All Episodes

I hate CRMs. I know I need one—I’m doing more coaching, getting more inbound leads, and ranking in the top three organic search results for podcast coaches on Google. But no matter how many times I’ve tried HubSpot, Zoho, or whatever the flavor of the week is, they’ve never fit into my workflow. So I did a totally normal, not weird thing: I built my own CRM. In this episode, I walk through the simple system I set up using Notion, Todoist, Make.com, and my website. I’ll share why I built it this way, how it automates lead tracking and follow-ups, and why reducing friction is the key to sticking with any system.Plus, I’ll show you how you can apply this same approach to streamline your own processes—without forcing yourself into tools that don’t work for you.  For all of the links mentioned in this episode, go to https://streamlined.fm/464 Top TakeawaysThe best CRM (or any tool) is the one you’ll actually use—start simple and build on tools you already know.If you struggle with sticking to a system, it’s likely because it doesn’t fit your natural workflow. Adapt the system, not yourself.Don’t limit yourself because of past experience. There is lots of flexibility in the apps we use today, and you can take advantage of that.Show NotesScreenshots I posted on LinkedInAutomations DatabaseNotionTodoistMake.comGravity FormsWant to see the automations I use? Get access to my 40+ Automations Database at streamlined.fm/automation.Send feedback to https://streamlinedfeedback.comFeeling stuck? Check out my unstuck sessions at https://casabona.org/unstuck

Stephen Robles is not only a Shortcuts and automation expert—he’s also built a successful YouTube channel covering Apple products, smart home tech, and (of course) Shortcuts. But he didn’t just start making random videos. He figured out how to create content that people actually want to watch.In this episode, Stephen breaks down his YouTube strategy: how he finds content ideas, how he packages videos for success, and why your title and thumbnail might be killing your views. If you’re a creator trying to grow on YouTube, this episode is packed with insights. For all of the links mentioned in this episode, go to https://streamlined.fm/463 Top TakeawaysYour packaging (title & thumbnail) is everything. If no one clicks, no one watches—so spend time making them compelling.Experiment with content angles. Stephen didn’t review the iPhone 15—he focused just on USB-C, which made his video stand out.Consistency matters, but smart workflows matter more. He records multiple camera angles at once, uses AI to edit, and batches content to maximize efficiency.Show NotesStephen’s YouTube Channel (Shortcuts Playlist)Stephen’s Shortcuts CommunityApple Shortcuts AppPushcut (for running Shortcuts automatically)Toolbox Pro (adds more actions to Shortcuts)Actions (another Shortcuts-enhancing app)Lutron Smart SwitchesMerossHomebridge (for adding non-HomeKit devices to Apple Home)Matt Cassinelli (Shortcuts Expert)Federico Viticci & MacStories (Apple & Automation)Gling.ai (AI-powered video editing tool)Transcriptionist (AI transcription app for Mac & iOS)ChatGPT API (for automating title ideas, OCR, and more)CleanShot X (for high-quality screen recordings on Mac)Ecamm LiveiZotope RX10 (audio cleanup & enhancement tool)DJI Osmo Pocket 3 (compact gimbal camera for video shooting)David Sparks (MacSparky) – Focus Modes & Productivity ExpertCGP Grey (YouTube Creator & Podcast Host, known for productivity & focus mode setups)Streamlined Feedback (Submit podcast & automation questions)Unstuck Sessions (1-on-1 coaching to get past business roadblocks)Want my Shortcuts and 40 more automations? Check out My Automations DatabaseSend Feedback: https://streamlinedfeedback.com

I’ve been talking a lot about automation this year, and one tool that keeps coming up is Apple’s Shortcuts app. So I brought in Stephen Robles, a YouTuber and podcaster who’s been using Shortcuts since it was called Workflows before Apple bought it. We get into what Shortcuts actually does, and how you can use it to automate repetitive tasks, eliminate friction, and make your iPhone way more useful. Stephen also shares some incredible automation ideas, from formatting podcast show notes to controlling smart home devices. If you’ve ever thought, I wish my phone just did this for me, there’s a good chance Shortcuts can make that happen. For all of the links mentioned in this episode, go to https://streamlined.fm/462 Top TakeawaysShortcuts can automate almost anything. Whether it’s formatting text, logging data, or running workflows with a tap, it’s a game-changer.The Action Button takes it further. You can assign multiple shortcuts to one button press, making it even more versatile.Home automation can be super smart. Stephen shares how his smart shades close when he turns on the bathroom fan and how his patio fans activate when it gets hot.Show NotesStephen’s YouTube Channel (Shortcuts Playlist)Stephen’s Shortcuts CommunityApple Shortcuts AppPushcut (for running Shortcuts automatically)Toolbox Pro (adds more actions to Shortcuts)Actions (another Shortcuts-enhancing app)Lutron Smart SwitchesSend Feedback: https://streamlinedfeedback.com

