Clarico Chat: Find What’s Sucking Your Time (& Automate It!)
You: I have no idea what I should even automate, how do I find the time wasters? Me: Follow this simple 3 step process. I got you.
“You can’t improve what you don’t measure.” — Peter Drucker
Most people try to automate the wrong stuff.
They Google “AI tools for business,” try five things, and quit because it doesn’t fix their problems.
Here’s the real play:
Track where your time goes. Then kill the time-wasters.
Think about it like this:
If you’ve ever been to Grill’d, you know the deal. You buy a burger, they give you some bottle caps, and you drop them into one of three jars to vote for the cause you care about – maybe a local sports club, a charity, or a community group.
Now imagine the jars had no labels and you just dropped your caps in randomly.
That’s how most business owners treat time.
Every hour your team spends is a vote for what matters in your business. But right now, you don’t even know where those votes are going.
You’re given a set number of bottle caps (aka hours) each week.
But without tracking, you’re spending them blind.
Until you track it, you can’t take control of it.
Step 1: Time Track Everything
Start by tracking time across your team for a week. Two weeks max.
Use something like Clockify, RescueTime or Toggl.
No judgement. No pressure. Just data.
What you’re looking for is:
- Where time is being spent repeatedly
- Where it’s being burned unnecessarily
- What tasks don’t move the needle
You’ll find the patterns fast.
Admin tasks. Repeating emails. Manual scheduling. Report building. Data entry. Customer onboarding. Compliance notes. All the hidden crap.
That’s the signal.
Step 2: Find the Biggest Bottleneck
Look at the data and sort by time spent.
Not revenue.
Not importance.
Just time.
The most time-consuming process is your first automation target.
Why? Because even a small improvement there creates a big ROI.
Step 3: Automate, Template or Delegate
Familiar with the 80/20 rule?
80% of your wasted time comes from 20% of the tasks.
Fix those, and everything moves faster.
You have 3 choices:
- Automate: Use tools like Zapier or ChatGPT to handle it.
- Template: Create SOPs so the process runs smoother.
- Delegate: Offload to cheaper talent or contractors.
Once you’ve found what’s draining your time, don’t overthink it.
Examples:
- Use AI to auto-generate SOAP notes or client summaries
- Replace repetitive admin emails with templated replies + AI personalization
- Build automated follow-ups for bookings, referrals, or late payments
- Set up a dashboard that pulls reports instead of someone manually building them
If it’s repeated often, it’s worth automating.
BONUS: Reinvest That Time
Don’t waste the time you freed up.
Reassign that capacity to things that actually grow your business:
- Better client service
- Upselling current customers
- Sales calls
- Creating new offers or products
The goal isn’t to “do less.”
It’s to free up your team to do better.
Most businesses want to scale. But scaling chaos just gives you bigger problems.
“The second best money you’ll ever spend is on time tracking. The best is automating what it shows you.” – Zac
Track. Cut. Automate. Repeat.
Join Our Community
We’ve launched a free community for the AI Champions inside growing businesses—owners, team leads, and future-forward employees who want to move faster with AI.
Inside, you’ll get:
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Weekly live calls (Office Hours & Webinars)
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Direct access to me
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A space to learn, ask, and implement with others on the same path
Watch this quick video where I walk you through how to join.
Click here to join the community.
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Disclaimer:
This newsletter is for general information only and isn’t business, legal, or financial advice. Examples are illustrative and not guarantees. Always consider your own circumstances before acting.
