If you're feeling like a marketing hot mess, today, we're talking
about streamlining your marketing processes with the amazing Lucy
Reyes of Cheers to Productivity. Let's get into
it. You're
listening to the Mindful Marketing Podcast. I'm Andrea Jones.
I've recorded over 300 podcast episodes. Yeah. It's a
lot of podcast episodes, and I've tried a lot of different virtual
recording studios, but my favorite has been
Riverside. Riverside makes their virtual recording studio look
so profesh. My guests love it. Plus, I
also low key love recording YouTube videos in here as well because
it's so easy to use. My team also loves Riverside because it
spits out separate audio, video tracks, making editing easy
breezy, lemon squeezy. And if you want a little magic, they've got
this tool called Magic Clips, which uses AI
to take your video and turn it into perfect social media sized videos.
I'm talking vertical videos for TikTok and Instagram, Facebook Reels, all the
places you can post these videos with the captions included, and you
don't have to hunt and search for that perfect clip. So if you
wanna try this out for yourself, click the link that goes
with this video. Or if you're listening to the audio on the podcast, it's in
the show notes. Okay? Click that link. Use the 15% off
coupon code. It's Drea, DREA, and try
Riverside for yourself. Thank you, Riverside.
Lucy, welcome to the show. Hi. Thank you so much for
having me. I'm so excited to have this conversation with you. I'm excited that
you're here. We were talking before the show. I feel like I know you because
you've been in my community. We're in other communities together.
And I just love your mission and your business,
all about productivity. How did that start, though? Let's go
back, rewind, origin story. How did you get into
talking about productivity? Yeah. So it's actually a
funny story because that's not how I first came
into the online space. I remember back when I was still my corporate job and
my husband was still my boyfriend. And we were
driving from back into town from going out of town, and I
remember searching up like, oh, we should start a side hustle. Like, let's make some
extra money on the side. And so, I went to Pinterest and I
found all the pins that were saying this is how you start a blog and
this is how you make money online. And so I dived into that, and I
started a mom blog, which I still have to this day. It's not, like, my
focus. But over time, I learned how to
build that up. I have that up and running, and then I transitioned into becoming
a blog coach. I was still working my corporate job. I got
completely burnt out with all the demands of my corporate
job. It was a very demanding industry, and, eventually, I just
had to quit. And that period, looking back, I'm
like, oh, wow. Like, I was so burnt out. I had to take a break
from my entire business. Like, I just completely shut down. I got pregnant, and I
couldn't function anymore. Like, I was in bed throughout my entire
pregnancy with my daughter. And coming back
was kinda like this moment of realizing, like, wait. I don't
even like what I'm teaching right now. Like, what is it that I want to
do? It wasn't until I had a conversation with a person, with 1 of my
friends, that she pointed out that just because you're good at something doesn't
mean that someone else is good at something. That was kind of the moment for
me of, like, oh, looking back at my mom
blog, most of the posts ended up becoming time management for working
moms, and I just didn't realize that was my
thing. And that's when I went all in. I had
all this content. I used to be curious to blogging, so I completely
changed my business. I rebranded. I hosted a summit so that way I could
get that owed me into the past. Like, she's
gone. This is what I do now. And I was just
been productivity, organization, systems, Trello ever
since. I hear you on the mom life. Like, it is it is
something else. It's a whole new level of, like I wouldn't say
balancing because it's never quite balanced. Maybe
balancing is the right word then. Because it's like, okay. Sometimes
it's more over here, more over there. But it it is like a whole new
level of productivity that's needed when you have these littles that you're chasing
after, which I love that this this is like birth from necessity, all of the
things you're talking about here. So for those people are who are
listening, can you define what productivity
means to you? Yeah. So productivity has, you
know, some negative connotations of, like, you have to do more, you have to hustle,
you have to do this. And just like, you know, we have the mindful
marketing podcast. Like, it's the mindful productivity. Like, you don't have to do more.
Like, I actually am a huge advocate for resting, taking time off,
or taking breaks, or enjoying the things that you want to do.
And it is about, kinda like you said, it's not about having a
balance, but it's figuring out what a balance on a certain time of day looks
like for you at a certain period of time. Sometimes that means that
you're sitting at home and watching Netflix all day while
your task list keeps growing. That's fine.