Leah and I might be in different stages of parenting, but we have very similar situations — 3 kids, running a business, spouse who also works. So in part 2 of our interview, we jump into the societal expectations of moms and dads, discussing the stark differences in how each is perceived. Leah shares how she navigated running a business while being a hands-on mom and the challenges of unspoken gender roles in parenting. We also discuss our own anxiety with bringing kids up today vs. when we were kids — and how we’re trying to fix it. Top TakeawaysMoms Face More Pressure to “Do It All” – The expectation is still that moms handle home responsibilities, even when they work full-time.Balance Looks Different at Different Stages – Leah’s balance shifted as her kids grew older, and Joe’s approach has to be different with younger kids.Perfection is the Enemy of Good Parenting – It’s okay to not have Pinterest-perfect parties or homemade treats. Focus on being present instead.Show NotesListen to Part 1Leah RemilletBalancing Busy PodcastMy 2025 Yearly ThemeThe Brick DeviceThe Anxious GenerationWhy Over-Parenting Is Creating Anxiety—and What to Do Instead with Dr. Camillo OrtizSend feedback at https://streamlinedfeedback.com

Work-Life Balance is a myth! Or is it? In today’s conversation with Leah Remillet, we talk all about our goal as solopreneur parents to have everything – as in “AND,” not “OR.” Leah emphasizes that balance isn’t about equal time for everything but about feeling good in YOUR core areas of life. She explains her framework for achieving work-life balance through priorities, presence, and purpose and offers practical strategies like setting boundaries, system stacking, and discipline to maintain balance. Top TakeawaysSet Boundaries with Your Work – Create office hours, shut down your computer, or build whatever boundaries you need to to make that mental shift.Perfection is a Myth – Instead of focusing on what’s going wrong, focus on the “bright spots” where things go well and build from there.System Stacking is Key – Small, intentional habits (like meal prepping, scheduling breaks, and using alarms) create long-term balance.Show NotesLeah Remillet Balancing Busy PodcastMy 2025 Yearly ThemeThe Brick DeviceThe Anxious GenerationWhy Over-Parenting Is Creating Anxiety—and What to Do Instead with Dr. Camillo OrtizSend feedback at https://streamlinedfeedback.com 

   This weekend, I completely rearranged my office—and I couldn’t be happier with the results. What started as frustration with my camera framing turned into a full workspace transformation. In this episode, I break down:   - Why I moved my desk and how it improved my video setup   - The changes I made to declutter and improve cable management   - The unexpected number of extra USB cables and extension cords I found (seriously, where did they all come from?)   - Why I finally got rid of my massive softbox lights   - My ongoing whiteboard dilemma and plans for even more optimization   Timelapse of my Office Rearrangement https://youtu.be/H8Ar19kSBjE Got questions or office setup tips? Let me know!

Automation can feel overwhelming, but it all boils down to four simple components: triggers, actions, conditions, and timing. Once you understand these, you can start automating repetitive tasks, saving yourself hours of work and mental energy.In this episode, I break down these components with real-world examples, like home automation and business workflows, and share how you can use them to create seamless systems for your solopreneur business.Then, I’ll tell you how you can start thinking about your tasks in terms of these components. Top TakeawaysTriggers are the events that kick off an automation, like a form submission or a specific time of day. Identifying what starts a process is the first step in building an efficient system.Actions are the tasks your automation performs after the trigger, whether it’s sending an email, updating a database, or turning off your smart lights.Start identifying daily tasks that could benefit from automation. Map out the trigger, action, condition, and timing to see how you can streamline your workflow.Show NotesSlides from My Podfest TalkAutomations Template DatabaseSend Feedback

