Remember diagramming sentences back in school? I always thought it was pointless, but the real goal wasn't the diagram itself—it was understanding the structure of a good sentence.

The same exact logic applies to building automations. It's tempting to just jump into a tool like Zapier or Make and start connecting things, but that's like throwing a bunch of random words on a page and hoping it makes sense. If you want to build automations that actually save you time (and don't break), you need to understand the structure first.

I'm breaking down the four essential components every automation has—the two that are required, and the two "optional" ones that make your workflows truly powerful and intelligent. We'll walk through the difference between a Trigger and an Action, how to use Conditions to make your automations smarter (like "only do this if X is true"), and when to use specific Timing to batch your work.

Are you unsure what you should even automate first? I built a brand new quiz to help you pinpoint your biggest bottleneck. Answer four simple questions, and I'll send you personalized automation recommendations to solve your most crucial problem.

Take the quiz now at: streamlined.fm/quiz

Show Notes

• **Watch the Video for visuals**
• Submit Feedback: streamlinedfeedback.com

Read to build your perfect site? Check out StellarSites.

Ever wonder if your newsletter should be the product…or just promote the product?

I’ve been treating mine more like a magazine than a sales tool — and it’s cost me. So I sat down with Dylan Bridger, who helps course creators and coaches turn their newsletters into profit machines.

We talk about:

• The difference between a “magazine” newsletter and a “sales team” newsletter
• How to actually warm up your audience so they buy when you make an offer

But we also get into the impact becoming a new dad had on Dylan’s workflows, and a short-lived side project that taught him big lessons fast.

This conversation helped me clear up a ton of issues with my own newsletter, and I think it’ll do the same for you.

Seeking clarity in your business systems? Take the Business Overwhelm Diagnostic.

Dylan Bridger is an email marketing expert who helps coaches and course creators increase their conversions while building stronger relationships with their lists. A full-time marketing consultant since 2021, more than 7,000 entrepreneurs follow his insights across newsletter and social media. When he's not working, you can find Dylan writing songs, goofing around with his daughter, or enjoying a nice cup of coffee.

Links

• Dylan Bridger
• Dylan on LinkedIn
• Dylan on Twitter/X
• Dead-Eyed Portraits: The Real Risk of AI Headshots
• Nathan Barry
• Kit (formerly ConvertKit)
• Ken McCarthy – Jazz on the Tube
• Beehiiv

What do you think? Send your feedback to streamlinedfeedback.com

Read to build your perfect site? Check out StellarSites.

When I was a kid, I said things like, “I won’t forget,” or “When I’m a dad, I won’t get mad.” Or…”I’m bored.”

But as you get older, and life puts you in various, unforeseen situations, it’s easy to get blindsided and react in a way you hoped you wouldn’t.

I think about this a lot when I consider what’s changed between turn 20 and turn 40. And there’s a common theme that has cropped up: pruning.

Letting go of what doesn’t work. Of where you used to spend your energy. About making more space in your life for the things that matter.

And I thought that there was no better person to bring on to talk about this than my friend, fellow freelancer, and fellow father, Austin L. Church. He’s a deep thinker, committed family man, and wants to help people.

Looking to prune what’s stealing your energy? Take the Business Overwhelm Diagnostic.

Top Takeaways

• Fluff vs. value in business books — many books stretch one idea into 300 pages, but the best insights are usually old, durable ideas worth revisiting.
• Growth by subtraction — focus and pruning beat doing “all the things.” Fractured attention leads to mediocre results.
• Attention as water — what you focus on grows. Stop “watering” indignation and instead nurture gratitude, creativity, and presence.
• Values over virality — not all success is worth emulating. If someone’s optimizing for attention or wealth at all costs, that doesn’t mean you should.
• Parenting parallels — kids remember how you respond more than what you say. Choosing patience, presence, and love shapes both them and you.
• “These are the good old days” — a simple mindset shift that makes it easier to stay present with family and avoid regrets later.

Links

• Austin’s post on pruning
• Austin L. Church — Freelance Cake
• Austin’s Book: Free Money
• Buy Back Your Time — Dan Martell
• Good Strategy Bad Strategy — Richard Rumelt
• Essentialism — Greg McKeown
• Dieter Rams — Principles Of Good Design

What do you think? Send your feedback to streamlinedfeedback.com

Read to build your perfect site? Check out StellarSites.

Episode 500 of the show came out on Monday. Here’s I I put it together using Google NotebookLM

Nine years. 500 episodes. And one big question I've asked since the beginning. Do you have any trade secrets for us?