Sometimes that's what you need to actually overcome that
creativity slump that you might be experiencing. I know sometimes my
husband will be like, oh, that was such an unproductive day because we just sat
at home and did nothing. And I'm like, nope. That was completely productive for
me. That is exactly what I needed today. Because now when you get back to
work on a Monday or whatever the time is, then you're feeling more
refreshed. You're open to new ideas. And so I
really I guess that was a really long winded answer for productivity,
but it's really just about helping you get more of the right
things done without having to do more. Yeah.
Not we're we're a team not doing more over here. I love that. And I
love that you also mentioned that rest can be productive
as well. Basically, we need we do need to recharge and
and, we do need to make sure that we like, to be productive, having that
rest is so, so important. And I love that you mentioned that marketing automations. I
love this conversation because there are so many things
I love this conversation because there are so many things,
tools, and things that can help us automate so that
we can be more productive. But how do we know which
marketing tasks to automate first? Like, how do we know where to start?
So the ones that I recommend that you start with are the ones that you
find yourself repeating yourself doing
often. So even if it's a tiny, tiny task that you're just like, I'm
clicking this button or moving this card over here, or I'm just
repeating this specific task over and over again, it's something that
can more than likely be automated, and it's such an easy,
easy way to just get it off your plate and not have it feeling
like it's this huge, big thing that you have to set up on Zapier
or something. Like, you're like, oh, like, it feels overwhelming. So I actually
recommend that you start with, like, the smallest, smallest task that you're just
like, it just takes 1 or 2 seconds to do. And it's like,
well, those 1 or 2 seconds add up, and the more automations you create, then
you're adding minutes. And then the more minutes, you're saving hours. So I really
recommend that you focus on what are those tiny, tiny tasks that you're
repeating that would only save you maybe a few seconds and set up an
automation for that, and you'll see just how much of a relief even
just those few seconds saved, how much is going to help you.
Yeah. Can you give us an example of, like, what 1 of those tiny tasks
could be? Like, what what give me like, paint the picture for me. Okay. So
so you know my Trello girl. You've tried it before. So 1 of
my most like, I was actually I just received a message from 1 of my
members today about her Trello automations that she was setting up.
And there's an automation where you can I use Instagram? Like,
let's use Instagram. We are all we all love Instagram. So on
your Instagram content planner, if you have, you know, different
lists for reels, Instagram stories, post,
you can have, like, whenever a card is added for a
specific type of content that you're gonna create, it automatically
adds your task list for you. So that way, you don't have to, like, manually
type them out yourself. It can automatically add a label for you.
So it's automatically labeling, this card
is a reel, or this card is going to be an Instagram
post. And you don't have to, like, drag it over, add the
label, and then get started. It's all done automatically for you.
Oh, wow. You know, I didn't know Trello had all of those automations, and I
know you love Trello. So we're gonna dive into all of that as well.
But I I love how simple it could be is, like, okay, if we're typing
the same things over and over again, let's just have it set up for
us. And now my brains are thinking about, like, my brain's thinking about how to
do this in Google Docs. I'm sure there's a way. What because there's a bunch
of docs where, like, we duplicate them all the time. Anyways,
I think this is fascinating because the brain relief of not
having to do that, not having to decide, it's like I physically feel
lighter already as we're talking about it. I love it.
So you mentioned Trello. What are some of the other tools that we can use
to streamline our marketing? Yeah. So Zapier is another
1 that you can use or social media scheduling tools. I use
I don't know how to say it. I feel like I always say it wrong,
but Publer, I think it's how you say it, Publer. And there's a
ManyChat, which is the 1 where you comment in the Reels and then
automatic features. Those are probably my top 3 that
I like to use to automate, like, other things in marketing.
Yes. I'm a Zapier girl. I try to, cancel my
subscription last year and move to something else, and I was just, like, I cannot.
