Spoiler: We didn’t replace people. We replaced wasted time.

If you’re a service-based business owner trying to do it all, you already know the drill:

• Client delivery
• Content creation
• Strategy
• Admin
• Reporting
• Inbox overwhelm
• Somewhere in there… maybe a moment to breathe?

As Head of Operations at Oh My Digital, I knew something had to give. I’ve always been obsessed with efficiency—not because it’s trendy, but because it protects our most valuable asset: time.

Time to think strategically.
Time to support our clients meaningfully.
Time to do our best work—without admin dragging us backwards.

So instead of cutting corners or lowering our standards, I built systems. Specifically, smart custom ChatGPT bots that handle the repetitive-but-necessary tasks so our team can focus on high-impact work.

Here’s the exact breakdown of what I built, why I built it, and how you can apply the same thinking to your own business—even if you’re not a coder or tech genius.

🧠 Why ChatGPT Bots?

Most business owners talk about productivity like it’s the end goal.
But we’re not in it to tick boxes—we’re in it to create impact.

The real reason I turned to automation was simple:
We were spending too much time on tasks that didn’t need to be done by a human.

This isn’t about replacing humans.
It’s about freeing them up to do the work only humans can do—creative thinking, relationship building, strategy.

These bots aren’t client-facing automations. They’re internal, custom-trained assistants that:
✅ Reduce repeat questions
✅ Speed up content development
✅ Improve consistency
✅ Reduce bottlenecks
✅ Protect deep focus time

All important.
All necessary.
All better handled by a bot built for that purpose.

By removing the noise, we made space for our team to focus on the work that really matters:
💘 Strategic thinking
💘 Relationship building
💘 Results that actually convert

The 7 ChatGPTBots That Changed Everything

Here’s a behind-the-scenes look at what we built, and how it supports both our internal team and our client experience.

💻 1. OMD Internal Handbook Bot

No more “where do I find that link?” or “what’s our process for this again?”

This bot gives our team instant access to our internal operations—from policies and tools to workflows and tone-of-voice guidance. It’s like our agency brain, available 24/7.

Purpose: Onboarding, SOPs, tools, how-to’s—without the Slack back-and-forth.

How I built it:

• I exported our full internal handbook and knowledge base from ClickUp (our project management tool).
• Used OpenAI’s Custom GPT builder to upload reference documents.
• Set the tone to match our internal brand voice and values.
• Embedded toggle prompts like “What do I do if I’m sick today?” and “Where’s the brand folder?”

Value: New team members are onboarded faster. Existing team members waste less time looking for info. I spend zero time answering repeat ops questions.

Behavioural benefit: Reduces friction and decision delay, especially for new team members.

⚙️ 2. OMD Operations Support Bot

This one’s our digital Swiss Army knife.
It handles process questions, helps with ClickUp workflows, and supports our team in staying on top of how things should work—without needing to ping someone constantly.

Purpose: Help the our Co-Founders navigate our ClickUp processes, workflows, and weekly routines.

How I built it:

• Pulled SOPs and task descriptions directly from ClickUp and Toggl (our time tracking tool).
• Created a prompt structure for common use cases like:
  • “How do I prevent client scope creep?”
  • “How do I know if my team are at capacity?”
• Set up short, directive answers with links back to ClickUp templates.

Value: Team autonomy. Fewer bottlenecks. I’m no longer the sole holder of process knowledge.

Time saved: At least 3–5 hours per week across the team.

📚 3. Digital Marketing Playbook Bot

This bot helps us draft the foundational structure of our signature Playbook service.

It doesn’t replace the strategy—but it gives us a head start on the parts we repeat often, so we can spend more time refining the insight-rich, client-specific recommendations.

Purpose: Speed up the first draft of our signature strategy service—The Digital Marketing Playbook.

How I built it:

• Uploaded anonymised versions of completed Playbooks as training examples. Using our IP. Our Strategy. Our magic.
• Embedded structured prompts like:
  • “Draft a 90-day launch campaign for a Family Lawyer who is launching a digital product”
  • “Suggest a brand positioning strategy for a financial planner targeting millennials.”
• Gave it a very clear structure to follow. Using only our processes and best practice.

Value: More consistent output. Faster delivery. It removes the ‘blank page’ problem while still leaving room for strategic thinking.

Client benefit: Faster turnaround. More space for thinking deeply, not formatting.

🎙 4. OMD Brand Voice Strategist Bot

It’s like having a mini Katy/Hayley in your pocket.

This bot checks whether content sounds like “us,” guides tone-of-voice decisions, and helps us stay consistent across every touchpoint. It also helps team members write on behalf of clients without veering off-brand.

Purpose: Help our team write in brand for Oh My Digital and our clients.

