09 · AI, processes, CRM and sales
Process automation
The repetitive steps between your systems done automatically, and the process written down so it can improve.
In short
Most automation fails because it automates a process nobody has written down. I start by mapping what actually happens, then remove steps, and only then automate what is left.
My own sites run this way: posts publish themselves after checks, data refreshes on a schedule, and I hear about it only when something needs me.
What's included
Process audit and mapping
Who does what, in which tool, how often and where it stalls, drawn as a map you can share.
Business process setup
New or cleaned-up processes with clear owners, steps and handovers, before any tool is chosen.
Workflow automation
Make, Zapier, n8n or Power Automate, chosen for your stack, or custom code when no platform fits.
Document and report automation
Offers, contracts and weekly reports generated from your data instead of being copied by hand.
Data sync between systems
Customers, orders and statuses kept in step across tools, with errors logged instead of lost.
How I run it
Map
Conversations and screen shares to record how the work really flows.
Simplify
Remove and merge steps before automating anything.
Choose the tool
A platform you already pay for if it fits, a self-hosted one when data must stay with you, code when neither works.
Build and test
Every automation tested on real cases, with an alert when it fails.
Hand over
Documentation, owners and a run log your team can read.
Content Monitor · Site Scanner · Polaris CMS
Run on my own tooling
I automate my own work first. These are the parts of my tooling that run without me.
Polaris CMS
My own CMS, this site included
Publishing that runs itself
Scheduled posts go live on their own, IndexNow is pinged and backups are taken daily, with nobody pressing a button.
Content Monitor
The dashboard every live site is run from
Alerts instead of checking
Telegram alerts when a site has nothing scheduled, a post fails or a keyword is due with no article, held during quiet hours.
Rechecks on a schedule
Index status rechecked on a schedule with reminders on day 3 and 7, links crawled every 12 hours, backlinks refreshed weekly.
Outreach with follow-ups
Emails sent during office hours, replies and bounces detected, a follow-up reminder after 7 days.
Site Scanner
A 98-item launch checklist, a crawler and Lighthouse
Weekly scans
Every site rescanned every 7 days, with the findings turned into a ready agent prompt.
Content pipeline
From a keyword round to a tracked post
A pipeline with checks
From keyword round to scheduled post, each step hands over to the next, and automated checks stop what isn't ready.
Proof
- Project PolishPal Video lessons produced from the lesson data, and a daily job that publishes posts only after checking every image.
- Project Grzybolog Weather for 380 points pulled twice a day within the API's rate limits, and the forecast recomputed.
- Blog post How I built PolishPal, and how I run it now Moving PolishPal's publishing job from a laptop to the server, and the checks it runs before each post.
Questions
Make, Zapier, n8n or Power Automate?
Whichever fits your systems and your rules for data. Power Automate if you work in Microsoft 365, Make or Zapier for quick links between cloud apps, n8n if you want to host it yourself. I tell you which and why.
What happens when an automation breaks?
It should tell someone. Every automation I build logs its runs and sends an alert when it fails, so a problem is a message, not a surprise a month later.
Do we need to change our tools?
Usually not. Most of the gain comes from connecting the tools you have and removing the manual steps between them.
Related services
All services →Tell me what you need
A few lines are enough: what you want to build, fix or automate, and any date that matters. I reply in English or Polish.