Episode 313 Summary: Building Systems and Automations into Your Farm Business Using Zapier

In Episode 313 of the My Digital Farmer Podcast, host Corinna Bench delves into the transformative world of automation for farm businesses. Joining her is Glenn Young from Cold Springs Organic Farm, who shares his hands-on experiences with Zapier, a powerful tool designed to streamline and automate various aspects of farm operations. This episode is a treasure trove for farmers seeking to enhance efficiency, reduce manual workloads, and scale their businesses through smart technology integrations.

Introduction to Automation in Farming

Corinna Bench opens the episode by addressing a common pain point among farmers: the overwhelming amount of manual tasks involved in managing a farm business. From copying emails and forwarding messages to tagging customers and sending reminders, these repetitive duties can drain time and energy. She poses a compelling question: “What if you could automate all of it?”

To explore this, Corinna invites Glenn Young, a seasoned member of her accelerator program and a proactive entrepreneur, to discuss how Zapier can revolutionize farm operations by automating routine tasks.

Meet Glenn Young: Champion of Farm Automation

Glenn Young is the owner of Cold Springs Organic Farm in Campbellcroft, Ontario. With a robust background in engineering and 15 years in information technology, Glenn transitioned to farming driven by a passion for sustainability and a desire to create a more resilient food system. Since starting his farm in 2016, Glenn has implemented numerous automation systems to enhance efficiency and customer experience, making him an ideal guest for this episode.

Understanding Zapier: The Automation Glue

At around [37:32], Glenn introduces Zapier, describing it as an integration platform that serves as a bridge between various software applications. “Zapier acts as the integration layer. It’s like Google Translate between your online store and your Google Sheets, keeping everything in sync,” he explains. This functionality allows farmers to connect disparate tools—such as e-commerce platforms, email marketing tools, accounting software, and more—to create seamless workflows.

Key Features of Zapier:

• Triggers and Actions: Zapier operates using “Zaps,” which consist of triggers (events that start the automation) and actions (tasks performed in response).
• Multi-Step Automations: While the free version offers basic two-step automations, the professional tier unlocks more complex workflows with multiple steps, enhancing versatility.
• User-Friendly Interface: Features like Copilot simplify the setup process by guiding users through creating Zaps using plain language instructions.

Implementing Automation: Practical Examples

Glenn shares several practical applications of Zapier tailored to farming businesses:

1. Rapid Customer Response:

   • [24:41] When a customer submits a form via the Contact Us page, Zapier can instantly send an SMS notification to the farmer.
   • Glenn’s Quote: “The person was ready to buy when they submitted the Contact Us. So, what happens is the email comes straight through to my Gmail...Zapier sends this as an SMS, and I can respond immediately.” [25:03]

2. Automated Customer Onboarding:

   • Automating the addition of new customers to email platforms like ConvertKit, tagging them appropriately, and organizing them into specific delivery groups (e.g., bi-weekly, weekly).

3. Invoice Generation and Payment Tracking:

   • Automatically creating invoices in QuickBooks when orders are placed and marking payments as received once processed through platforms like Square.

4. Harvest Intel with ChatGPT Integration:

   • Utilizing Zapier to funnel relevant farm-related emails into a Google Document, curated by ChatGPT, providing a weekly summary of actionable insights.

Notable Quote: "When you see what you can even do, it's like it gets you all excited... you can set it up and then walk away and trust that this virtual tool is just going to do it in perpetuity.” —Glenn Young [43:32]

The Belt System: Measuring Automation Maturity

Corinna and Glenn introduce a Martial Arts Belt Framework to conceptualize automation maturity levels:

• White Belt:

  • Basic, manual processes such as copying and pasting customer information into spreadsheets.
  • Glenn’s Insight: “You’re doing a lot of copying and pasting manually. That's like being at the white belt stage.” [31:11]

• Green Belt:

  • Intermediate level where basic automations are implemented.
  • Examples include automating email sequences, tagging customers in email marketing platforms, and maintaining a centralized data source.
  • Glenn’s Definition: “When you get to the green belt, you've got automation in your order management process. You're handling 80% of your needs with 20% of the effort.” [33:02]

• Black Belt:

  • Advanced automations that handle complex workflows, predictive analytics, and AI-driven customer interactions.
  • Glenn’s Vision: “I want to be Tony Stark in the Iron Man suit and have an assistant that can handle detailed inquiries and predict customer needs.” [65:41]

This framework helps farmers assess their current automation status and set goals for further integration.

