Part 3: Operations & Automation Tools

At Peachtree VA, we believe in equipping our clients with the best tools to enhance their tech stack and drive success. That’s why we’ve partnered* with leading digital solutions in the operation and automation space. 

In this blog, we’ll highlight four of our favorite tools, providing a brief overview, best practices, and practical use cases for each. 

Read part 1 for project management tool recommendations → 

Read part 2 for marketing tool recommendations →

Fathom $

Fathom is an AI notetaker that transcribes, records, and generates detailed summaries from meetings. If you struggle to take meeting notes while being fully present in your call, this tool may be the one for you! Many members of our Peachtree VA corporate team use this tool due to its accuracy, secure privacy policy, and app integrations.

Best Practices:

• Create custom dictionaries so Fathom learns to speak your company’s language, so you can focus on the conversation, not on taking notes.
• Integrate Fathom with existing apps in your tech stack, such as Slack, HubSpot, and Salesforce, to fully automate your notetaking process.
• Automatically send meeting notes and recordings to colleagues through Fathom’s automated email notifications.

Use Cases:

• Sales Discovery Calls: It’s important to be fully present during sales calls to ensure the prospect feels heard and so you can ask important questions to understand how your brand can help them. Fathom is a great tool to record detailed notes on these calls without risking data privacy.
• Corporate Team Meetings: Large team meetings can be long and hectic as your team hashes out several deliverables, goals, and insights that you don’t want to miss. Fathom can record these calls, track action items, and send out detailed notes to ensure everyone is on the same page.
• Information Sessions: Brushing up on a skill? Fathom is your perfect learning partner. Allowing yourself to be fully present enables you to absorb information, and Fathom ensures you have detailed notes to review afterward.

Transform your notetaking! Enjoy Fathom for FREE →

Make $$

Make is an automation platform that lets you automate repetitive tasks seamlessly. This no-code platform connects over 3,000 apps through its user-friendly, visual interface, making complex workflow automation accessible to everyone.

Best Practices:

• Start with simple two-step workflows before building complex scenarios to familiarize yourself with the platform’s logic.
• Use the visual drag-and-drop builder to create workflows that move data between your favorite apps without writing a single line of code.
• Take advantage of pre-built templates to accelerate implementation and learn automation best practices.
• Set up error handling and notifications to ensure your automated workflows run smoothly even when issues arise.

Use Cases:

• Lead Management Automation: Automatically add new leads from your website forms to your CRM, send personalized welcome emails, and notify your sales team instantly. This eliminates manual data entry and ensures no prospect falls through the cracks.
• Employee Onboarding: Streamline your onboarding process by automatically creating user accounts, sending welcome materials, and scheduling first-week meetings when a new hire is added to your system.
• Invoice Processing: Extract data from incoming invoices, enter it into your financial software such as QuickBooks, and trigger payment approval workflows. This automation reduces processing time and minimizes data entry errors.

Transform your workflows! Sign up to Make for FREE →

Quso (formerly Vidyo.ai) $$

Quso is an AI-powered video repurposing and social media management platform that transforms long-form content into engaging short clips optimized for social media. If you create video content but struggle to maintain a consistent social media presence, this tool multiplies your content output without multiplying your workload.

Best Practices:

• Upload longer videos (webinars, podcasts, training sessions) to maximize the AI’s ability to identify engaging moments and generate multiple clips from a single source.
• Use custom templates and branding options to maintain visual consistency across all your social media clips.
• Schedule repurposed content across multiple platforms from a single dashboard to maintain presence during peak engagement hours.
• Always review and edit clips for quality assurance.

Use Cases:

• Podcast Promotion: Turn hour-long podcast episodes into 10-15 engaging clips for Instagram Reels, TikTok, and YouTube Shorts. Each clip highlights a key insight, expanding your reach and attracting new listeners without creating entirely new content.
• Webinar Marketing: Extract the most valuable moments from educational webinars and transform them into social-ready snippets. This extends the life of your webinar content and provides ongoing value to your audience weeks after the live event.
• Thought Leadership Content: Repurpose speaking engagements, panel discussions, and interviews into professional clips that position you as an industry expert. Share these across LinkedIn, Twitter, and website to build authority and credibility.

Transform your content strategy! Try Quso for FREE →

Brosix $$$

Brosix is a private team messaging platform that provides your company with its own dedicated communication environment. Unlike public messaging apps, Brosix creates a secure, focused workspace where only your team can access conversations, making it ideal for businesses that prioritize security and professional communication.

Best Practices:

• Organize team members into departments, projects, or locations using contact lists to create clear communication channels and reduce noise.
• Enable two-factor authentication and take advantage of end-to-end encryption for sensitive business communications.
• Integrate Brosix with other apps to streamline workflows. Brosix has 5,000+ app integrations, so you can seamlessly incorporate it into your existing systems.

Use Cases:

• Remote Team Coordination: Keep distributed teams connected with text, voice, and video chat accessible from desktop, web, and mobile devices. Screen sharing and remote desktop features make collaboration and troubleshooting seamless regardless of location.
• HIPAA-Compliant Healthcare Communication: Medical offices and healthcare organizations can securely exchange patient information, coordinate care, and communicate between departments while maintaining full regulatory compliance and data privacy.
• Secure Client Communication: Use the Live Chat feature to respond to client queries directly through your website while keeping all communication within your secure Brosix environment. Perfect for service-based businesses handling sensitive client information.

Ready to secure your team communication? Try Brosix FREE for 30 days →

Partner with Peachtree VA for Operations Success

Implementing these tools is only part of the equation. Peachtree virtual assistants are trained in various platforms and can help you research, implement, and manage each tool effectively.

Whether it’s setting up automation workflows, managing your video content calendar, or organizing team communication channels, our experienced virtual assistants act as an extension of your team, turning powerful tools into measurable growth.

Schedule a FREE consultation to get matched with a VA today! →

*If you purchase a tool using a link above, we may earn an affiliate commission.