January was chaotic for me, with family time over the holidays, snow days, travel for Podfest, and a house full of sick people. Despite all that, my business kept running smoothly thanks to the systems and processes I’ve built over the years. Instead of stressing over a “lost” month, I decided to start 2025 in February, reframing my timeline and giving myself permission to adapt. This experience reinforced the importance of creating margin—not just in your weekly schedule but as a core part of your business—to handle unexpected disruptions while still moving forward. Top TakeawaysMy systems and processes provided me was more margin than I thought. Despite not working for half of December and a lot of January, I was still able to continue producing my podcast, posting here, generating leads, and sending out proposals.The calendar year is arbitrary. The things I wanted to do that I didn't do in January can easily move into February. And I already know my systems can support those changes.Building margin into your business isn’t just about avoiding burnout—it’s about ensuring you have the space to adapt and thrive, even during busy or unpredictable times.Show NotesRead the LinkedIn postLeave feedback at StreamlinedFeedback.com

“How do I know if investing in automation is worth it?” This was a question someone asked me after my talk at Podfest. And it’s a fair question. We don’t want to waste time and money on something that won’t pay off.So in today’s episode, I tell you exactly how to know if automation and delegation are worth the investment. Top TakeawaysUnderstand Opportunity Cost: Opportunity cost is the value of what you give up when choosing one activity over another. For solopreneurs, this often means the lost income or time that could be spent on billable work.Automation Rule of Thumb: Automate repetitive tasks you’ve done at least three times and that require consistent inputs and outputs. But do the task manually first to ensure automation makes sense.Take Small Risks for Big Gains: Test delegation by hiring a VA or outsourcing small tasks. Even $50/week can help you reclaim time to avoid burnout or spend with family.Show NotesWhy You’re Losing Money when You Mow the LawnSend feedback to StreamlinedFeedback.com

This one might ruffle some feathers, but I’m OK with that. I think we NEED to disclose the usage of AI in creative work more. It’s less about signaling that you cheated in some way — on the contrary, I don’t think using AI is de-facto cheating. It’s about honesty, integrity, and transparency. So my policy is simple: if you use AI to write, record, or produce something, it should be disclosed in the same way affiliate links or paid promotion has to be disclosed. And today, I explore why I feel so strongly about that. Top TakeawaysEstablish Clear Guidelines for AI Disclosure: I tell my readers how and when I use AI. If it contributes more than 5% of an article’s total word count, I write it at the bottom of the piece.AI Produces Mediocrity: As Jason Snell said**,** AI tends to average out content, making most of it mediocre at best. If you want to stand out, you can’t just rely on AI.Human Connection is Irreplaceable: In a world where AI threatens to erode personal connection, it’s up to us to keep our content human.Show NotesMy AI Manifesto: We Must Disclose the Use of AIMy AI Disclosures PageSend Feedback

Halfway through writing nearly 24 articles for my Podcast Advent project, I started to wonder if I was wasting my time. Is this worth it? Am I writing what people actually want to read?You’ve probably fallen into the same trap: spending hours creating content, unsure if it’s resonating with anyone. It’s frustrating, exhausting, and can feel like shouting into the void. But it doesn’t have to be this way.Today, we’re exploring a few things you can try to come up with content that resonates with your audience — plus I’ll tell you about my GAPS framework for content in 2025. Top TakeawaysLet data lead the way: Your analytics are a treasure trove of insights. Tools like Google Analytics and Search Console can show you what content performs well so you can double down on those topics.Ask your audience: Your audience is your best resource. Invite questions through email, social media, or a dedicated feedback link, and turn their questions into valuable content.Experiment, but evaluate: Testing new ideas is important, but don’t forget to review the results. If something doesn’t work after a few tries, let it go.Disclosure: ChatGPT has contributed more than 10% to the description and takeaways for this text, fully using the episode’s transcript.LinksLeave Feedback at https://streamlinedfeedback.com

It's time for 2025's yearly theme. While The Year of Control didn't go as planned, I'm excited to have a much better plan in place for this year's theme, The Year of Being Present. Want even more podcast content, giving you a behind the scenes look at being a busy, solopreneur parent? Sign up for my free, private podcast at casabona.org/notes Show NotesMy 2025 Yearly ThemeJoe's Audio Notes Why We Need to Disclose AI UsageThe BrickFocus AppSend your feedback at streamlinedfeedback.com 

