Organizational Tools and Business Automation

Organizational Tools for Booking Your Sales Calls

Zachary Sexton
Zachary Sexton 

In today's Black Belt Selling Podcast episode, we interview Zachary Sexton - Productivity and Automation Consultant. Zachary sourced and experimented with various automation and organizational tools out of necessity to make his own business run more smoothly and effortlessly and now he teaches others how to do the same.

When you want more clients but don't have the time to get them. He has developed systems and tools to help you automate client acquisition.

Here are the organizational tools that are discussed during this Black Belt Selling Episode


trello - organizational tools

Trello is a great and easy to use project manager, communication tool and delegation tool. It is free to sign up for Trello.

Ask Siri

ask siri

You can ask Siri : "Siri remind me to follow up in a week" That is a super simple reminder tool. If you have an iPhone 6s or later, hold down the Home button, then say what you need. If you say, "Hey Siri" you can activate Siri without pressing the Home or Side button. You can even talk to Siri in your car!



Boomerang works with Outlook and Gmail. You can schedule emails to go out at a later date You can also configure it in such a way that you are notified if an email recipient has not read the email or clicked a link on the email. This will prompt you to follow up.

People are usually organized enough to do their sales presentations but so many fall down with follow up. How can we improve in our follow up? Followup is the same as any other sorts of work. We just need to create a system that brings awareness to it Trello is a good reminder tool but it's manual and you have to remember to check.

Drip-freed helpful information or an entire course through a system like MailChimp. This is good for when people are not ready to talk to you, you can nurture them by engaging them with regular information.



TextExpander helps you to create email templates and keyboard shortcuts to send them out. TextExpander lets you instantly insert snippets of text from a repository of emails, boilerplate and other content, as you type – using a quick search or abbreviation.

Setting up Meetings

Easiest system is Calendly


Utilize a scheduler. Put the link in the footer of your email, your bio of LinkedIn, the header of Twitter - everywhere you can. It's great to allow them to pick a time. They have the freedom and head space to book with you at a time that fits their calendar. Often when we ask for an appointment, people get defensive because they are so busy. Let them book with you rather than you book with them. With a scheduler, you can't double book yourself because it refreshes itself so often.

Some of the schedulers will automatically send your prospect reminder emails as the appointment approaches. This way, you don't have to worry about remembering to do it or spending time doing it. This feature makes meeting automation a great organizational tool.

How to avoid booking appointments with people who you don't want an appointment with


Before inviting people to book with you ask them a few questions. Some of the scheduling tools such as Calandly also allow you to ask questions at the point of booking, "TypeForm" is a good tool for this but there are many. Typeform is an online tool that specializes in online form building and online surveys. Its main software creates dynamic forms based on user needs

Return on Investment in Time

If you are small and rarely book appointments then a scheduler is hardly worth setting up. However, let's say you spend around an hour a week on admin booking appointments and issuing reminders. An automated system would save you a lot of time over time.

Test your systems regularly and make sure they are doing what you want them to do.

For more information, visit Zachary Sexton's site: automateyourbooking.com and sign up for the free 5 lesson course.