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Streamline Your Doula Business with the OHIO Rule
Your time and energy as a doula are precious, so why spend it on repetitive tasks that can be streamlined or automated? The OHIO Rule—Only Handle It Once—is a mindset shift designed to simplify your workflow and free up time for what truly matters: supporting your clients and taking care of yourself.
The idea is simple: every time you find yourself handling the same task or information more than once, ask yourself, Can I automate or systematize this? With the right tools and strategies, you can reduce redundancy, minimize stress, and focus on the aspects of your business that you enjoy most.
Here’s how to put the OHIO Rule into practice in your doula business.
Automate Repetitive Tasks
Automation tools like Zapier or Pabbly can connect the apps you already use, saving you from having to repeat the same tasks manually. These tools act as bridges, ensuring that once you handle something, it moves where it needs to go without extra effort.
For example:
- When a client fills out an intake form, their information can automatically flow into your CRM or spreadsheet.
- Set up automated reminders for contract deadlines, follow-ups, or postpartum check-ins.
- Sync email inquiries directly to your scheduling tool to streamline appointment booking.
By automating these small but frequent tasks, you’ll save time and ensure nothing slips through the cracks.
Streamline Client Communication
Communication is the heart of your doula business, but it doesn’t have to be time-consuming. Instead of retyping responses or spending extra time organizing correspondence, use these tips:
- Create email templates for common scenarios, like initial inquiries, follow-ups, or client onboarding. Tools like Gmail’s canned responses make it easy to store and reuse them.
- Schedule appointments automatically with platforms like Acuity or TidyCal or Calendly, which sync to your calendar and send reminders to your clients.
- Organize group communications for childbirth classes or group sessions with tools like Flodesk, Mailchimp, or ConvertKit.
These simple systems save time while maintaining a professional and polished client experience.
Optimize Data Entry
Manually entering client information in multiple places is one of the biggest time-wasters in a business. By creating a connected system, you can ensure data flows seamlessly where you need it.
- Use integrated intake forms (e.g., Airtable, Google Forms, or FillOut Forms) to collect client data. These can automatically populate a CRM or spreadsheet.
- Sync tools like Doulado, Dubsado or HoneyBook to track client progress without extra steps.
The fewer times you handle the same information, the more time you’ll free up for other priorities.
Use AI Tools Ethically and Authentically
AI has opened up exciting possibilities for simplifying your business, but it’s important to use it in ways that align with your values as a doula. AI works best for repetitive tasks and brainstorming while you maintain your personal touch.
- Content Creation: AI can help draft blogs, social media captions, or educational materials, but make sure to personalize the tone to reflect your voice and values.
- Scheduling and Reminders: AI-powered tools can help you stay organized by automatically managing your calendar and sending timely reminders.
- Client Privacy: Always ensure that AI tools comply with privacy standards and avoid sharing sensitive client information on platforms that aren’t secure.
AI can enhance your efficiency while keeping you at the heart of your business.
Get Your Systems Talking to Each Other
One of the most powerful ways to streamline your workflow is by making your systems communicate directly with one another. Tools like Zapier, Pabbly, and IFTTT allow you to connect apps and automate data sharing between them.
For instance:
- Connect your intake forms: When a client submits a form, these tools can automatically save the information to your CRM, send a welcome email, and create a new task in your project management app—all without you lifting a finger.
- Track your expenses effortlessly: Use these tools to sync receipts from your email to your accounting software or a Google Sheet for easy bookkeeping.
- Integrate scheduling and reminders: Automatically add client appointments from your scheduling tool to your personal calendar and send confirmation emails or text reminders.
By creating workflows that link your tools together, you’ll eliminate duplicate work, reduce errors, and save countless hours in the long run.
Why the OHIO Rule Matters
Adopting the OHIO Rule not only saves you time but also creates space for the work you love. Whether it’s spending more time with clients, growing your business, or taking a well-deserved rest, the time you save through automation adds up.
Take a week to observe your workflow and identify areas where you’re handling tasks more than once. With a little attention and the right tools, you’ll find countless ways to simplify your processes and create a more efficient, enjoyable business.
Start applying the OHIO Rule today—you might be surprised how much time you can reclaim!
Join the Conversation!
Have you discovered ways to apply the OHIO Rule in your doula business? Come join our community of like-minded doulas and share your favorite tools and strategies! Together, we can help each other save time, reduce stress, and focus on what matters most.
Let’s streamline and support each other—because running your business doesn’t have to be overwhelming. I can’t wait to hear your ideas!