Like, every it's too actually, I have too much. It would take
so much time to move over to something else at this point. And I just
it, like, it, like, really does button everything up so that all my
tools talk to each other. So I love that too. Okay. We're
gonna take a quick break. And when we come back, we're gonna talk more about
Trello because I'm so curious about these automations. So when we get back, we'll dive
into that. If you're tired of always feeling like
you're starting from scratch with your marketing content, spending so
much time, for something that just is gone in
a snap, I have the best solution for you. It is
called the digital brain power pack, our brand new resource
for online business owners. And it's designed so that you don't
have any more 1 hit wonders. You get to store all of your
best content in your very own custom created
digital vault. So you can repurpose eloquently,
and you can say goodbye to the never ending desire
or need we feel to create completely custom content on
social media. Grab the Digital Brain
Power Pack today for only $17, and your
past content is pure gold. So with this digital
brain, we are going to mine that content for the gold
that it is, shine it up, repackage it, rejuvenate it,
and make it feel brand new again even though you're posting
old content on social media. Okay. So what does the digital
brain power pack come with? It comes with our digital brain training, so you
can really kick start your journey, know where to start, how to update
it. It comes with the ready to use template in
Airtable, which is my tool of choice when it comes to building out digital
brains. It comes with real life examples because so you can see
digital brains in the wild. And, yes, you'll get to peek at my
own digital brain. Sneaky sneaky. And oh, if you
are an agency or social media manager, I have a mini
training for you in there on how to do this for your clients. So
if you are ready to take your content, past,
present, future to the next level, grab the digital
brain power pack. It's $17 y'all,
and give that endless
hustle, the boot, and embrace your brilliance. The
things you've already created. Again, $17. The link is
onlinedreya.com/digitaldashbrain, but y'all know
the best link is in the show notes. Click it there. I'll see you there.
And we're back. So I wanna dive into Trello in a moment.
Exciting once we dive into the world of automations. But what are the
warnings we should look out for as we're starting to automate all of
the things? Yes. I think that 1 if you
are 1 who gets excited about creating automations, I think once you
start creating them and you start seeing the power of them, then you could, you
know, you could get excited, and then there's ones that shy away. But I would
say don't go all in too fast because automations are the
things that you do have to give it some time to see if it's working
and if it's doing what it was supposed to do. I've
definitely set up automations where I created a whole bunch, and then I
realized I made a mistake in them. And now they're triggering the
wrong email or they're triggering the wrong thing, and now I have to go back
and, like, fix all of the ones I did because I just went all in.
So I would say, like, create 1, make sure it works the way that you
want it to before you duplicate it for another similar
task. That is for automation, specifically for
project management, like your systems. And definitely don't
cram everything into 1 system because it
can get super overwhelming. That is probably the biggest system mistake that
I see is, you know, people come to me and they come with 1
big huge Trello board and it has everything in their
business until they can't break it down fully and
get detail with the different tasks. So for automations and systems, I would say
those are, like, the 2 biggest mistakes I see. Yeah. Yeah. And I
think it is human nature to get excited about it.
But it's it's kind of like building something for the first time. Like,
I'm gonna use an IKEA reference. You know, you gotta you gotta check every
step along the way before you sit down in the chair to see
if it's fully put together. And so I feel like that's how it is, the
automation. Sometimes you gotta check each step along the way and make sure we're
not relying on it too too much. Because as much as I love the robot,
sometimes there are just some things that are better off left to a
human. I'll give an example as well too. We try to
automate some, like, welcome emails in our business,
specifically for our mentorship program. And I found
that sending the personal email we still have a template for
it, but sending the personal email just got a better response than the
automation did. So we automate everything else, and then this 1 thing, which is gonna
take a moment and send the personal email. But we do have an automation that's
like a reminder. So when someone joins a program, Zapier will create
an Asana task, and then it's like, oh, send this person this email. And so
we do have automations to help us with that, but still, the personal email, the
personal type sometimes can't be skipped over. You know? Yes.
I love those. I actually wanna, like, piggyback on those too, because you said
some great things there. So the I can't my shelf, you can't see it
right now unless I turn my camera, but my shelving here, I made that mistake.
I went all in, like, putting all the pieces together. It's like, I don't need
instructions. I know how to do this. I'm that type of person. And then we
get into it and we're like, Oh, we put them in the wrong way, and
it was so hard to get them back out. We had my friend had came
over to help me, and we have to wait for my husband to get home
to, like, actually pull them apart for us because we hadn't
waited. So I'm I can definitely, like, relate to that IKEA example.
And then with the automation, I definitely hear a lot of, like, the impersonal
same thing with AI. You know? Is it impersonal to automate?
And there are certain things that should be left not automated
or partially automated. So another example I can give that
actually has been working super well, it's a new automation that I've been testing, is
in my own community, there is a way for me to automate a
bulk message to people inside a specific
segment. So it's personalized or it feels personalized to
them. It's in the moment from me, but I'm not having to copy and
paste the same message to every single person. And I think,
actually, you've done it. I think it comes for, like, whenever Yeah. So it's the
same thing where it's, like, it's a bulk DM. And that's some
that's a form of automation as well, where it's still in the
middle of not fully automated, but still somewhat
because it saves you time. Yeah. Exactly. Saves you time and
is partially automated, but it has the human touch. We love it. We love it.