When I started this show (back when it was How I Built It), I was a newly married web developer with a side hustle and a curiosity for how others built their businesses. Ten years and three kids later, I’ve realized the mission has always been the same — helping solopreneurs build a business that supports their life, not consumes it.

In this special milestone episode, I’m sharing the story behind the show’s evolution, the real “trade secret” I’ve learned from hundreds of conversations, and how the GAPS Framework — Gear, Automation, Playbooks, and Support — is guiding my next experiment.

Want my systems delivered directly to your inbox for free? Join my mailing list at https://casabona.org/streamlined 

Show Notes

•  Ecamm Live
• Stream Deck
• Tella
• Gling.ai
• Riverside
• Everything on my Desk
• Zapier
• Castmagic
• YouTube
• LinkedIn
• Growth in Reverse Pro

 💬 Send me your thoughts: streamlinedfeedback.com

Read to build your perfect site? Check out StellarSites.

Am I overthinking how to approach episode 500? Plus, I got an android phone. 

Send feedback to https://streamlined feedback.com

We turned productivity into a fantasy draft! 🏆

Four small business owners battle it out, picking the apps and tools we cannot live without — with some surprise steals, hot takes, and even a bonus round for our favorite analog gear.

Looking for new ways to save time, systemize your business, and actually enjoy the tools you use? This draft is packed with ideas you’ll want to steal.

Draft Order: 

1. Mike Schmitz
2. Layla Pomper
3. Cat Mulvihill
4. Joe Casabona

Wondering how you can manage your time to find the perfect balance? Take the Business Overwhelm Diagnostic.

Show Notes

• Mike Schmitz | Episode 422
• Layla Pomper | Episode 495
• Cat Mulvihill | Episode 305
• Obsidian
• Circle
• Kit (ConvertKit)
• ClickUp
• Raycast
• Canva
• Missive
• Zapier
• SmartSuite
• Kajabi
• Notion
• Sunsama
• Zoom
• Apple Text Replacement
• SavvyCal
• Stream Deck
• SaneBox
• Ecamm Live
• Todoist
• Google Drive
• Personal Retreat Planner (Mike’s custom tool)
• Rocketbook
• Field Notes
• Opus Clip
• Tella
• Gather
• Vimeo

What do you think? Send your feedback to streamlinedfeedback.com

I just wrapped up a Social Growth for my friend Chenell’s community where I posted on LinkedIn for 40 days.

Here’s what I learned and what’s next.

Send your feedback at https://streamlinedfeedback.com

Can you really delegate out when you are your business? Don’t people hire you to work with…well, you? 

That’s the question Justin Moore and I wrestle with. We talk about the challenge of running personality-driven businesses, why it’s so hard to step away, and how to build a company that serves your life instead of consuming it.

Justin shares how he’s built a coaching business with a team he trusts, why impact is his North Star, and the mindset shift that helped him let go of control. 

We also get real about balancing work with family time, the guilt that comes with stepping away, and why building a lifestyle business is just as valid as chasing a big exit.

Things get real – it’s something all business owners need to think about. 

Wondering how you can step away from your business? Take the Business Overwhelm Diagnostic.

Top Takeaways

• Use a North Star mission (like impact) to guide decisions about hiring, delegating, and growth.
• Letting go of control is a mindset shift—delegating doesn’t dilute your business, it expands your reach.
• A lifestyle business is not a failure; you don’t have to build for an exit if you love the work.
• Balancing work and family isn’t about hacks—it’s about daily choices to be present in the moment.

Show Notes

• Sponsor Magnet Podcast (hosted by Justin and me)
• Sponsor Magnet (Book)
• Creator Wizard
• Key Person of Influence (Book by Daniel Priestley)
• Write Useful Books (by Rob Fitzpatrick)
• One to Many: The Secret to Webinar Success (by Jason Fladlien)
• CEX (Creator Economy Expo)
• Lulu (Publishing)

What do you think? Send your feedback to streamlinedfeedback.com

It seems like every day there’s a new tool designed to help us be more productive. They promise to help us to more, faster, better, with fewer resources. And it’s easy to get shiny object syndrome. So how do you know when it’s time to switch, or when it’s a waste of time and energy?

Luckily, as a chronic tool switcher, I’ve thought a lot about this very problem. And I have a framework to help you decide.

We’ll go through the 4 questions you should ask yourself when evaluating whether or not to switch. Then we’ll apply these tests to case studies so you can see how they work with actual examples.

Wondering if you should switch? Go to https://shouldyouswitch.com to apply this framework!

What do you think? How do you decide when to switch tools? Let me know at https://streamlinedfeedback.com

• (00:00) - The Rapid Evolution of AI Tools