WriterOS: Automations for your writing business
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Everyone wants to focus on the fun parts of running a writing business.
Closing a client.
Writing the weekly newsletter.
Coming up with a new big marketing idea.
But the moment you start treating writing like a business, you inherit a long list of less exciting responsibilities:
Confirming meetings
Following up with leads
Updating your CRM
Requesting missing files
Preparing for client calls
Sending post-call recaps
Remembering who needs what by when
None of these tasks are particularly difficult.
But there are a lot of them.
When you are trying to write, sell, deliver client work, and run the business at the same time, the small tasks start piling up.
One by one, your daily tasks don’t seem like much of a problem.
A follow-up email takes 5 minutes.
Updating the CRM takes another 3 minutes.
Writing a post-call recap takes 10 minutes.
No big deal, right?
But multiply them across 10 prospects, 5 clients, and an entire week, and suddenly you’ve lost hours to administrative work.
This is where AI automation becomes valuable. Not because these tasks require some sort of superhuman intelligence. But because they happen repeatedly.
Here are 3 simple AI automations for your writing business that will help you save time and get more clients:
Automation #1: Follow Up With Every Lead
This is the money-maker.
Because the easiest way to lose a prospect is to assume they will remember to follow up with you.
They won’t.
They have meetings.
They have deadlines.
They have 100 unread emails.
Even if they liked your offer, your conversation will slowly get buried under everything else happening in their business.
So, you need a system that remembers for you.
Our head of sales, Tristan, uses AI to help send personalized emails after sales calls.
Instead of finishing a call, opening a blank email, reviewing his notes, remembering what the prospect said, and writing a recap from scratch, AI can help turn the call into:
A short summary
The prospect’s main problem
The solution discussed
Any questions still unanswered
The agreed-upon next step
A personalized follow-up email
This saves him roughly 10 minutes per call.
More importantly, it ensures every prospect receives a fast, specific follow-up while the conversation is still fresh.
You could give ChatGPT Work this assignment:
Review the transcript and notes from my latest sales call.
Identify the prospect’s main problem, desired outcome, objections, and agreed-upon next step.
Draft a short follow-up email that summarizes the conversation and makes the next action clear.
Do not send the email. Give me the draft to approve first.
Then, create a second workflow that checks whether the person replied.
If they haven’t, ChatGPT Work can prepare another follow-up for you to review 3 or 5 days later.
No lead quietly disappears because you forgot to check in.
Automation #2: Confirm Every Client Meeting
This is the trust-builder.
Clients should never have to wonder:
Are we still meeting tomorrow?
What are we discussing?
Do I need to prepare anything?
Where is the meeting link?
A simple confirmation answers all four questions.
Tristan uses AI to proactively confirm meetings, remind prospects what the conversation will cover, and make sure they have everything they need before the call.
You could create a workflow that reviews tomorrow’s calendar and prepares a confirmation for every relevant meeting.
For example:
Review my calendar for tomorrow.
For every prospect or client meeting, prepare a short confirmation email that includes:
- The meeting time
- The meeting link
- The purpose of the call
- Any files or information they should prepare
- Any unfinished action items from our last conversation
Use the previous email thread and meeting notes to personalize each message.
Do not send anything until I approve it.
This seems like a small detail.
But reliability is built out of small details. The writer who confirms the meeting, remembers the last conversation, and arrives prepared feels easier to work with.
And clients keep working with people who make their lives easier.
Automation #3: Turn Loose Ends Into Tasks
This is the workflow streamliner.
Every writing project produces loose ends:
The client still owes you a source file
A prospect missed a call
Feedback hasn’t arrived
A draft needs approval
A deadline moved
Someone promised to make an introduction
A question was raised but never answered
The danger is that these loose ends are scattered across email threads, meeting transcripts, Slack messages, and your own notes.
Unless you deliberately turn them into tasks, they get forgotten.
So, you could ask ChatGPT Work to review your client activity and create a list of anything that requires action:
Review my recent client emails, meeting notes, and project records.
Identify every unfinished commitment, unanswered question, missing document, approaching deadline, and overdue follow-up.
For each one, create a task with:
- The client or prospect
- The required action
- The owner
- The due date
- The source where you found it
- The consequence of leaving it unfinished
Show me the task list before adding or changing anything in my project-management system.
Now, instead of relying on memory, you have a system that looks for unfinished work.
AI Automation Is Not Just For Technical People
You do not need to become a programmer.
You need to understand three things:
What event should start the workflow?
What information does the AI need?
What finished action or draft should it produce?
That’s it.
The goal is to remove the repeated administrative work that keeps pulling you away from it (not remove yourself from the business).
Because writing might be the craft.
But following up, staying organized, and doing what you promised is how you build a profitable writing business.
That’s all for today.
Chat soon,
Dickie & Cole
Co-Founders of:
PS...Inside our ChatGPT Work For Writing Businesses bootcamp, we’re going to help you automate the boring work in your business….so you can make more money.
You’ll build systems for:
Lead generation
Outreach
Sales follow-up
Client onboarding
Client management
And more!
We’ll do everything live together over Zoom in two weeks.
Click here to join 30+ others already inside the ChatGPT Work Bootcamp