How I built it:

• Uploaded our full brand voice guide, including tone rules, language to avoid, and example posts.
• Created comparative prompts like:
  • “Here’s an idea for Oh My Digital. Make it sound more on-brand.”
  • “Rewrite this in our emotionally intelligent, empowering tone with subtle storytelling.”

Value: Brand consistency. Faster copywriting. Stronger confidence from the team.

Why it matters: Your brand voice isn’t just how you sound—it’s how you build trust.

🔍 5. OMD Quality Checker Bot

This bot is our final set of eyes. It checks grammar, formatting, tone, and structure before anything goes to a client—especially in fast-paced weeks when we’re running multiple campaigns.

Purpose: Reduce the amount of checks and reviews. Without relying on the team for as many last-minute reviews.

How I built it:

• Created a structured checklist with formatting, spelling, tone, brand voice, and link checks.
• Uploaded examples of strong vs weak copy.
• Prompted it to act as a “Senior Content QA” who flags potential improvements before publishing.
• Created comparative prompts like:
  • “Review my work for me to make sure I’ve not missed any steps in the process.”
  • “Review this client report and cross-reference it against this work we’ve produced to ensure we’ve nailed the brief. Give me suggestions to improve.”
  • “Cross-reference these briefing documents to ensure we’ve nailed the brand voice, style, industry expertise, compliance and industry standards. Give me suggestions to improve.”

Value: Sharper, cleaner content. Reduced revision rounds. Peace of mind for Account Managers.

Result: Fewer last-minute tweaks. More polished delivery. A higher standard of excellence.

📈 6. OMD Reporting Assistant Bot

Nobody loves manually summarising analytics.

This bot helps translate data into emotionally intelligent, insight-rich summaries for our clients—aligned to goals, trends, and what’s actually worth paying attention to.

Purpose: Turn dry analytics into insight-rich narratives that make sense to our clients.

How I built it:

• Provided anonymised client reports to teach the bot what great analysis looks like.
• Trained it to ignore fluff (like generic bullet points) and focus on real performance drivers.
• Embedded prompts like:
  • “Summarise the paid ads performance this month.”
  • “What should we recommend based on this trend?”

Value: Easier reporting. More emotionally intelligent insights. The team can focus on the strategy and less on writing out the numbers. Clients understand what the numbers mean—and what we’re doing next.

Key shift: From data-dumping to strategic storytelling.

📬 7. OMD Digital Updates Bot

From monthly wrap-ups to blog post starters, this bot gives us a running start on our most important comms—without hours of manual writing.

Purpose: Draft monthly emails, internal blog posts, and client check-ins in a fraction of the time.

How I built it:

• Uploaded past digital update emails, social posts, and blogs.
• Automated to pull directly in from our Slack channel.
• Added prompt toggles for tone, audience (internal vs external), and topic.
• Created standard prompt templates like:
  • “Draft this month’s Digital Updates.”

Value: Our most consistent comms channel now takes 30 minutes a month instead of 4 hours.

What it does: Clears the path so we can show up consistently (and beautifully) without burning out.

✨ What Changed (That You Can Apply, Too)

✨ We reclaimed time—individually and as a team
✨ We protected our team’s brain space for higher-value work
✨ We reduced revision rounds by 20–30%
✨ We increased client satisfaction (less lag, more output, more polish)
✨ We built a smarter, more scalable agency backbone

And we did it without sacrificing what makes our work human.

Because great marketing still needs intuition, empathy, and emotional intelligence.
Our bots just made space for more of it.

And you can do the same. Even if you’re not technical.

What This Means For You

You don’t need 7 bots.
You just need a mindset shift: from doing everything manually to designing a business that supports you.

You just need a marketing partner who works this smart behind the scenes—so you can stay focused on what only you can do.

At Oh My Digital, we help service-based businesses grow sustainably.
That means no gimmicks, no hustle culture, and no more trying to do everything yourself.

We specialise in high-touch, done-for-you marketing that’s backed by strategy, storytelling, and smart systems (like the ones we just showed you).

So if you’re…

❌ Rewriting your captions at 10pm
❌ Ignoring your email list
❌ Constantly behind on your “marketing tasks”
❌ Wondering why your content isn’t converting

…it’s time to stop doing it alone.

🚨 You Don’t Have to Build This Alone

At Oh My Digital, we’ve already built the systems, automations, and support team you wish you had time to create (so that you don’t have to).

If you’re a service-based business drowning in half-finished content, half-thought-out strategies, or just trying to keep up with your own marketing…

💘 Let us take that off your plate.

We offer done-for-you services built on this exact foundation:

• High-touch support
• Emotionally intelligent strategy
• Smart systems behind the scenes
• Zero fluff. All heart.

👉 Explore our services

Or book in a call with Katy and we’ll walk you through what working together could look like.