Okay. So let's dive into all things Trello. For those who don't know
Trello, tell us, what is it? Yeah. Trello is
a project management tool that is a great for
task marketing, or task workflows for marketing,
planning boards. Those are the really main things that I use it for, is
tasks and workflows and planning. Yeah. And it almost looks
like sticky notes. Right? Like, each of the boards, it kinda looks like you have
a wall of sticky notes that you can kind of organize. So if your brain
really likes to look at that is that called a kanban? What am I talking
about? So it's it's called a kanban style board, and it does reflect,
like, sticky notes, and you can drag and drop. It is super
visual, which is what I like about it. You can make it super pretty. There's,
like, you can change the backgrounds. You can add stickers and GIFs and all of
these extra things to your board to make them fun and bright and
colorful. But it is a Kanban style, which, you
know, if you're listening to this on the podcast, then the visual would be like
a list of checklist. So if you're a checklist person,
that's also very helpful for them. Yes.
Yes. I love it. I love the kanban style as
well. I always describe Airtable as, like, a spreadsheet meets a
Trello board. It's very similar in that way. So when
we think about Trello and marketing, how can Trello help us
achieve our marketing goals? Yeah. So like we were
talking about with automations, it can help you set up certain automations to where
it's integrating and talking to other tools. So
ManyChat, you can set it up to where, you know, it talks to your ConvertKit,
and then it goes from ConvertKit, you can have Zapier connected to your
Trello board, for example. So there is, like, a flow where you
can really get in touch with the people who are actively signing up
for things that you're doing. You can create different
Trello boards for the different types of marketing tasks that you're doing. So I
actually really recommend that you if you are a Trello user, that you are creating
a separate board for every single part of the marketing,
like, the different platforms. So 1 for LinkedIn, 1 for Instagram, 1 for
Facebook, because all of the different platforms have different
algorithms, and they have different features that you can
use. They have different customers on the platform. So it's not like a
copy paste exactly across multiple platforms. It's
not the same flow of task. So you really want to create
several different boards for the different parts of the marketing business
that you run and really get detailed with those.
Yeah. So how do you use Trello personally in your business for your marketing? Do
you have them by platform, or do you also have, things like
email newsletters in there and, like, the summits that you planned and things like
that. Like, how are you using it? Yeah. So I have a board for
everything. So I have an email newsletter planning board, and that board is
strictly my email newsletters because I can look at calendar
view. I can look to see when am I sending certain emails, what
type of email is it, what is the topic of the email, how's it
like, where in the process is it? You know, am I drafting it? Have I
already scheduled it? Is it ready to go? So, that's like in
a specific board, that way it doesn't get cluttered with everything else.
So, I have 1 for Instagram, where Instagram it's broken down by
Reels, Instagram Stories, blog post, or
not blog post, by post, like static feed post. Each 1 has
different steps. Right? My Instagram stories is way smaller
than, you know, creating a reel, which involves recording and
editing and maybe scripting the bureau or
not the bureau, but scripting the talking head tip. Right? So
there's different tasks there, and then that's in on an Instagram board.
I have 1 for LinkedIn, the same thing. So every single part has a
different board because I can get super specific, super
detailed with what I'm doing on that platform, what
my goal is for that platform. I can just customize a board for that.
Yeah. And as far as automations go, I think you mentioned this earlier, but
Trello is the content planning hub, and then you take that content
and you post it either through Publer or natively on the
platform. Correct? Yep. Yep. And I've actually been able to use
it to where it's almost eliminated the need for some of the
scheduling tools that I have. So I don't use the
Telen anymore. That's very recent. But I've been able to
create the the Pinterest board that I have in a way that it makes
it really easy to just manually schedule my pins for it.
Same thing with Instagram. Since it's on my phone, Trello has an app that's really,
really good. I can just get the notification that's like, oh, it's time to post.
And then I post the Reel, and it's already ready to go. So definitely, it
helps save some money too if you wanna get rid of some of those extra
tools. So is the notification coming from
Trello? Yes. Oh, interesting. I didn't know it could do
that. Very cool. So I use Airtable in a very similar way,
but I don't have a notification for when it's time to post. I feel like
I could probably add that in. So you've just inspired me with that.