I knew from a young age, I wanted to play the drums. I got my first small kit when I was five and when my friends and I started a "band," heavy quotes, I played paint buckets. When I was 15 years old, I knew I needed a real kit. This is the story of how I got it, and how one man's incredible kindness had a profound effect on me. Show NotesRead the Story at Casabona.orgRate: Apple Podcasts | Spotify | PodchaserGet Unstuck in 2025

2024 has been a transformative year for me. I learned a ton about myself and my business, and for the first time in a while I feel like I’m not flailing. I’ll have the clearest plan I’ve had in a long time in 2025 — one that’s reinforced by conversations I’ve had, not just hunches. So for the last episode of the year, I wanted to do a quick year in review where I talk about my biggest success, my biggest failure, and the lessons I learn.Plus, some feedback from last week’s episode on using AI. My Biggest SuccessThis was definitely ranking #1 in Google for “Podcast Coach”. It shows that my work to grow this area of my business is working out! Biggest FailureMy Be everywhere strategy. I made a big deal about it and abandoned after 4 months, since it was very clearly not working. It was basically all downsides. It also resulted in two other outcomes:Going to stop publishing on Medium in 2025Shutting down my membershipLessonsKnow your niche. I thought I knew mine but it got a lot clearer the back half of the year, and I saw a positive impact because of it.Don’t discount SEO/Google, and even ChatGPT, which is being used for search more. As social media is fracturing further,Focus on one thing at a time. My Be Everywhere strategy left me trying to do too many things at once, and none of the succeeded.LinksPodMatchMaker and MoxiePodcast AdventMy Experiment with Substack and Being “Everywhere”My Be Everywhere Strategy was an Incredible FailureHow to be a Scrappy Researcher (to Actually Sell Products) with Becky Pierson DavidsonI’m Shutting Down my Podcast MembershipWe Need AI DisclosuresMatt MedeirosThe Podcast SetupMike (Bagel) Barugel

It’s been two years since ChatGPT went mainstream, and AI has completely transformed how we work. While I maintain some hesitancy and skepticism in using AI, it has made it’s way into my daily life for certain tasks. While I’ll tell you all about that, I also talk about why the human touch will always matter, no matter how advanced these tools get. So strap in (yes, I wrote these words without any intervention from AI) for a look into how I’ve been using AI as a solopreneur. And don’t worry — I’ve mostly edited out the rambling rants. Top TakeawaysAI tools like ChatGPT have improved significantly, especially with features like custom GPTs and web-connected capabilities, but there’s room for growth in personalization.AI has become an essential tool in my workflows, particularly for providing fresh perspectives during ideation and research, and “rubber ducking.”As we move forward, it’s important to balance efficiency with authenticity, using AI for support while ensuring it doesn’t replace meaningful human interactions and creativity.LinksApple's Definition of a PhotoThe Coming WaveI'm on BlueskySend your feedback 

“Build your authority” feels like advice that’s often given without a solution attached. And it’s SO important to solopreneurs, especially since social media is no longer the best place to build a proper audience.  That’s why I sat down with Jessica Lackey, a business and operations strategist who’s all about helping solopreneurs like us build real authority.  We talked all about what you actually need to do to build authority – from understanding who you’re talking to, to the medium you use to get your message out.  Top TakeawaysDevelop a Clear Premise, Process, and Body of Work: Building authority begins with a well-defined message and positioning (your premise), a unique approach to your work (your process), and a public body of work that showcases your thinking and differentiates you from others.Focus on Patterns and Behaviors Over Demographics: When identifying your niche or audience, prioritize the patterns, behaviors, and values of those you serve best, rather than just their demographic details. This leads to more meaningful connections and effective authority building.Create a Cohesive Body of Work Outside of Feed-Based Platforms: Relying solely on social media can be limiting due to its ephemeral nature. Building authority is more effective on platforms you own—like blogs, newsletters, or podcasts—where your content forms a cohesive and accessible body of work.Finally, pick the medium you’re most comfortable with – or as Jessica puts it – pick the method for authority building that you’ll actually use. Show NotesJessica Lackey

In this bonus episode, I share a gratitude-inspired look at the tools and habits that have shaped my year, including my favorite apps, services, and hardware. From time-saving actions to game-changing tech, this episode offers a sneak peek into my “favorites of the year” and how they’ve helped me reclaim time and focus. LinksObsidianBlank Spaces AppThe BrickI'm on BlueskyAudibleChatGPTKindle ColorsoftMy iPhone Home Screen 

