Zooming out: How a CRM System like Ontraport Ties Everything Together for Your Business




You’ve probably landed on this post because you’re doing your due diligence about Ontraport CRM. I’m here to show you what’s possible for your scaling business when you get serious with leveragint the tool. I’m also going to share with you some common mistakes of OP users so you can avoid them in your journey. 

Understanding any CRM tool can be overwhelming, especially if you’re not the techy-savvy kind of business owner or coach. You might be looking at the benefits and cost of migrating to an all-in-one platform because you’re starting to experience any of these challenges now:

  1. You’re using multiple tools to manage your coaching business processes: If you find yourself using multiple tools for different aspects of your coaching business, such as scheduling, client management, marketing, sales, and financial management, it may be time to switch to an all-in-one platform that can integrate these functions.

Note that some of the business processes still require tailor-fit solutions that’s outside of the capacity of your CRM, but that doesn’t mean that a CRM isn’t going to be useful in those areas. It simply means you’re going to have to integrate those tools so all data are tied back to your CRM platform.

For example, at the time of this writing, the hardworking bees in Ontraport dev are now working on the scheduling functionality of the system. So for now, you’re going to have to use a separate tool such as Calendly, Acuity, or Book Like A Boss and then integrate it with Ontraport using a 3rd party tool like Zapier. 

What is important to consider here is the flexibility of your chosen tool to interact with other platforms. That’s usually a quality that’s often glossed over by other platforms in the market. There’s some learning curve in Ontraport, but once you have a general knowledge on its capability, its ability to be linked to different platforms is why business owners we help decided to use it as the core of their business systems.

To zero in on the functions and features you will require, it is best to map your lead journey flow first to get a bird’s eye view on how the system will work. Saves you a lot of time and struggle during implementation! 😉


workflow for content production

2. Your team is spending too much time on manual tasks: If you and your team are spending an excessive amount of time on manual tasks, such as data entry, manual reporting, or sending repetitive emails, it may be time to invest in an all-in-one platform like Ontraport that automates these tasks and frees up your team’s time.

In auditing business processes, one of the key question that we try to answer is the input vs output ratio of any given process. What we’re trying to do is to reduce the input for the same or better quality of output. Now, using a system that actually replaces manual operation to automation not only increases your team’s efficiency, it also allows them to practice leadership and management skills because it forces you and your team to plan and anticipate scenarios and craft standard solutions for your customers and audience. Win-win!

A general tip – automating a process is most effective if one is clear on the step by step process and its goal. This way, it’s easy to convert them in Ontraport and you can be intentional in measuring its effectiveness. It may be tempting to convert everything to automated processes, that’s why it’s important to keep grounded on the goals and overall strategy as well as the vibe you want for your business in your optimization process.

Quiz automation in Ontraport

3. You’re experiencing communication breakdowns: If your team is struggling to deliver your message and offers to your leads and customers due to disparate tools and systems, it may be time to consolidate your systems into an all-in-one platform that streamlines communication and sales process.

Ah! Streamlining your business. It’s a term often thrown around in the industry. We love it though. It’s our favorite thing especially when optimizing Ontraport and tools for coaches. Simply put, we want everyone and everything to be on the same page, working toward the same goal, same timeline and within the same budget. Communication breakdown costs money, more so with systems that don’t provide much structure and smooth flow of your leads and customers in your funnels and services. 

By having an all in one platform, you can build and launch your value ladder easily, keep your leads warm and engaged, track your pipeline more efficiently, deliver your program with ease, all without having to use separate tools.

Using Ontraport CRM for all business pillars

Our main principle in any CRM migration and optimization is start small and slowly build momentum.

When building or tweaking existing systems and processes, start by mapping out your lead journey flow, onboarding process and service delivery. By doing this you can identify critical areas that need to be handled and areas that you can remove or simplify. Start with the less overwhelming parts of your business and move from there.

Fair warning – building email reputation takes time. It’s one of the main things that stomp a scaling business from letting go of older systems, especially their email marketing tool. 

During the transition you can build your email reputation slowly and communicate with your audience ahead of time of the change that’s going to happen. Also, by following the a set of steps in ensuring your domain reputation, you minimize the risk of getting flagged as spam. Start small in your list and add more slowly and regularly.

Overall, an all-in-one platform can be a valuable investment for 6 figure coaching businesses looking to streamline their operations, improve productivity, and scale their coaching services. By consolidating your tools and systems into one platform, you can save time, increase efficiency, and focus on delivering value to your clients. It’s essential to evaluate your current systems and assess whether an all-in-one platform can address your coaching business’s pain points and help you achieve your financial and business goals.


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Hello, world changer.

I believe that passion-driven entrepreneurs are the greatest people to work with. They are risk-takers, are the most genuine…


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