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✦AI & tech design · Strategic Influence 2025–Present

Designing a marketing CRM system that scales

One VA, pinged daily, versus three flows that just keep running.

40+ → 3nodes → clean flows
Days → hoursto ship a new flow
10+clients now scaled this way
!!!! A → → Z broke again… FormAdNew channel Flow 1Standardize Flow 2Write to CRM Flow 3Notify Slack new form or ad? only touch this new CRM field? only touch this new channel? only this
one 40+ node chain from A to Z, something broke almost daily
!The problem

Every flow was one long chain.

Spencer had a solid machine for his high-ticket clients, with a VA watching it. But each flow ran from A to Z, 40+ nodes deep, with logic scattered everywhere. Something broke almost daily.

Adding a new ad, form or channel meant tracing the whole chain. A day or more to ship it safely.

✦What I did

Three flows, one job each.

Instead of another patch, I proposed a proper system design: three decoupled workflows. Each change now touches one flow only.

New form or ad →Flow 1 · Standardize
New channel or CRM field →Flow 2 · Write to CRM
New Slack channel →Flow 3 · Notify Slack
✓What happened

The system mostly runs itself.

Spencer barely needs to message anymore, so he can focus on growth instead of firefighting. And my role changed: from the VA checking the system to the person who designed it.

A short screen-recorded walkthrough of the rebuilt stack.
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