Have you ever been playing with your kids or trying to relax, but your mind keeps drifting back to work? Trust me, you’re not alone! It can feel frustrating – and it can feel like you’re failing to achieve “work/life balance.”  That’s why I brought on Lindsey Carnick, a licensed clinical social worker and owner of Onward Psychological Services. We get into how our minds work, the importance of aligning with our personal values, and practical strategies to stop overthinking – BUT ALSO why there’s no shame in those random work thoughts.  If you’re done feeling shame for work thoughts hijacking your free time, and want to learn how to be more in control of your reaction to them, this is a perfect episode for you.  Something that puts my mind at ease with work is knowing things are still chugging along, even when I’m sleeping, thanks to my automations. Want a head start? Download my free automations database at https://streamlined.fm/freebie Top TakeawaysAccept the Mind’s Wanderings: It’s natural for your mind to think about work during personal time. Instead of resisting or feeling guilty about these thoughts, acknowledge them without judgment.Align Actions with Personal Values: Understanding and prioritizing your personal values helps in making decisions that lead to a fulfilling life.Write to Manage Thoughts: Writing down thoughts can help clear your mind and prevent intrusive ideas from occupying mental space. Plus, once you write things down, the words on the page won’t change!Show NotesLindsey CarnickLindsey on LinkedinLindsey on InstagramThe Black Swan

It’s the annual gift guide episode! Except, instead of just talking at you for 40 minutes, This year, I’ve teamed up with my good friend Cat Mulvihill to bring you the ultimate 2024 Gift Guide for solopreneurs and anyone working from home. We talk home goods, tech, productivity, EDC, and more. Our main goal fits perfectly with the mission too: we want to help you solve a problem…not just spend money unnecessarily. Whether you’re shopping for yourself or looking for the perfect gift for the solopreneur in your life, we’ve got you covered with thoughtful, problem-solving recommendations that’ll make the work-from-home experience smoother and more enjoyable. And let us know, what’s something you can’t live without? Leave a message at streamlinedfeedback.com Find CatCat MulvihillCat on LinkedInCat’s YouTube ChannelWant a special discount on all the Elgato stuff we mentioned? Use Cat's link and discount code: https://elgato.sjv.io/catmulvihillRebate Code at checkout: ZZ-CatMulvihillHome and OfficeDual Basket Air FryerOXO Coffee Grinder (I incorrectly said “Bonavita” during the show, which is my coffee maker)Tea KettleLamy Fountain PenJoe’s Pen Buyer’s GuideOofos SandalsTechRocketbookRock Paper PencilDoc PoppsKindle ColorsoftKobo eReadersStream Deck PlusStream Deck NeoCat’s Stream Deck Essentials CourseElgato Prompter Elgato Light Remote BrickPhilips SmartSleep Alarm ClockiFixIt KitRØDE Micro Mobile Wireless MicsDJI MicExternal Hard DriveEDCThe James Brand Folsom KnifeShady Rays SunglassesNomad Watch BandsBeats Case for iPhone 16 ProBellroy WalletOura RingSoftwareEcamm LiveTella.tvContains affiliate links

Bringing a VA into your business can free up your time and help you focus on growth, but finding and effectively working with the right VA requires clarity on what you need, a structured hiring process, and simple, ongoing communication. Many solopreneurs are overwhelmed by the process of hiring and working with a VA. You may not know where to start, what tasks to delegate, or how to ensure the VA’s work aligns with your business goals. This leads to hesitation, missed opportunities, and often burnout from handling too many tasks alone. So today, I’m going to tell you how I work with my VA, and give you a 4-step process for finding and successfully working your VA. Want that VA Notion template I mentioned? Head on over to https://streamlinedfeedback.com/  and leave a message! Top TakeawaysDefine and Delegate Key Tasks: Start by identifying tasks that take up the most time but don’t require your direct involvement. Using the “perform, evaluate, and remove” framework helps clarify which tasks are best suited for delegation to a VA.Select and Test Multiple Candidates: To find a suitable VA, post a job on platforms like Fiverr, Upwork, or onlinejobs.ph, then test a shortlist of candidates on the same task. Evaluating each VA’s work on a small project helps gauge their skills and attention to detail.Create Videos for Each Task: Use video tutorials to record yourself completing each task, explaining each step clearly. Have the VA transcribe these instructions and write out steps, creating a documented process that they can refer back to as they work.