And I always say, like, if you're listening to this and you're like, should I
use Trello? Should I use Airtable? Just try and see what works for your brain.
Airtable, like, my brain is like, oh, this is delicious. Like, I can't get enough
of it. But some people, they're, like, nope. Trello all the way or there are
no shit or, you know, whatever the case may be. All of these are just
tools. So you figure out which 1 works for you. Trello works for Lucy.
Arieseo works for Andrea. It's all good. It's all good. Yes.
Absolutely. So when we think about Trello, what are
some of the mistakes that people make as they're starting to build out all of
their boards and as they're starting to dive into some of the automations
there? Yeah. Kind of what we had mentioned before about
just creating 1 board for all of the things. So I see, like, a social
media board that's very common where you're trying to put everything
social media into 1 specific board, where it's like an
Instagram list, and then a Facebook list, and a LinkedIn post list, so
that way you can see it all in 1 view. I see that very often.
But what happens is you're not able to get your full strategy for
everything in there. And or if you do, it becomes this really, really
big overwhelming board where you can no longer find
things. You don't know where you put in that 1 post. You don't
know how to access the link to your Canva pins that you saved in 1
of the cards in Trello. And so it's that's 1 of the biggest
mistakes. And then the second 1 I would say is naming your boards.
You really wanna get strategic with the name the names for your Trello board,
so that way you know exactly what is on that specific
board. You know, there's 1 that's very common that's just like ideas, and it's
like, well, what kind of ideas? And then you have so many ideas
as an entrepreneur, so then it becomes this list of 100 and 100 of
ideas that are now gonna sit there because you don't have
them categorized in a specific way. You can't find them, and now they're
just kind of gonna be in it's like a little graveyard of great,
amazing, awesome ideas. Yeah. It's like that junk drawer in
the kitchen where you're, like, we're just gonna put random stuff here, and then it's
never gonna see the light of day again. Yes. Why don't we all
have that? I know. It's a very, it's a universal
experience, I think. But you're so right. That's what my Google Keep looks like
right now. It's just a bunch of random thoughts that I go through
occasionally, and I'm like, oh, yeah. This was a good thought. It just lives
there. I should totally make a Charlo board and organize it. But, yeah, that's
that's future Andrea. Wishful thinking. Could do it in Airtable too. And
like you said, like, all of this works on all of the platforms. It's
just different terms or features for your specific platform, but you can
do it. I you I like Airtable for certain things, so I'm like,
there's definitely a way that you can do that. I would actually so let me
throw in a tip here. It's, like, if you do use Trello, you use Airtable
or something else. If you have certain boards or certain places
where you store things, just add something in there that says, like, brain dump
for that specific thing. So on my Instagram board, I have a card that
says notes or brain dumps. So if I have a idea specifically for Instagram,
I add it to that Trello board. Oh, see, that's
alright thinking. So then they can all stay in the same place. Okay. Cool. I
could definitely do that. I love it. Thank you, Lucy, for being on the show
today. I know you have a quiz that will help us figure out what kind
of planner we are. Tell us about the quiz. Yeah. So it's a
free quiz you can find at trues to productivity.com/quiz. And
it's a super fun quiz. I get lots of feedback on how
it's, like, super relatable to how they are actually as a
planner. So it'll help you. It'll send you a curated list of my own
podcasts. I have my own podcast. It's your full chats. And I'll send you a
curated list on how to help you plan the task in your
business depending on whether you are a little bit more structured, if you're
a little bit more flexible, if you're kind of in the middle. And it's just
a really fun quiz. Yeah. Check it out. I'll put the link to that in
the show notes as well. Onlidre.com/314,
as well as all the links to connect with Lucy and her company Cheers to
Productivity on social media. What's your favorite platform right now?
Oof. It's a toss-up between Instagram and LinkedIn. Okay.
Still, like, kind of been going back and forth. Yeah. I love it. Okay. So
I'll put links to all of that in the show notes as well. Make sure
you connect with Lucy and everything she has. Lucy, thank you again for being on
the show. Thank you so much for having me. And thank you, dear
listener, for tuning in to another episode of the Mindful Marketing Podcast.
Make sure you connect with us on Apple Podcasts or Spotify,
leave a 5 star rating, helps keep us in the top 100 marketing shows,
which is all thanks to your listenership. Appreciate it. Next week, we're
doing a marketing automations roundtable, so stay tuned for that. I'll see you
then. Bye for now.