Overcoming Challenges and Lessons Learned

Implementing automation is not without its hurdles. Glenn emphasizes several key lessons:

1. Documentation:

   • Utilizing ChatGPT to create clear, comprehensive process documents.
   • Glenn’s Tip: “Take advantage of ChatGPT to write up your processes. It creates a document you can refer back to, ensuring consistency and reducing errors.” [58:03]

2. Consistent Data Formats:

   • Maintaining uniform data formats, such as standardized date conventions, to prevent confusion across different tools.
   • Glenn’s Practice: “I always use the YYYY-MM-DD format to avoid mix-ups between different systems.” [58:03]

3. Testing and Iteration:

   • Thoroughly testing each automation before full deployment to ensure reliability and prevent customer-facing errors.
   • Glenn’s Approach: “Test things before you have a customer come across a problem.” [60:42]

4. Adopting a Growth Mindset:

   • Embracing experimentation and being open to continuous learning and improvement.
   • Glenn’s Encouragement: “Don’t be afraid to jump in and start automating. It might seem overwhelming, but the benefits are substantial.” [61:07]

Future Horizons: AI and Automation in Farming

Looking ahead, Glenn shares his aspirations for integrating AI into farm operations:

• Advanced Customer Interactions:

  • Envisioning AI assistants that remember past customer interactions, preferences, and can provide personalized recommendations.
  • Glenn’s Aspiration: “It would be so cool to actually remember, like, what does this customer like, and lead with that in conversations.” [65:39]

• Predictive Analytics:

  • Using AI to analyze customer behavior and predict future purchasing patterns, enhancing customer retention and sales strategies.
  • Glenn’s Goal: “I want to predict what a customer might do next and incent them to make their next purchase seamlessly.” [65:41]

• System Integration for Seamless Operations:

  • Integrating various data sources to create a unified view of farm operations, from production to sales, enabling more informed decision-making.
  • Glenn’s Vision: “If we have all our data connected, AI can help us make smarter decisions and optimize our processes.” [64:52]

Glenn’s Forward-Thinking Statement: "If we have all the disparate databases connected, and the ability to query those tools and make decisions based on it, I think that's going to be really cool.” [65:39]

Key Takeaways

1. Automation Reduces Manual Workloads:

   • Tools like Zapier can handle repetitive tasks, freeing up time for farmers to focus on core activities such as selling and optimizing production.

2. Structured Implementation is Crucial:

   • Mapping out processes and documenting them ensures that automations are effective and scalable.

3. Start Simple and Scale Gradually:

   • Begin with basic automations (white to green belt) before moving to more complex systems (black belt).

4. Leverage AI for Enhanced Efficiency:

   • Future integrations with AI can provide deeper insights, personalized customer experiences, and predictive analytics.

5. Continuous Learning and Adaptation:

   • Embracing new technologies and seeking mentorship can significantly enhance a farm’s operational efficiency and sustainability.

Resources and Next Steps

• Free Automation Cheat Sheet:

  • Glenn offers a step-by-step guide for setting up five essential Zaps to kickstart automation in your farm business.
  • Access it here.

• Monthly Zoom Calls:

  • Join Glenn’s monthly Zoom sessions to observe live Zapier setups and gain deeper insights into building robust automation systems.

• Subscribe to My Digital Farmer:

  • For more tips and resources on farm marketing and automation, subscribe at mydigitalfarmer.com/forward/313.

Final Thoughts: Corinna Bench wraps up the episode by celebrating Glenn’s expertise and encouraging farmers to embrace automation as a means to achieve greater efficiency and success. She underscores the transformative potential of systems like Zapier, inviting listeners to explore these tools and join Glenn's community to stay ahead in the evolving landscape of farm business management.

Notable Closing Quote: "I believe in you. Take care." —Corinna Bench [71:50]

By integrating automation tools like Zapier, farmers can significantly enhance their operational efficiency, reduce errors, and provide better customer experiences. Episode 313 serves as an inspiring guide for those ready to take the next step in modernizing their farm businesses.