message back isn’t “still interested?”
It’s a resource. An insight. Something that adds value with no strings.
3️⃣ Document what works: When someone comes back from the ghost bucket, note what message brought them back.
That becomes your reactivation template.
Eventually, that becomes your automated reactivation sequence.
You’re not just following up. You’re testing the messages your automation will send on your behalf.
4️⃣ Step 4: The Pre-Automation Audit (10 minutes weekly)
Every Friday, ask yourself three questions:
What worked this week? Which messages got responses? Which reactivation attempts brought someone back? Which conversations moved from “Challenge Identified” to “Call Ready”?
What pattern keeps repeating? Are you sending the same follow-up message to everyone who goes quiet? Are you asking the same question to move people from surface to depth?
What would I tell a robot to do? If you had an assistant who could only follow rules… no judgment… what would you tell them?
→ “Anyone who responds gets a reply within 4 hours.”
→ “Anyone who shares their challenge gets this resource.”
→ “Anyone quiet for 10+ days gets the reactivation message.”
Those rules become your automation logic.
❌ Before: “I’ll figure out automation later when I have more time.”
✅ After: “Every week, I’m writing down what I’d tell the automation to do. By next quarter, I’ll have a complete playbook.”
Automation doesn’t create your system. It runs the system you already built.
→ ManyChat doesn’t know who to prioritize. You teach it by defining the rules.
→ Zapier doesn’t know when to trigger a follow-up. You teach it by defining the timing.
→ Your CRM doesn’t know which leads are hot. You teach it by defining the stages.
Every manual week is a training session for your future automation.
That’s it.
Here’s what you learned today:
→ Automating before you have a working manual system creates expensive chaos
→ Your weekly sort isn’t just organization… it’s the logic your automation will run on → The tracker fields you choose now become the triggers you use later
→ Every pattern you notice is a rule you can eventually hand to a robot
Start with just one step...
Build your three-bucket sort this Today.
→ Hot responses
→ Deep conversations
→ Ghosts worth reviving
Do it manually for 4 weeks.
By week five, you’ll know exactly what to tell any automation software you’re using.
Ready to build the system your automation will eventually run?
You’re not behind on automation. You’re behind on clarity.
When you don’t know your own prioritization logic, no software can save you.
Today’s paid member mega-prompt helps you sort your leads and document the patterns, so when you’re ready to automate, you’ll have the playbook already written.
Paid members get:
✔ Weekly lead sort with prioritized tiers
→ Who needs immediate attention
→ Who’s worth reactivating
→ Who can wait
✔ Pattern documentation: what’s working that you should automate later
✔ Automation-ready language for each priority tier